Defence FOI 626/23/24
Document 1
From:
s47E
on behalf of ddvahrec
To:
s47G
@unisa.edu.au; xxxxxxxx@xxx.xxx.xx
Cc:
ddvahrec; ETHICS.POC
Subject:
Request for further information regarding provision of DVA data - E016/007 Veterans" MATES Program
[SEC=OFFICIAL]
Date:
Wednesday, 20 September 2023 10:12:27 AM
Attachments:
20230920 Request for further information - E016 007.pdf
Importance:
High
OFFICIAL
Good morning s47G
and DVA Veterans’ MATES Program
Please find attached a letter from the Chair of the DDVA HREC following recent media coverage
regarding the release of DVA data and a number of concerns raised by individuals regarding the
use of their data for research purposes.
Kind regards
s47E
Assistant Director Research Ethics
Joint Health Command/OCJHLTH/Strategic Clinical Assurance & Ethics
s47E
Canberra BC ACT 2610
IMPORTANT: This email remains the property of the Department of Defence. Unauthorised
communication and dealing with the information in the email may be a serious criminal offence.
If you have received this email in error, you are requested to contact the sender and delete the
email immediately.
Defence FOI 626/23/24
Document 1
s22
s47G
Clinical and Health Sciences
University of South Australia
Veterans’ MATES Program
Department of Veterans’ Affairs
Dear s47G
and Veterans’ MATES Program
E017/006 VETERANS’ MEDICINES ADVICE AND THERAPUETICS
EDUCATION SERVICES
I am writing to you due to recent media coverage and multiple emails that have been
sent to the Departments of Defence and Veterans’ Affairs Human Research Ethics
Committee (DDVA HREC) raising concerns about the release of personal data to the
third parties.
The Secretariat have reviewed the project file and note that the application s47E
that was approved by the Department of Veterans’ Affairs Human Research
Ethics Committee requests access to the following Department of Veterans’ Affairs
(DVA) administrative claims data:
s47E
The application refers to analysis s47E
The DDVA HREC are
therefore requesting a detailed data management plan that identifies each of the data
sources and a description of each of the fields that are being provided as part of this
research project.
The review of the file has also identified reference to surveys being conducted and
tailored over time as they move to electronic administration. To date, we have not
received any requests for amendment to reflect changes to the survey. Can you please
advise of any changes and if changes have been made, a copy of the current survey is
required.
Defence FOI 626/23/24
Document 2
From:
s47E
on behalf of ddvahrec
To:
s47G
xxxxxxxx@xxx.xxx.xx; s47G
Cc:
ETHICS.POC; ddvahrec
Subject:
20230929 (1011h) - ADRE - s47G
- acknowledgement of response to request for further
information regarding provision of DVA data - E016/007 Veterans" MATES Program
Date:
Friday, 29 September 2023 10:11:45 AM
OFFICIAL
Good mornings47G
Thank you for providing a response to the request for further information regarding this project.
The Chair has advised that the response will need to be included on the 16 October 2023 DDVA
HREC meeting.
An outcome of the consideration of the response will be provided within five business days of
the meeting.
Kind regards
s47E
Assistant Director Research Ethics
Joint Health Command/OCJHLTH/Strategic Clinical Assurance & Ethics
s47E
Canberra BC ACT 2610
IMPORTANT: This email remains the property of the Department of Defence. Unauthorised
communication and dealing with the information in the email may be a serious criminal offence.
If you have received this email in error, you are requested to contact the sender and delete the
email immediately.
From: s47G
@unisa.edu.au>
Sent: Wednesday, 27 September 2023 5:08 PM
To: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>; xxxxxxxx@xxx.xxx.xx; s47G
@unisa.edu.au>
Cc: ETHICS.POC <xxxxxx.xxx@xxx.xxx.xx>
Subject: 20230927 (1709h) - Request for further information regarding provision of DVA data -
E016/007 Veterans' MATES Program
⚠
EXTERNAL EMAIL: Do not click any links or open any attachments
unless you trust the sender and know the content is safe. ⚠
Dear s47E
Please find attached our response to the letter of the Chair of the DDVA HREC about the
Veterans’ MATES program.
Best wishes
s47G
s22
Defence FOI 626/23/24
Document 2
Quality Use of Medicines and
Pharmacy Research Centre
Clinical and Health Sciences
University of South Australia
Adelaide
South Australia 5000
September 21, 2023
s47G
Dr Tony Cotton AM
Chair, Departments of Defence and Veterans’ Affairs Human
Research Ethics Committee
s47E
Canberra BC, ACT, 2610.
