Non-departmental Institutions - Long Term Care (VAC PPU 619)

Description: This bank describes information that is about individuals who receive departmental support for long term care in community facilities, including facilities that have a contractual arrangement with Veterans Affairs Canada (VAC) to provide priority access to Veterans. The program supports eligible individuals who require nursing home type care to meet their needs. The program provides funding for intermediate and chronic care in community and contract beds in facilities across the country. The program works in cooperation with provincial agencies and long term care facilities to financially support eligible individuals in appropriate long term care settings. Personal information may include name; gender; contact information; date of birth; date and place of death; military service information (including service number and rank); client identifier; citizenship status; financial information; disability entitlements, medical/health information, language, Social Insurance Number (SIN); Veteran and spouse’s Old Age Security (OAS) number; assessments/reports, including health authority assessments, hospital functional/capacity reports, medical and nursing reports; marital status; guardian and power of attorney information; opinions and views of, or about, individuals; private health insurance information; provincial assessment information (in-depth medical history and patterns of clients’ physical, social and mental health); Long Term Care program care type; dependent children information; spouse or common law information; provincial health number; and signature. Decision and entitlement information about individuals may be received from other VAC programs, including Disability Pensions (VAC PPU 601), Disability Awards (VAC PPU 603) and the War Veterans Allowance Program (VAC PPU 040). Waitlist information from the health authority; facility name, facility address, financial information collected by the health authority in regards to provincial per diem rate for facility care; facility rates from the facility to determine what they charge client – date of admission, date of discharge, type of bed; and Canadian National Institute for the Blind (CNIB) number for those eligible for benefits under the blind exemption may also be collected.  Other required personal information may include whether the applicant is a VAC employee, other information required for identity validation, and information regarding a representative.

Note: Revised in 2019. Information may be stored in VAC's physical and electronic systems including:  Client Service Delivery Network (CSDN) and GCCase, which may include client initiated actions and responses made through My VAC Account, and/or VAC staff/contracted resource initiated actions and responses made through Benefits and Health Services On-line (BHSOL), as well as, Residential Care Support System (RCSS) used to record program eligibility, facility stay details, facility rates, VAC financial contribution to care, and Veteran’s contributions to their accommodation and meal (A&M) fees. The Standard Pay System (SPS) is used to verify cheque information. Information is stored in the Federal Health Claims Processing System (FHCPS) for processing payments for long term care through a contract with Medavie Blue Cross.

Some documents received by Veterans Affairs Canada (VAC) from the Department of National Defence (DND) may reference the Social Insurance Number (SIN) as DND personnel were required to use the SIN as their personal identification number between 1960-1990.

Class of Individuals: Veterans who served in the Second World War and the Korean War, Allied Veterans, Special Duty Service Veterans, Merchant Navy Veterans and Military Service Pensioners, former members of the Canadian Armed Forces, medical practitioners, eligible civilians, spouses, survivors, primary caregivers, representatives, and third party service providers.

Purpose: The personal information is used to administer the Non-departmental Institutions – Long Term Care (LTC) program and to determine eligibility, calculate the contribution of the Department and the Veteran towards the cost of long term care.  Personal information is collected pursuant to the Department of Veterans Affairs Act and the Veterans Health Care Regulations and is used to provide financial support for eligible Veterans and other individuals for long term care. VAC administers the Long Term Care program in accordance with Part III and Part IV of the Veterans Health Care Regulations. VAC has the authority to collect the information as it relates directly to and is required for the administration of legislatively mandated programs, namely VAC’s Long Term Care program. The information is specifically related to the determination of eligibility for this program and the amount of accommodation and meals contributions under the Veterans Health Care Regulations made under the Department of Veterans Affairs Act. VAC has the policy authority to collect the SIN for its income and health care programs.

Consistent Uses: Information may be used and disclosed for planning, research, development, implementation, evaluation and/or reporting of programs, policies and services. The use and disclosure is limited to VAC areas that are involved in the identified program, service  and policy, and may also be shared with senior management.

Personal information may be shared with other VAC programs, including programs covered by the application waiver provision under sections 80.1 of the Pension Act and/or 78.1 of the Veterans Well-being Act, for the purpose of determining eligibility for additional benefits, assessments, case management, mental health initiatives, and/or commemorative activities, where applicable.

In accordance with an established Memorandum of Understanding, personal information may be shared with Library and Archives Canada (LAC) to obtain Service Records and/or Service Health Records. Refer to LAC Personal Information Banks – Army Reserve Force Pay Sheets (LAC PPU 715), Collective Medical Records (LAC PPU 017), Dental Records (LAC PPU 721), Medical Records (LAC PPU 018), Microfiche Personal File (LAC PPU 023), Military Personnel Bank (LAC PPU 024), and Performance Evaluation Records (LAC PPU 028).

In accordance with an established Memorandum of Understanding, personal information obtained by VAC may be shared with Public Services and Procurement Canada (PSPC) to obtain Service Records and/or Service Health Records from Library and Archives Canada (LAC) and/or the Royal Canadian Mounted Police (RCMP).

The following information may be shared with Medavie Blue Cross for processing payments for long term care: Client eligibility code, Program, Application Date, Application Received Date (if a new application), Eligibility source, Marital Status, Benefit Entitlement, Reason for Benefit Termination, Total Benefit Arrangement Amount, Bed Type (contract, provincially insured, non-provincially insured), Facility Name, Facility Address, Level of Care (Type II or Type III), Accommodation type (ward, semi-private, private), Facility Admission Date, Facility Termination Date, Facility Per Diem Rate, Facility Monthly Rate, Veteran Pays Per Diem Rate, Veteran Pays Monthly Rate, Veteran A&M Per Diem Rate, Veteran A&M Monthly Rate, VAC Pays per Diem Rate, and VAC Pays Monthly Rate.

For payment purposes, name, client identifier, health information, and information related to benefit entitlements may be shared with long term care facilities which administer long term care to eligible individuals.

Name, client identifier, information on payments of benefits and services and health information, including treatment information, may be shared with community facilities including facilities that have a contractual arrangement with VAC, including payment of such benefits and services.

The Royal Canadian Legion, under contract with VAC, will collect the Veteran’s name, and contact information during face-to-face social visits in accordance with the Outreach and Visitation Initiative.

In accordance with an established Memorandum of Understanding (MOU), and with signed consent, the SIN and other personal information may be shared with the Canada Revenue Agency (CRA) to facilitate income verification/confirmation for the purpose of calculating the client’s accommodation and meal contribution. In exchange, CRA will provide income data to determine a Veteran’s contribution to accommodation and meals (refer to CRA personal information bank, Individual Returns and Payment Processing – CRA PPU 005).

Personal information may be obtained by Public Services and Procurement Canada (PSPC), in accordance with an established Memorandum of Agreement, for the purpose of creating a digital image of the record for use by VAC (refer to PWGSC PCU 709 - Document Imaging Solutions). PSPC will not use the personal information for the purposes of making administrative decisions.

Personal information such as name, contact information, service information, health and financial information may be shared with an authorized third party, in accordance with an established Service Level Agreement for the purpose of printing and mailing services.  The approved party will not use the personal information for the purposes of making administrative decisions.

VAC has contracted an authorized and approved third party, located in Canada, to provide transportation, storage, maintenance, retrieval, delivery and destruction services of VAC records where applicable.

Retention and Disposal Standards: Regardless of the format, as part of the client record, the retention period is 7 years after the date of death of the applicant. If the date is not known, the retention period is 110 years after the date of birth provided there are no known dependents, no outstanding claims against the crown, no actions involving the estate, no indication on file of the legal status of a dependent, and no activity of any kind.