MEDICARE AUSTRALIA

MEDICARE AUSTRALIA

Medicare Australia. 2009 Personal Information Digest. Page 1 of 71 MEDICARE AUSTRALIA Table of Contents 1. PERSONNEL RECORDS . 5 2. OUTSIDE EMPLOYMENT APPLICATIONS . 5 3. SEPARATION QUESTIONNAIRES . 5 4. PROGRAM REVIEW DIVISION FILES . 6 5. COMMITTEES AND TRIBUNAL FILES . 7 6. INVESTIGATIONS INFORMATION FILES SYSTEM . 7 7. PROGRAM REVIEW DIVISION – GENERAL CORRESPONDENCE . 8 8. NATIONAL INTELLIGENCE SYSTEM . 8 9. AUSTRALIAN CRIMES COMMISSION (ACC) FALSE IDENTITY DATABASE . 9 10. PROJECT INFORMATION MANAGEMENT SYSTEM . 9 11. INVESTIGATORS’ AND MANAGERS’ DIARIES . 9 12. PROVIDER MONITORING SYSTEM .

10 13. PRISM DATABASE . 10 14. PHARMACEUTICAL BENEFITS INFORMATION SYSTEM REPORTS . 11 15. NATIONAL ASSESSMENT . 11 16. PROFESSIONAL SERVICES REVIEW SCHEME . 12 17. PROGRAM REVIEW INFORMATION FORM . 12 18. PRESCRIPTION SHOPPING PROJECT NATIONAL APPLICATION . 13 19. PRESCRIPTION SHOPPING INFORMATION SERVICE APPLICATION . 13 20. PRESCRIPTION SHOPPING INFORMATION SERVICE (PSIS) DOCTOR REGISTRATION DATABASE . 14 21. CENTRELINK DISABILITY SUPPORT PENSION DATABASE . 14 22. CENTRELINK IDENTITIES . 14 23. NATIONAL INTELLIGENCE – CUSTOMS . 15 24. UNAUTHORISED ACCESS DATABASE . 15 25. UNAUTHORISED ACCESS CASE FILES .

15 26. UNAUTHORISED ACCESS EXTRACTION FILES . 16 27. MEDICARE INFORMATION SYSTEM REPORTS . 16 28. MEDICARE PUBLIC ENROLMENT RECORDS . 17 29. MEDICARE AND DVA PROVIDER REGISTRATION RECORDS . 17 30. MEDICARE BENEFITS ADVISORY COMMITTEE APPLICATIONS AND DETERMINATIONS . 18 31. COMPENSATION RECOVERY PROGRAM . 19 32. AUSTRALIAN DEFENCE FORCE (ADF) FAMILY HEALTHCARE PROGRAM . 19 33. CORRESPONDENCE WITH THE GENERAL PUBLIC AND THEIR NON-MEDICAL REPRESENTATIVES . 20 34. MEDICARE CLAIMS HISTORY RECORDS . 20 35. PHARMACY APPROVAL FILE . 21 36. COLOSTOMY AND ILEOSTOMY MEMBERSHIP FILES . 22 37. PHARMACEUTICAL BENEFITS SCHEME: SAFETY NET .

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Medicare Australia. 2009 Personal Information Digest. Page 2 of 71 38. PHARMACEUTICAL BENEFITS CLAIMS HISTORY RECORDS . 23 39. REMOTE PHARMACY ALLOWANCE / ISOLATED PHARMACY ALLOWANCE . 23 40. AUTHORITIES PROCESSING SYSTEM . 23 41. REFUND PHARMACEUTICAL BENEFITS PATIENT CONTRIBUTIONS . 24 42. PATHOLOGY APPROVAL AND REGISTRATION SYSTEM . 24 43. AUSTRALIAN ORGAN DONOR REGISTER . 25 44. PHARMACEUTICAL BENEFIT SCHEME PATIENT ENTITLEMENT TABLES . 25 45. IN VITRO FERTILISATION AND GAMETE INTRA FALLOPIAN TRANSFER PROGRAM . 26 46. PHARMACEUTICAL BENEFITS PRESCRIBER SYSTEM . 26 47. PHARMACEUTICAL BENEFITS MAILING LISTS .