Dear Dr Cotton
E016/007 VETERANS’ MEDICINES ADVICE AND THERAPUETICS EDUCATION SERVICES
Thank you for your correspondence regarding Veterans’ MATES and its data management plans,
data held, surveys, data feeds from DVA and the complaint to the Office of the Australian
Information Commissioner. I have addressed each in turn below
Veterans’ MATES data management plan
s47E & s47G
Defence FOI 626/23/24
Document 2
Veterans’ MATES surveys
Veterans’ MATES does not undertake surveys for research purposes, but does evaluate participant
satisfaction with the program through one page survey response forms. s47E & s47G
No data from the
response forms are provided to third parties. A copy of the response forms for the latest Veterans’
MATES topic is appended.
8
Defence FOI 626/23/24
Document 2
Office of the Australian Information Commissioner complaint
I note your inquiry about a complaint being received by DVA in October 2017 with the complainant
subsequently lodging a complaint with the Office of the Australian Information Commissioner. The
University of South Australia was not in receipt of any complaint from a veteran. The University of South
Australia does receive notification from DVA of veterans who have requested to opt-out of the Veterans’
MATES program. All notifications of veterans who opted out in 2017, either received from DVA or to the
University directly, were implemented. Program quality assurance activity has confirmed that all
veterans who requested opt out were successfully opted out of the program; (i.e. they did not receive
any further mailings after opting out, nor did their health professionals receive any information about
them after opting out). The University of South Australia was not aware of the complaint to the
Australian Information Commissioner prior to the Commissioner making the determination. The
University of South Australia had no knowledge of the content of the complaint nor the determination
findings until the findings were made public on the OAIC website in 2023. The University notes that the
OAIC determination was related to a data transfer issue by DVA for one veteran only, that no systemic
data breaches occurred, and that the determination did not relate to the use of the data within the
Veterans’ MATES program.
Since the Commissioner’s determination, the University has been working closely with DVA to determine
if program changes are required. Consistent with your request, DVA ceased transmission of data to the
University on the 25th August, with data transfers suspended until any outstanding issues are resolved.
Similarly, the University will not provide any mailings to DVA clients or their health professionals until any
program concerns about provision of DVA data to the University has been resolved.
I trust this response resolves any issues of concern. I am happy to provide further information as
requested. s47E & s47G
Yours sincerely
s47F
Executive Director
Veterans’ MATES
9
Defence FOI 626/23/24
Document 2
Veterans’ MATES
Dry or itchy skin? Top tips to help
e ap
(Jul
e ap ropria
y 2023)
e ap
Please place a cross in the appropriate box using a black or blue pen.
X Mark one box only for each question unless otherwise indicated.
1. How useful have you found the veteran brochure?
Very
Moderately
Slightly
useful
useful
useful
Not at all useful
2. How much new information have you learnt from the brochure?
A lot
Some
A little
None
3. Thinking of the past week, how often has your skin felt dry and itchy?
All of
Most of
Some of
None of
the time
the time
the time
the time
4. Before reading the brochure were you aware that using a moisturiser
twice a day can help to relieve dry itchy skin?
Yes
No
5. Has reading the brochure encouraged you to moisturise twice a day?
I alr
eady use daily
Yes
No
Unsure
moisturiser
6. Some moisturisers are available for prescription on the RPBS. Do you
intend to talk to your GP about using a daily moisturiser?
Yes
No
Unsure
7. Have you been prescribed a corticosteroid cream for your skin?
Yes
No
Unsure
8. Have the fingertip measurement images in the brochure helped you to
understand how much corticosteroid cream to apply?
Yes
No
Unsure
I don’t use a corticosteroid cream
231 Veterans Response Form 290623
2312 <999999>
2142 12345
Defence FOI 626/23/24
Document 3
s22
From:
s47E
@dva.gov.au>
Sent:
Thursday, 12 October 2023 4:03 PM
To:
ddvahrec
Subject:
20231012 (1603h) - Information Sheet - UniSA response to DDVA Ethics
Committee - DVA supplementary response
Attachments:
Veterans MATES Information Sheet - Opt Out.pdf
Categories:
ADRE
Dear s47E
Further to our email of 11 October 2023, attached is a copy of the Veterans’ MATES Information Sheet that DVA has
recently commenced sending out regarding the use of personal information in the program.
Thank you,
Veterans’ MATES secretariat
From: VETMATES
Sent: Wednesday, 11 October 2023 9:43 AM
To: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>
Cc: s47G
@unisa.edu.au; s47E
@dva.gov.au>; ETHICS.POC
<xxxxxx.xxx@xxx.xxx.xx>
Subject: UniSA response to DDVA Ethics Committee ‐ DVA supplementary response [SEC=OFFICIAL]
Dear s47E(c)
DVA notes the University of South Australia’s response to the committee, and would like to provide the following
additional comments in relation to the omission of notifying the committee of the privacy complaint and OAIC
determination.
