A‐G Administrators has been and continues to be subject to federal and state privacy laws regarding the collection and exchange of your information. A‐G Administrators has adopted a policy that protects the privacy and confidentiality of protected health information (PHI) whenever it is used by company representatives. The private and confidential use of such information will be the responsibility of all individuals with job duties requiring access to PHI in the course of their jobs.
Information we collect and the means used to collect it:
A‐G Administrators collects usual and customary information about our customers that is necessary to the services being provided to the customer. A‐G Administrators collects this necessary information from the following sources:
- Information we receive from you on applications, claims, or other forms, this information may include, but is not limited to: name, address, date of birth and PHI associated with medical claims. PHI refers to individually identifiable health information received by the company’s group insurance plans or received by a health care provider, health plan or health care clearinghouse that relates to the past or present health of an individual or to payment of health care claims. PHI information includes medical conditions, health status, claims experience, medical histories, physical examinations, genetic information and evidence of disability.
- Information about our clients’ transactions with us; this information may include, but is not limited to, claims and payment history.
To collect customer information from the above‐stated sources, A‐G Administrators may use the following means of communication to gather information: written, in‐person, telephone, facsimile, electronically, and online.
How we use your information:
We do not share information about our customers or former customers with non‐affiliated third parties other than as permitted or required by law. For example, A‐G Administrators may share all of the
information listed above with non‐affiliated third parties for, including but not limited to, the following reasons:
- Information that is necessary to service or process payment of medical claims, in a manner that is consistent with the usual and customary services provided, which may require communication between A‐G Administrators and health care providers, medical product or service providers, pharmacies, insurance companies, and other providers necessary to verify your medical information is accurate and determine the type of medical supplies or health care services received.
- Information that is necessary to service or process the insurance needs of our clients, in a manner that is consistent with the usual and customary services provided. Such usual and customary insurance services or processes provided by A‐G Administrators to its customers include but are not limited to underwriting, shopping the renewal, rating, placement, and providing quotes for insurance that is germane to the services the customer places with our agency.
- Information that is necessary to protect the confidentiality or security of our client’s records • Information that is necessary to resolve client disputes or inquiries
- Information that is required by individuals or entities who are assessing our legal compliance. • Information that is required for A‐G Administrators to comply with the law.
- To an actuarial or research organization for the purpose of conducting actuarial or research studies.
- Information that is necessary to protect against or prevent fraud, unauthorized transactions, claims, or other liability
How we do not use your information:
Information about your medical conditions and care, including PHI, that you provide to us in writing, electronically, via email, on the phone (including information left on voicemails), contained in or attached to claims, or directly or indirectly given to us, is held in strictest confidence.
We do not give out, exchange, barter, rent, sell, lend, or disseminate any information about applicants or clients who apply for or actually receive our services that are considered patient confidential, restricted by law, or specifically restricted by HIPAA guidelines.
Our practices regarding information confidentiality and security:
We maintain physical, electronic, and procedural safeguards to guard your information. These safeguards include but are not limited to the following:
- We restrict access to nonpublic personal information about our clients and former clients to those employees who need to know that information in order to assist in providing services or products to the customer.
- We use secure Internet and e‐mail protocols to protect the confidentiality of electronic communications.
- Personnel records and disclosures of PHI will be maintained for a period of seven years as required by federal law, unless a state law requires a longer retention period. Records that have been maintained for the maximum interval will be destroyed in a manner to ensure that such data are not compromised in the future in accordance with the company record destruction policy.
A‐G Administrators appreciates your business and in order to continue building upon that relationship we believe it is necessary, not only from a legal standpoint, but also as a sound business practice that our customers and partners understand the care we use in handling your information.