27 48. ISOLATED PHARMACY ALLOWANCE . 27 49. PHARMACEUTICAL BENEFITS BRANCH SOFTWARE VENDOR ASSISTANCE PAYMENT SYSTEM . 28 50. MEDICARE FAMILY SAFETY NET REGISTRATION . 28 51. SUMMARY COMBINED ARCHIVE MEDICARE DATA . 29 52. HEARING SERVICES PROGRAM . 29 53. AUSTRALIAN CHILDHOOD IMMUNISATION REGISTER . 30 54. GENERIC PRACTICE REGISTER . 30 55. MENTAL HEALTH NURSE INCENTIVE PROGRAM (MHNIP . 31 56. MENTAL HEALTH NURSE INCENTIVE PROGRAM (MHNIP) – ACCESS DATABASE32 57. MENTAL HEALTH NURSE INCENTIVE PROGRAM (MHNIP) – PATIENT INFORMATION . 32 58. NATIONAL EXTERNAL BREAST PROSTHESES REIMBURSEMENT PROGRAM....

32 59. PRACTICE INCENTIVES PROGRAM (PIP . 33 60. PRACTICE INCENTIVES PROGRAM (PIP) - Service Incentive Payments (SIP) , and SIP ACAI (Service Incentive Payments Aged Care Access Incentive . 33 61. PRACTICE INCENTIVES PROGRAM (PIP) – Access Database . 34 62. GENERAL PRACTICE IMMUNISATION INCENTIVES (GPII . 34 63. GENERAL PRACTICE IMMUNISATION INCENTIVES (GPII) - Section 46E Agreement . 34 64. MEDICARE TEEN DENTAL PLAN . 35 65. COMMUNITY PHARMACY AGREEMENT INTRANET DATABASE . 35 66. WESTERN AUSTRALIAN VISITING MEDICAL PRACITIONERS (WA VMP's) CLAIMS HISTORY RECORD . 36 67. SPECIALISED DRUG PATIENT DATABASE .

36 68. RURAL INCENTIVE PROGRAMS . 37 69. DVA VETERAN REGISTRATION (CROSS REFERENCE FILE . 38 70. DVA CLAIMS HISTORY RECORDS . 38 71. BOTULINUM TOXIN PROGRAM . 39 72. TRASTUZUMAB (Herceptin . 39 73. BOWEL CANCER SCREENING REGISTER . 40 74. SPECIAL ASSISTANCE SCHEME . 41 75. CO- ORDINATED CARE TRIALS . 41

Medicare Australia. 2009 Personal Information Digest. Page 3 of 71 76. DOCUMENTS CREATED WITHIN OR RECEIVED BY OFFICE OF LEGAL COUNSEL IN PERFORMING ITS ROLE OF PROVIDING IN-HOUSE LEGAL ADVICE AND LEGAL SERVICES . 42 77. INFORMATION REQUEST TRACKING SYSTEM (IRT . 42 78. FREEDOM OF INFORMATION REQUEST FILES . 43 79. IRIS DATABASE (INDIVIDUAL REQUEST INFORMATION SYSTEM) and STATE INFORMATION REQUEST DATABASES . 43 80. LSAC DATABASE . 44 81. CORPORATE DIRECTORY DATABASE . 45 82. INFORMATION DELIVERY SERVICES . 45 83. MEDICAL INDEMNITY PROGRAM . 46 84. MEDICARE LSPN REGISTER (LOCATION SPECIFIC PRACTICE NUMBER .

49 85. MEDICARE BENEFITS ADVISORY COMMITTEE FILE . 49 86. MEDICAL BENEFITS (DENTAL PRACTITIONERS) ADVISORY COMMITTEE FILE.. 50 87. MEDICAL BENEFITS (DENTAL PRACTITIONERS) APPEAL COMMITTEE FILE . 50 88. MEDICAL SERVICES COMMITTEES OF INQUIRY - COMMITTEE FILE . 51 89. PHARMACEUTICAL SERVICES COMMITTEES OF ENQUIRY - COMMITTEE FILE. 51 90. MEDICAL SERVICES REVIEW TRIBUNAL FILE . 52 91. MEDICARE PARTICIPATION REVIEW COMMITTEE FILE . 52 92. OPTOMETRICAL SERVICES COMMITTEES OF INQUIRY COMMITTEE FILE . 52 93. SPECIALIST RECOGNITION ADVISORY COMMITTEE (ONE FOR EACH STATE AND TERRITORY) - COMMITTEE FILES .