As the privacy complaint was considered to be a matter related to departmental processes and the OAIC
determination did not include any adverse findings about the University of South Australia and the delivery of the
program, DVA did not recognise this to be an ethics committee reporting obligation of the research project.
We apologise for the oversight and confirm measures are now being taken to ensure the correct management and
reporting obligations are completed in any future situations. s47E
DVA would also like to re‐iterate the collaborative efforts with the University to work closely together on reviewing
the need for any program changes. DVA has already taken a number of steps to more prominently communicate
information about privacy and the use of personal information in the Veterans’ MATES program; and is undertaking
a review to ensure that all requests to opt out of the program have been actioned appropriately, and to provide
further assurance of compliance with the opt out provisions under the program. It was as part of this review, that
DVA temporarily suspended provision of further data to the University (effective 25 August 2023) while it ensures
individual requests regarding participation are dealt with, and frameworks are in place to ensure the circumstances
addressed by the OAIC in its determination do not reoccur.
Veterans’ MATES secretariat
1
Defence FOI 626/23/24
Document 3
Information Sheet
INFORMATION SHEET – USE OF PERSONAL INFORMATION IN THE VETERANS’ MEDICINES ADVICE
AND THERAPEUTICS EDUCATION SERVICES (VETERANS’ MATES) PROGRAM
Veterans’ MATES is an internationally recognised health program that has been running for 18 years. Its
purpose is to improve health outcomes for veterans by encouraging the better use of medicines and health
services, supporting veterans to better manage their health.
Evaluation of the program shows adverse medicine events have been reduced and veteran access to suitable
health services has increased. Practitioners and veterans report they find the information useful, and veterans
find it empowers them to take an active role in their own health.
More information on the program is available at Veterans' MATES | Department of Veterans' Affairs
(dva.gov.au) and www.veteransmates.net.au.
How the Veterans’ MATES program uses your personal information
DVA is required to collect the billing information generated when you present your DVA card for health services,
to assist with the reconciliation of health care costs with Services Australia, the agency who are processing the
payments to your health providers on DVA’s behalf.
This health claims billing information also enables DVA to develop and provide you with personalised, effective
health and wellbeing information, advice and support that is tailored to your personal specific health care
circumstances. If you haven't used your Veteran Card there will be no billing information.
Veterans are made aware of the collection, use and sharing of information generated from using their DVA
Veteran Card for purposes like the Veterans’ MATES program, through a notice included in the correspondence
sent to them at the time they receive their card. This information includes how veterans can opt out of
participating. DVA is currently reviewing this correspondence, together with website information about the
MATES program, to ensure these notices include information which is as clear as possible.
In the Veterans’ MATES program, your health claims billing records are provided to the University of South
Australia (UniSA) which is contracted by DVA to deliver the Veteran’s MATES program on DVA’s behalf, so you
can receive personalised health information about the medicines you use and services you can access for your
health circumstances. It is important to be aware that this health claims billing data do not contain any clinical
notes or information from your health care professional.
The health claims billing records sent to UniSA, are automatically converted to de-identified data, for the
research and analysis conducted in this program. Only if you are potentially at risk of medicine-related
problems, is your de-identified data then re-identified within a secure environment, so UniSA can write to you
and your doctor to encourage a positive conversation about your specific health care needs and a medicines
review. If you have never received a letter from the Veterans’ MATES program about medication, then your
identified data has never been used.
It is important to note that de-identified data is generally not considered personal information under the Privacy
Act 1988 (Privacy Act) and consent is not usually required for its use for research. Data is de-identified if it is
removed or altered so that it is no longer about an identifiable individual or an individual who is reasonably
identifiable.
September 2023
Defence FOI 626/23/24
Document 3
You can find out more about how DVA manages your personal information in our privacy policy at
www.dva.gov.au/privacy-policy.
How the Veterans’ MATES program protects your privacy and secures your personal information
DVA takes privacy very seriously and has strict policies in place to ensure the appropriate use and protection of
veterans’ personal information in accordance with the Privacy Act.
Under the contractual arrangement DVA has with UniSA to deliver the Veterans’ MATES program, UniSA is
required to comply with the Australian Privacy Principles in respect of personal information, as if it were a
Commonwealth agency. This is a requirement under the Privacy Act when a government agency enters a
contract with a third party which involves the handling of personal information by the contracted service
provider. Within UniSA, access to identified data is limited to a small number of security-cleared UniSA staff.
Working under a security framework, personal information is sent via a Secure File Transfer Protocol (SFTP)
directly to the UniSA to a specific Veterans’ MATES server. As the files are received, there is an automatic and
immediate de-identification process so the data used for program purposes is de-identified. It is these de-
identified records that are used for program research and analysis, and to identify whether any veterans are
potentially at risk and who would benefit from receiving the program materials.
