Health Insurance Portability and Accountability Act (HIPAA)

The Health Insurance Portability and Accountability Act (HIPAA) of 1996 requires health care organizations to protect the privacy of each member’s individually identifiable health care information.

Care Choices has involved all employees in ongoing HIPAA training sessions to ensure that all of our staff members are well educated about HIPAA and to ensure that HIPAA Privacy Standards are maintained at all times.

Q. What is considered protected health information (PHI) under HIPAA?
A. PHI includes such information as a member's name, address, phone number, Social Security number, other demographic information, and any information related to their health condition or diagnosis.

Q. How does Care Choices safeguard the privacy of your protected health information?
A. Care Choices has the following safeguards in place within the organization to internally protect members' personal health information that is provided to us orally, in writing and electronically:

• After five minutes of inactivity, computers automatically time out. A screensaver appears and a password is required to unlock the screensaver. Each user has his or her own password that expires every 90 days. Sharing of passwords is strictly prohibited.
• Shredding bins are located throughout the company to hold confidential documents that need to be destroyed. Bins are picked up weekly for disposal.
• All employees are required to sign a confidentiality agreement annually, acknowledging they understand and will follow all company security policies.
• Antivirus protection software is installed on all computer systems, networks, and firewalls. All information is backed-up daily and securely maintained, therefore information can be restored with minimum loss.
• Unique user identifiers and passwords are required for email and voicemail messages.
• Employees must wear a photo ID key card, ensuring that only employees have access to the 24-hour locked offices.

Q. How does Care Choices handle inquiries that include protected health information?
A. To help ensure compliance with HIPAA Privacy Standards, Care Choices requires that all member issues are coordinated exclusively through our Customer Service department. In most situations, Care Choices' employees, other than those in our Customer Service department, are not able to discuss member issues that involve PHI including claim issues, eligibility issues, benefit issues, etc.

Q. When will a Care Choices Authorization Form be required?
A. An authorization will usually be required if the member wishes to authorize another party (such as a spouse, other relative, etc.) to discuss an issue involving their PHI.

Q. How can you obtain a copy of the Care Choices Authorization Form?
A. Download the Care Choices Authorization Form which you can print, complete and mail or fax to Care Choices. You may also request a copy from our Customer Service department by calling (800) 307-9226.

Q. How can you obtain a copy of the "Notice of Privacy Practices"?
A. A copy of this information is included in your Summary Plan Description booklet available through your employer.