53 94. SPECIALIST RECOGNITION APPEAL COMMITTEE (ALL STATES AND TERRITORIES) - COMMITTEE FILE . 53 95. GENERAL PRACTICE RECOGNITION ELIGIBILITY COMMITTEE FILE . 54 96. GENERAL PRACTICE RECOGNITION APPEAL COMMITTEE FILE . 54 97. MINISTERIAL AND EXECUTIVE CORRESPONDENCE . 55 98. PRACTITIONERS UNDER NOTICE . 55 99. RESOURCE ACCESS CONTROL FACILITY USER PROFILES . 56 100. e-CERTIFICATES APPLICATION MANAGER (HAM DATABASE . 56 101. ACCOUNTS PAYABLE SYSTEM . 57 102. DEBTORS RECORDS . 57 103. ABN REPOSITORY . 58 104. FEDERAL GOVERNMENT 30% REBATES ON PRIVATE HEALTH INSURANCE . 58 105. ELECTRONIC CLAIMS .

59 106. MEDICARE SMARTCARD REGISTRATION RECORDS . 59 107. MEDICONNECT – DOCTOR REGISTRATION RECORDS . 60 108. MEDICONNECT – PHARMACY REGISTRATION RECORDS . 60 109. MEDICARE AUSTRALIA / ATO ONGOING E-TAX PREPOPULATION – POST JULY 2006 . 61 110. MEDICARE AUSTRALIA ACCESS POINT DATABASE . 61 111. MEDICARE AUSTRALIA FEEDBACK REGISTER . 62 112. LOCAL LIAISON OFFICER REGISTER . 62 113. MP/ SENATOR / ELECTORATE OFFICER REGISTER . 62

Medicare Australia. 2009 Personal Information Digest. Page 4 of 71 114. RESPITE CARE – 21 DAY EXTENSION . 63 115. AGED CARE – CLIENT RECORD (FORM 3020 . 63 116. AGED CARE – COMMUNITY AGED CARE PACKAGES CLAIM FORMS AND PAYMENT SUMMARIES . 64 117. 100 POINT CHECK . 64 118. AGED CARE – EXTENDED CARE AT HOME (EACH) CLAIM FROMS AND PAYMENT STATEMENTS . 65 119. AGED CARE – EXTENDED CARE AT HOME – DEMENTIA (EACHD) CLAIM FORMS AND PAYMENT STATEMENTS . 65 120. AUTHORISATION FORM – FOR USE BY SERVICES PARTICIPATING IN AGED CARE ONLINE CLAIMING . 65 121. AGED CARE – TRANSITIONAL CARE CLAIM FORMS AND PAYMENT STATMENTS .

66 122. APPOINTMENT OF A NOMINEE . 66 123. APPLICATION FOR ELIGIBLE OXYGEN TREATMENT AND/OR ENTERAL FEEDING SUPPLEMENT . 67 124. RESIDENT CLASSIFICATION SCALE FOR PERMANENT CARE . 67 125. RESIDENT ENTRY RECORD FOR PERMANENT CARE . 68 126. CLAIMS FOR AUSTRALIAN GOVERNMENT SUBSIDY FOR CARE RECIPIENTS IN APPROVED RESIDENTIAL CARE FACILITIES . 68 127. AGED CARE FUNDING INSTRUMENT APPLICATION FOR CLASSIFICATION . 69 128. APPENDIX 1 . 70 129. PERSONNEL RECORDS . 70

Medicare Australia. 2009 Personal Information Digest. Page 5 of 71 MEDICARE AUSTRALIA ADDRESS: PO BOX 1001 TUGGERANONG DC ACT 2901 Medicare Australia holds 127 classes of personal information. The first item listed is Personnel records, (for a description see Appendix 1 at the end of this document). Items 2 through to 127 are described individually. 1. PERSONNEL RECORDS (a) Compensation/rehabilitation records (b) Equity and diversity records (c) Staff development and training records (d) Recruitment records (e) Appeal records (against promotion and transfer) (f) Payroll and leave records (g) Aurion human resource management and payroll system (h) Personal files (i) AWA agreements (j) Counselling and discipline matters (k) Complaints and grievances (l) Documents/files created for the purposes of managing legal processes eg.