If the de-identified data shows any individuals that may be at risk, a secure process is undertaken to match and
re-identify the data to the individual to write to them and their usual doctor to encourage a conversation about
their health care needs.
The Veterans’ MATES program data is maintained in a secure storage area (within Australia) for specific use by
the program. This data is held within a secure environment as required by the Attorney General's Protective
Security Policy Framework. Additionally, there are access restrictions in place and it is not linked to nor
accessible to any other University system, USB port, internet or cloud based storage. Access is physically
restricted to appropriately security-cleared personnel and access is logged and monitored in compliance with
relevant Commonwealth and DVA security requirements. These security protocols are audited every three
months.
The data is used by the Veterans’ MATES program, in accordance with the ethics approvals that guide the
delivery of the program to the benefit of the veteran community.
The type of personal information used in the Veteran’s MATES program
The following health claims billing data (not clinical records) are used in the Veteran’s MATES program. They are
de-identified on transfer to UniSA. The identified data is only used when it is determined a veteran is at
potential risk. The information includes:
Name
Address
Date of birth
DVA reference number
Applicable health conditions
Date and diagnosis codes of hospital admissions
Date and item numbers of pharmacy, medical and allied health records including doctor visits, radiology,
pharmaceutical and pathology claims
Date and item numbers of access to DVA health programs: Veterans’ Home Care, Coordinated Veterans’
Care, Community Nursing and the Rehabilitation Appliance Program
2
Defence FOI 626/23/24
Document 3
How personal information is shared in the Veterans’ MATES program
All information related to your health and your relationship with DVA is considered sensitive. Sensitive material
is handled under a set of Standard Operating Procedures developed specifically for the Veterans' MATES
program and in line with DVA requirements and guidelines.
The program materials you receive through the program are adapted and sent by UniSA to your primary doctor
(patient feedback), to encourage a conversation between you both about your health care needs.
Information is also shared with Fujifilm and HealthLink, which are UniSA’s sub-contracted suppliers to format,
print and deliver the educational materials to you and your doctor (Fuijifilm delivers via mail and HealthLink
delivers via secure e-messaging). We will only share information required for those activities, which include
contact information (name and address) and information contained in the materials (patient feedback) sent to
your doctor. Fujifilm and Healthlink are subject to the same security requirements set in the Veterans’ MATES
Security Framework and do not have access to any of the other information listed above or any of your other
private information.
This is a similar process DVA uses to mail to you your Veteran card and Vetaffairs.
If you have never received a letter from the Veterans’ MATES program about medication, then your identified
data has never been used or shared with Fujifilm and HealthLink.
Participating in the Veterans’ MATES program
Participating in Veterans’ MATES provides real benefits. Participation ensures you will receive the program’s
health and wellbeing information, advice and support relevant to your personal health circumstances. It also
contributes your information to aggregated medicines-based data that is used to inform our health policies,
practices and research about medicine prescribing and use in the Australian veteran population to ensure that
veterans are accessing and receiving the very best care.
Since its inception, MATES has reached more than 300,000 veterans, helped more than 67,500 veterans access
necessary care and prevented over 1400 hospitalisations.
Veterans can choose to opt out and not participate in the program. Recently, DVA has taken steps to ensure
that this is clearer. For veterans who choose to opt out of participating in the program, procedures are in place
to ensure the veteran’s personal information is no longer included and is completely removed from the MATES
program.
Noting your preference to withdraw your participation from the program, this has been actioned and your
personal information will no longer be shared or used in the program (or for any other research and public
health purposes) and all data already held in the program will be destroyed, including historical data. Should
you have any further queries in relation to your opt out of the program, please email xxxxxxxx@xxx.xxx.xx
3
Defence FOI 626/23/24
Document 4
From:
s47E(d)
on behalf of ddvahrec
To:
s47F
; xxxxxxxx@xxx.xxx.xx
Cc:
ddvahrec
Subject:
20231023 (0918h) - ADRE - s47F
- Request for further information - E016/007 Veterans" MATES
Program
Date:
Monday, 23 October 2023 9:18:20 AM
Attachments:
20231023 Request for further information E016 007 alias.pdf
OFFICIAL
Dear s47F
and DVA
Thank you for submitting a response to the request for further information from the DDVA
HREC. Please find attached a letter summarising the outcome of the review of the response.
Kind regards
s47E(d)
Assistant Director Research Ethics
Joint Health Command/OCJHLTH/Strategic Clinical Assurance & Ethics
Ph s47E(d)
| s47E(d) | Campbell Park Offices | Canberra BC ACT 2610
Note: The 2023 ‘National Statement on Ethical Conduct in Human Research’ is to be implemented as of 1 January 2024.
