Non-departmental Institutions – Veterans Independence Program (VAC PPU 618)

Description: This bank describes information related to those individuals who apply for and/or receive intermediate care funding in community facilities through the Veterans Independence Program (VIP). 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 and place of birth; date and place of death; military service information, including service number and rank; client identifier; citizenship status; financial information; disability entitlements; validation of identity documentation; VAC Employee; health information; language; Veteran’s and spouse’s Social Insurance Number (SIN); 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); assigned Federal Type of Care; VIP benefit and services contributions and decision history; dependent children information; spouse/common law partner/primary caregiver information may include name, contact information, date of birth, marital status, service/regimental number(s), if applicable; provincial health number; facility name and address; and signature. Decision and/or entitlement information about individuals may be received from other VAC programs, including War Veterans Allowance (VAC PPU 040), Disability Pensions (VAC PPU 601), Disability Awards (VAC PPU 603) and Other Allowances (VAC PPU 604); contact, biographical and identifying information, and information on needs may also come from the Department of National Defence. Waitlist information from the health authority; 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; Canadian National Institute for the Blind (CNIB) number for those eligible for benefits under the blind exemption may also be collected.

Note: Revised in 2019. Information may be stored in VAC's physical and electronic systems which may include: Client Service Delivery Network (CSDN), Residential Care Support System (RCSS), and GCCase, which may include client initiated actions and response made through My VAC Account, and/or VAC staff/contracted resource initiated actions and responses made through Benefits and Health Services On-line (BHSOL). Information is also 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 in 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 and Military Service Pensioners, former members of the Canadian Armed Forces, eligible civilians, spouses, survivors, and/or their representatives, primary caregivers, guardians and individuals who exercise power of attorney, third party service providers.

Purpose: The personal information is used to administer the Non-departmental Institutions - Veterans Independence Program Intermediate Care (VIP-IC) and to determine eligibility, client needs, and funding levels, and to disburse funding for intermediate care services in community facilities, while working in cooperation with provincial agencies and long term care facilities. VAC administers the Veterans Independence Program – Intermediate Care in accordance with Part II 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. 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 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, 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.

Name, contact information, address, client identifier(s), program related annual follow up dates, domestic situation and needs, information related to benefit arrangements, service provider name and type of services received, and satisfaction with services received may be shared with Medavie Blue Cross for client reimbursement purposes or for annual renewal of program benefits and to provide mailout services for the annual follow-up form on behalf of VAC. The following information may be shared with Medavie Blue Cross for processing payments for long term care: Client eligibility code, Program, Bed Type (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.

Information on eligibility for VIP IC support and the amount of financial support received through the VIP IC may be shared with the facility/provincial health authority. The Royal Canadian Legion, under contract with the Department, will collect the Veteran’s name, contact information and personal needs or concerns during face-to-face visits in accordance with the Outreach and Visitation Initiative.

In accordance with an established Memorandum of Understanding (MOU), and with signed consent, the SIN, name, date of birth of the Veteran and/or spouse may be shared with the Canada Revenue Agency (CRA) to facilitate income confirmation/verification for the purpose of calculating the client’s accommodation and meal contribution. In exchange, CRA will provide personal identification information including the SIN, name, date of birth, date of death and taxpayer income (refer to CRA personal information bank Individual Returns and Payment Processing CRA PPU 005).

By Order in Council 2011-1348, Employment and Social Development Canada (ESDC) may provide services on behalf of VAC. Personal information may be collected by Service Canada Centres, acting as a receiving agent on behalf of VAC. (Refer to ESDC Personal Information Bank  - Veterans Affairs Canada Program Delivery - ESDC PPU 701). Information may include name, contact information, dates of birth and death, identifying numbers, language, signature, service information, health information, financial information, marital status, and family information.

Personal information may be obtained by 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 PSPC institution specific personal information bank, PWGSC PCU 709 - Document Imaging Solutions). Public Services and Procurement Canada 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 and approved third party, in accordance with an established Service Level Agreement for the purpose of printing and mailing services. The approved third 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.