AAT, AIRC cases (m) Conflict of interest declarations (n) Performance management records See Appendix 1 for a generic description of Personnel Records. 2. OUTSIDE EMPLOYMENT APPLICATIONS The purpose of these records is to record applications for outside employment for Medicare Australia employees. Content may include name, occupation and the type of work undertaken outside of Medicare Australia. The personal information on these records relates to employees.

The following agency staff have access to this personal information: All Employment Services staff from APS 3 – EL2 and the Manager, HR Management and Development Branch. The records are kept for 75 years after the date of birth of the employee or 7 years after last action, whichever is the later. This information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting: National Payroll Manager, National Office – (02) 6124 6569 Manager Employment Services, National Office – (02) 6124 6658 HR Manager, WA – (08) 8214 8304 HR Manager, VIC – (03) 9605 7050 HR Manager, SA – (08) 8274 9336 HR Manager, QLD – (07) 3004 5376 HR Manager, NSW – (02) 9895 3014 HR Manager, TAS – (03) 6125 5688 The records relate to 77 individuals as at 30 June 2009 and are kept on paper media.

Location: National Office and State Headquarters. Main location: National Office, 134 Reed Street North, Greenway, ACT 2900.

3. SEPARATION QUESTIONNAIRES The purpose of these records is to record the reason for separation of employment from Medicare Australia.

Medicare Australia. 2009 Personal Information Digest. Page 6 of 71 Content may include: name, occupation, gender and the reasons for separation of employment from Medicare Australia. The personal information on these records relates to employees. The following agency staff have access to this personal information: all Employment Services staff from APS3-EL2, all People and Strategy and Consultancy staff from APS6 – EL2, and the Manager, Human Resource Management and Development Branch.

The records are kept for 75 years after date of birth of employee or 7 years after last action, whichever is the later. This information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting: National Payroll Manager, National Office – (02) 6124 6569 Manager Employment Services, National Office – (02) 6124 6658 HR Manager, WA – (08) 8214 8304 HR Manager, VIC – (03) 9605 7050 HR Manager, SA – (08) 8274 9336 HR Manager, QLD – (07) 3004 5376 HR Manager, NSW – (02) 9895 3014 HR Manager, TAS – (03) 6125 5688 The records relate to 973 individuals as at 30 June 2009 and are stored on computer and paper media. Location: Main location: National Office, 134 Reed Street North, Greenway, ACT 2900.

Computer records are accessed via computer terminal in Payroll Team.

4. PROGRAM REVIEW DIVISION FILES The purpose of these records is to maintain a record of correspondence and information in respect of medical practitioners, allied health providers, dentists, pharmacists and patients collated during the process of investigation, audit, education, counselling and/or recoveries. In addition, records are also held for GP practices, Private Health funds and Medical Indemnity Insurers. Content may include: name, address, date of birth, occupation, gender, qualifications and any other information determined relevant by qualified officers.

Sensitive content may include: physical or mental health, disabilities, racial or ethnic origin, criminal convictions, criminal intelligence, financial information, relationship details, evidence or allegations of professional relationships and claims information.

The personal information on these records relates to medical practitioners, dental practitioners, pharmacists, optometrists and persons enrolled in the Medicare and PBS programs who have been the subject of or identified in relation to an audit or inquiry.

The following agency staff have access to this personal information: authorised staff of the Program Review Division and the Freedom of Information Officer. The records are kept for up to 10 years in accordance with RA 20174. This information is not usually disclosed to other persons or organisations other than in the pursuit of program integrity cases. In these cases the information may be referred to Commonwealth Director of Public Prosecutions or State law enforcement or review authorities through the Information Release Delegate. Individuals can obtain information regarding access to their personal information by contacting the Freedom of Information Officer Ph: (02) 6124 6333.

The records relate to a large number of individuals and are stored on computer and paper media.