The DDVA HREC are in the process of reviewing their documentation to ensure compliance with the updated guideline.
Please ensure that you check our website for further updates.
IMPORTANT: This email remains the property of the Department of Defence. Unauthorised
communication and dealing with the information in the email may be a serious criminal offence.
If you have received this email in error, you are requested to contact the sender and delete the
email immediately.
Defence FOI 626/23/24
Document 4
s22
s47G
Clinical and Health Services
University of South Australia
Veterans’ MATES Program
Department of Veterans’ Affairs (DVA)
s47G
and Veterans’ MATES Program
E016/007 Veterans’ Medicines Advice and Therapeutics Education Services
Thank you for your response to the request for further information regarding what
DVA administrative claims data is being provided to the University of South
Australia for this project. The response was considered by the Departments of
Defence and Veterans’ Affairs Human Research Ethics Committee (DDVA HREC) at
its meeting on 16 October 2023.
The Committee noted that the responses from the respective organisations provide
s47E
In relation to the DVA response, s47E
s47E
the DDVA HREC require a data management plan
s47E
It should clearly
outline what data is being provided, the form in which it will be stored, the purposes
for which the data is to be provided and stored, and the purposes for which the data
will be used and disclosed. Further information is also required on the parameters of
consent for the use of the data for research purposes.
Defence FOI 626/23/24
Document 5
From:
s47E
To:
ddvahrec
Cc:
s47E
ETHICS.POC
Subject:
20231101 (1011h) s47E
MATES Program Ethics Approvals
Date:
Wednesday, 1 November 2023 10:11:41 AM
Attachments:
image003.png
image004.jpg
image005.png
image006.png
Good morning s47E
Thank you for forwarding this correspondence for our information. s47E
DVA has provided
information to each applicant on how the program operates and what consent is in place, as
explained in the program Information Sheet and DVA website statement.
Kind regards
s47E
| Director – Research Services
Community Policy and Research Branch | Policy and Research Division
Department of Veterans’ Affairs
P: s47E
| M: s22
| E: s47E
@dva.gov.au
W: www.dva.gov.au
cid:image001.png@01D8BB81.7C0ECE30
cid:image002.jpg@01D5F3DF.CFFB30E0
The Department of Veterans’ Affairs acknowledges the Traditional Owners of the lands throughout Australia
and their continuing connection to country, sea and community. We pay our respect to all Aboriginal and Torres
Strait Islander peoples, their cultures and to their Elders, past, present and emerging. With every step we take,
we are walking on Aboriginal and Torres Strait Islander Land.
s47E
From: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>
Sent: Wednesday, 25 October 2023 4:14 PM
To: s47E
@defence.gov.au>; s47E
s47E
@dva.gov.au>
Defence FOI 626/23/24
Document 5
Cc: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>
Subject: RE: 20231024 (1527h) - MATES Program Ethics Approvals [SEC=OFFICIAL]
OFFICIAL
Good afternoon s47E
FYA the DDVA HREC have been contacted s47G
regarding the MATES
program. Please see below for email exchange, noting all correspondence has been cleared by
the Chair.
Kind regards
s47E
Assistant Director Research Ethics
Joint Health Command/OCJHLTH/Strategic Clinical Assurance & Ethics
Ph: s47E
Canberra BC ACT 2610
IMPORTANT: This email remains the property of the Department of Defence. Unauthorised
communication and dealing with the information in the email may be a serious criminal offence.
If you have received this email in error, you are requested to contact the sender and delete the
email immediately.
From: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>
Sent: Wednesday, 25 October 2023 4:10 PM
To: s47G
ddvahrec
<xxxx.xxxx@xxxxxxx.xxx.xx>
Subject: RE: 20231024 (1527h) - MATES Program Ethics Approvals [SEC=OFFICIAL]
OFFICIAL
Good afternoon
Thank you for the email below. I have noted the advice provided s47E & s47G
Kind regards
s47E
Assistant Director Research Ethics
IMPORTANT: This email remains the property of the Department of Defence. Unauthorised
communication and dealing with the information in the email may be a serious criminal offence.
If you have received this email in error, you are requested to contact the sender and delete the
email immediately.
Defence FOI 626/23/24
Document 5
s47G
From: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>
Sent: Monday, October 23, 2023 2:42 PM
To: s47G
ddvahrec
<xxxx.xxxx@xxxxxxx.xxx.xx>
Subject: MATES Program Ethics Approvals [SEC=OFFICIAL]
Defence FOI 626/23/24
Document 5
OFFICIAL
Dear s47G
Thank you for your email regarding the Veterans’ MATES Program.
The Department of Veterans’ Affairs Human Research Ethics Committee (DVA HREC) granted
ethics approval for the research project in 2016. s47E & s47G
Kind regards
s47E
Assistant Director Research Ethics
On behalf of
Dr Tony Cotton, AM
Chair, Departments of Defence and Veterans’ Affairs Human Research Ethics Committee
IMPORTANT: This email remains the property of the Department of Defence. Unauthorised
communication and dealing with the information in the email may be a serious criminal offence.
If you have received this email in error, you are requested to contact the sender and delete the
email immediately.
From: s47G
Sent: Monday, 23 October 2023 9:07 AM
To: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>
Subject: 20231023 (0909h) - MATES Program Ethics Approvals
Importance: High
EXTERNAL EMAIL: Do not click any links or open any attachments
unless you trust the sender and know the content is safe.
.
To Whom it May Concern,
We are writing to you regarding HREC Approval for the “MATES Program” conducted by
University of South Australia as a third party to the Australian Government Department of
Veterans’ Affairs.
s47G
Defence FOI 626/23/24
Document 6
From:
ddvahrec
To:
s47G
ddvahrec; xxxxxxxx@xxx.xxx.xx
Cc:
s47G
Subject:
20231110 (0727h) - ADRE - s47G
E016/007 Veterans" MATES Program
Date:
Friday, 10 November 2023 7:27:50 AM
OFFICIAL
Good mornings47G
Thank you for sending this through. I am acknowledging receipt.
I have included the amendment and the progress report on the agenda so that the committee
have the complete package. We will aim to have the outcomes of the review of the response,
review of amendment and progress report to you within five business days of the meeting.
Kind regards
s47E
Assistant Director Research Ethics
Joint Health Command/OCJHLTH/Strategic Clinical Assurance & Ethics
s47E
Canberra BC ACT 2610
Note: The 2023 ‘National Statement on Ethical Conduct in Human Research’ is to be implemented as of 1 January 2024.
The DDVA HREC are in the process of reviewing their documentation to ensure compliance with the updated guideline.
Please ensure that you check our website for further updates.
IMPORTANT: This email remains the property of the Department of Defence. Unauthorised
communication and dealing with the information in the email may be a serious criminal offence.
If you have received this email in error, you are requested to contact the sender and delete the
email immediately.
From: s47G
@unisa.edu.au>
Sent: Thursday, 9 November 2023 6:18 PM
To: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>; xxxxxxxx@xxx.xxx.xx
Cc: s47G
@unisa.edu.au>
Subject: RE: Request for further information - E016/007 Veterans' MATES Program
[SEC=OFFICIAL]
⚠
EXTERNAL EMAIL: Do not click any links or open any attachments
unless you trust the sender and know the content is safe. ⚠
Dea s47E
Please find attached a cover letter (DDVA Veterans’ MATES ethics response Nov 6th) and the
Veterans’ MATES data management plan in response to DDVA correspondence of October 23rd.
Also attached is the current program progress report (due next week), and a project amendment
form to include two new staff members on the project s47G
With best wishes
Defence FOI 626/23/24
Document 6
s47G
From: s47E
@defence.gov.au>
On Behalf Of ddvahrec
Sent: Monday, 23 October 2023 8:48 AM
To: s47G
@unisa.edu.au>; xxxxxxxx@xxx.xxx.xx
Cc: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>
Subject: Request for further information - E016/007 Veterans' MATES Program [SEC=OFFICIAL]
OFFICIAL
Dear s47G
and DVA
Thank you for submitting a response to the request for further information from the DDVA
HREC. Please find attached a letter summarising the outcome of the review of the response.
Kind regards
s47E
Assistant Director Research Ethics
Joint Health Command/OCJHLTH/Strategic Clinical Assurance & Ethics
s47E
Canberra BC ACT 2610
Note: The 2023 ‘National Statement on Ethical Conduct in Human Research’ is to be implemented as of 1 January 2024.
The DDVA HREC are in the process of reviewing their documentation to ensure compliance with the updated guideline.
Please ensure that you check our website for further updates.
IMPORTANT: This email remains the property of the Department of Defence. Unauthorised
communication and dealing with the information in the email may be a serious criminal offence.
If you have received this email in error, you are requested to contact the sender and delete the
email immediately.
Defence FOI 626/23/24
Document 6
Commonwealth Privacy Commission” “
The doctors involved are contacted by letter and provided
with prescribing feedback about individual patients1
The purposes for which the data will be used and disclosed
The University of South Australia is contracted to deliver services as part of the Veterans’ MATES
Program as follows:
•
Inform DVA of health issues, medication related problems and emerging health trends through
analysis of DVA data sets including Pharmaceutical Benefits Schemes claims, Medicare Benefits
Scheme claims, hospital claims and any other data set agreed by DVA for identification and
analysis;
•
Proactive provision of reports related to health information to support DVA’s occasional
requirements;
•
Preparation and delivery of at least four targeted patient specific health education information
materials per annum to the veteran, the veteran’s primary prescriber and other targeted health
professionals;
•
Dissemination of health education information. Information may be disclosed to the veteran’s
primary prescriber to enable provision of the targeted prescriber feedback. (An example of the
patient specific material is provided in appendix A). Information may not disclosed to any other
health professional.
•
Evaluating health education including measurement of short and long term impacts on the
targeted groups including utilisation of medicines and health services and participant
satisfaction;
•
Governance and management of all activities associated with the delivery of the program
including all reports;
•
Supporting and maintaining the Veterans’ MATES online presence (the Veterans’ MATES website at
www.veteransmates.net.au) in accordance with all relevant Australian Government requirements.
Security & Privacy
Data ownership
The University of South Australia will ensure that DVA retains ownership of the data. The data will be
returned to DVA or destroyed upon the;
•
expiration or termination of this agreement, or
•
completion of the Veterans’ MATES program
Access to the data by the personnel of the University of South Australia will be on a need to know
basis and with appropriate authorisation and controls.
DVA retains the right to review any publication or analytical research that is based on the data
provided before it is released.
1 Department of Veterans’ Affairs. Veterans’ Affairs Quality Use of Medicines Program, 1996 Commonwealth
of Australia, Canberra.
Commercial In Confidence
Program Management Plan
Page 7
Defence FOI 626/23/24
Document 6
Data provided
DVA supplies the University of South Australia with administrative claims data ( “DVA Data”)
s47E & s47G
C
Program Management Plan
Page 8
Defence FOI 626/23/24
Document 6
s47E & s47G
Data collected
Data collected by the Veterans’ MATES team are limited to opt-in, stakeholder completed, one-page
response forms. Questions on the response forms are closed question responses, with no more than
ten questions. Data collected by the response from includes a patient or GP provider identifier.
Data classification
Data containing personal information
Data containing personal information will be securely handled in accordance with the provisions and
Schedules of the Privacy Act.
s47E & s47G
Program Management Plan
Page 9
Defence FOI 626/23/24
Document 6
All data transfers will exclude DVA clients who have opted out of the program. DVA is responsible
for ensuring DVA clients who have opted out of data provision are excluded prior to data
transmission.
s47E & s47G
Program Management Plan
Page 10
Defence FOI 626/23/24
Document 6
s47E & s47G
Privacy Policy
Information from the data management plan communicated to potential
participants
Relevant information from the data management plan about data held, data use and data storage is
communicated to potential participants through multiple mechanisms including:
-
The DVA privacy policy, hosted on the DVA website DVA Privacy Policy | Department of
Veterans' Affairs
-
The DVA Veterans’ MATES Privacy Collection Notice on the DVA website at Veterans' MATES
| Department of Veterans' Affairs (dva.gov.au)
-
The Veterans’ MATES privacy policy and program Privacy Collection Notice at
https://www.veteransmates.net.au/about/privacy/
A dedicated Veterans’ MATES help telephone line (1800 VETERAN (1800 838 372) (When prompted
say “Veterans’ MATES”) as well as a dedicated email address <xxxxx.xxxxxxxx@xxxxx.xxx.xx>
operate to support questions about the program.
Consent
Permission from a review body to waive the requirement for consent.
The program is run on an “opt-out” model of consent.
When participants are issued with a Veteran (Gold, White or Orange) Card, they receive information
about the handling of their personal information in relation to the use of the card.
Program letters to DVA clients state “Participation is voluntary, and you are free to withdraw at any time.
You can help us improve our services to you by completing and returning the enclosed response form.
This letter and enclosed response form will not in any way affect your entitlements from DVA.”
s47E & s47G
Commercial-In-Confidence
Program Management Plan
Page 26
Defence FOI 626/23/24
Document 7
s22
From: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>
Sent: Monday, 27 November 2023 1:45 PM
To:
@unisa.edu.au
s47G
>
Cc: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>; xxxxxxxx@xxx.xxx.xx
Subject: Request for further information - E016/007 Veterans' MATES Program [SEC=OFFICIAL]
OFFICIAL
Dear s47G
Please find attached the letter advising of the outcome of the ethics review for this project. The Chair has requested a teleconference to discuss
some of the key points raised in the review of the previous response. It is anticipated that this should take no more than 30 minutes.
Can you please advise of your availability for a teleconference the week commencing 4 December 2023.
Kind regards
s47E
Assistant Director Research Ethics
Joint Health Command/OCJHLTH/Strategic Clinical Assurance & Ethics
Canberra BC ACT 2610
s47E
Note: The 2023 ‘National Statement on Ethical Conduct in Human Research’ is to be implemented as of 1 January 2024. The DDVA HREC are in the process of reviewing their
documentation to ensure compliance with the updated guideline. Please ensure that you check our website for further updates.
IMPORTANT: This email remains the property of the Department of Defence. Unauthorised communication and dealing with the information in the
email may be a serious criminal offence. If you have received this email in error, you are requested to contact the sender and delete the email
immediately.
Defence FOI 626/23/24
Document 7
s22
s47G
Clinical and Health Services
University of South Australia
Copy: Veterans’ MATES program, Department of Veterans’ Affairs
Dear s47G
E016/007 Veterans’ Medicines Advice and Therapeutics Education Services
Thank you for your response to our request for further information. The Departments
of Defence and Veterans’ Affairs Human Research Ethics Committee (DDVA HREC)
considered the response at its meeting on 20 November 2023.
s47E
The Data Management Plan is to be reviewed accordingly and provided to the DDVA
HREC for further consideration.
The Committee noted that the data transfer and mailings to health providers and
veterans have ceased and that DVA are consulting with the Office of the Australian
Information Commissioner (OAIC) regarding the program. No further data transfer or
analysis is to occur until the OAIC has provide guidance to DVA on the program
moving forward. The outcome of that advice is to be provided to the DDVA HREC to
inform them about the ongoing ethicality of the research.
Defence FOI 626/23/24
Document 8
From:
@unisa.edu.au>
s47G
Sent: Tuesday, 12 December 2023 5:21 PM
To: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>
Cc: xxxxxxxx@xxx.xxx.xx;
@unisa.edu.au>
s47G
Subject: RE: Request for further information - E016/007 Veterans' MATES Program [SEC=OFFICIAL]
EXTERNAL EMAIL: Do not click any links or open any attachments unless you trust the sender and know the
content is safe.
.
Dear s47E
Please find attached our response to the DDVA HREC regarding the outstanding issues of concern for the committee with Dr Cotton. Please reach
out if there are any other outstanding issues for us to address
With thanks and best wishes
s47G
s22
Defence FOI 626/23/24
Document 9
From:
ddvahrec
To:
Tony Cotton ; Cotton, Tony MR 2
Cc:
ddvahrec
Subject:
20240123 (0703h) - 1548h) - consideration of response to request for further information - E016/007
Veterans" MATES Program
Date:
Tuesday, 23 January 2024 7:03:30 AM
Attachments:
Veterans" MATES data management flow updated.docx
OFFICIAL
Hi Tony
Please see the attached response. s47E &47G
.
Kind regards
s47E(c)
IMPORTANT: This email remains the property of the Department of Defence. Unauthorised
communication and dealing with the information in the email may be a serious criminal offence.
If you have received this email in error, you are requested to contact the sender and delete the
email immediately.
From: s47G
@unisa.edu.au>
Sent: Monday, 22 January 2024 3:45 PM
To: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>
Cc: xxxxxxxx@xxx.xxx.xx; s47G
@unisa.edu.au>
Subject: 20240122 (1548h) - consideration of response to request for further information -
E016/007 Veterans' MATES Program
⚠
EXTERNAL EMAIL: Do not click any links or open any attachments
unless you trust the sender and know the content is safe. ⚠
s47E
Dear
Thank you for your email. I have amended our response s47E & 47G
s47E & 47G
Please let me know if it requires further updates. We note that the
Veteran’s MATES program has been paused, as has provision of data and that we will not seek
amendments until a new program model is developed
With best wishes
s47G
From: ddvahrec <xxxx.xxxx@xxxxxxx.xxx.xx>
Sent: Monday, 15 January 2024 8:32 AM
To: s47G
@unisa.edu.au>
Cc: xxxxxxxx@xxx.xxx.xx; s47G
@unisa.edu.au>; ddvahrec
Defence FOI 626/23/24
Document 9
<xxxx.xxxx@xxxxxxx.xxx.xx>
Subject: consideration of response to request for further information - E016/007 Veterans'
MATES Program [SEC=OFFICIAL]
OFFICIAL
Dear s47G
Thank you for the response to the request for further information for this project. The response
was provided to the Chair for initial consideration and they have requested that the response be
amended s47E & s47G
The Chair has also noted that DVA is engaging with the OAIC regarding this project to determine
a way forward. Until this matter is resolved, the DDVA HREC are not in a position to approve any
further amendments.
Kind regards
s47E
Assistant Director Research Ethics
Joint Health Command/OCJHLTH/Strategic Clinical Assurance & Ethics
s47E
Canberra BC ACT 2610
s22
