A change of coverage period lasting not more than three weeks will be held at the start of the school year, the dates of which will be set annually by studentcare.net/works and the FEDS. Students will be able opt-out or enroll dependents only during this period.
In order to be valid, an opt-out transaction must be completed following the prescribed process and timeframe jointly established by studentcare.net/works and the FEDS.
Only students with extenuating circumstances will be able to decline coverage after the conclusion of the prescribed opt-out period. Late opt-outs will only be granted with valid reason and in no case after the end of the policy year. Under no circumstances can opt-outs be granted to students who have submitted claims during the applicable policy year.
(This is to be confirmed with the University administration and will be based on final fee assessment details.)
APPENDIX C:
STUDENTCARE.NET/WORKS’ PRIVACY POLICY
studentcare.net/works administers the student health plan on behalf of student associations, in order to ensure that students receive the best service possible.
In our capacity as administrators, studentcare.net/works receives certain student information from various sources. This information is used exclusively for purposes related to the effective and efficient operation of the student health plan. The information is not used by studetncare.net/works or released to third parties for marketing or other commercial purposes.
This document outlines our commitment to keeping information private and confidential.
INFORMATION COLLECTED FROM THE STUDENT ASSOCIATION
Certain information is obtained by studentcare.net/works from the student association. This is limited to the information necessary to communicate and administer the details of the student health plan. This information is used for the following purposes:
Communication
The name, address and student identification number of every eligible registered student is obtained through the student association for the purpose of communicating important information about the student health plan. This is done in order to enable students to make informed choices, including how to use benefits and how to withdraw from the plan.
Claims processing
Certain information about students who remain covered under the group health plan is provided by studentcare.net/works to the insurance carrier to ensure effective benefit claims administration, including:
- Name
- Student ID number
- Day and/or month and year of birth
- Gender
In the course of submitting claims, students may be requested by the insurance carrier to provide certain additional information in order to verify the eligibility of a claim for health or dental care costs.
Confirmation of coverage to health care providers
In certain cases and at the student or dependent’s request, health care providers may accept having an eligible claim assigned directly to the provider. In such cases, the provider may request studentcare.net/works to confirm that the student is actually covered. Studentcare.net/works will confirm coverage to a health professional if the student authorizes the health professional to request such confirmation by providing his or her name and student number.
STUDENTCARE.NET/WORKS HANDLING OF INFORMATION
Storage of Information
Students’ physical records are stored at our office in Montreal, Quebec. Electronic records are also stored on servers and/or electronic storage devices located at this location.
We ensure the physical, organizational and electronic security of personal information through the use of secure locks on filing cabinets and doors, restricted access to our information processing and storage areas, limited access to relevant information by authorized employees only, and through the use of passwords, personal identification numbers (PIN) and pass keys and the encryption (i.e. scrambling) or electronically transmitted information.
We have strict procedures in place when destroying, deleting or disposing of personal information when it is no longer required to prevent unauthorized access to such personal information.
Another of our security features is the installation of a product known as an Internet firewall. It is designed to prevent unauthorized access to our computer systems from external sources. As its name suggests, the firewall is an industrial-strength combination of hardware and software designed to securely separate the Internet from our internal computer systems and databases.
Even with the online opt-out system, only the dta required to perform the transaction is available on our web. No unnecessary data located outside our firewall.
Our Employees Responsibilities
The following typos of employees may have access to students’’ files in the course of their ordinary duties:
- Administrative personnel
- Member Services Representatives
Our employees are responsible for maintaining the confidentiality of all personal information to which they have access. As a condition of employment, all employees are required to sign a confidentiality agreement binding them to this responsibility, which remains with them even if they leave our company.
We keep our employees informed about our policies and procedures for protecting personal information and reinforce the importance of complying with them. All employees are also required, as a condition of employment, to confirm to these policies and procedures.
Students’ Access to Information
Students can access information relating to them contained in our files, including the existence of the file, by submitting a written and signed request, accompanied by a photocopy of their student I.D. and stamped, self addressed envelope to:
Attention: Information Request
studentcare.net/works
1134 Ste-Catherine Street West, Suite 700
Montréal (Quebec) H3B 1H4
studentcare.net/works will return one transcript of the information contained in our files. studentcare.net/works may charge a reasonable fee if further copies are requested.
If, after reviewing the transcript of his or her file, a student whishes to rectify any errors in the file, he or she many mail this request, detailing the identified errors to:
Attention: Information Correction
studentcare.net/works
1134 Ste-Catherine Street West, Suite 700
Montréal (Quebec) H3B 1H4
STUDENTCARE.NET/WORKS INTERNET POLICY
This statement outlines the privacy practices which apply to users of the stdentcare.net/works’ website.
Information that studentcare.net/works collects and tracks
studentcare.net/works collects two types of information about users of this site: data that users provide through optional, voluntary participation; and data studentcare.net/works collects through aggregated tracking information derived mainly by tallying page views throughout tour site. Such information may be used in the future to help us better understand the use of our site. studentcare.net/works will never divulge information about an individual user to a third party (except to comply with any applicable laws).
Healthplan.online
The use of healthplan.online, our web-based health plan administration system, requires users accept the following terms of use due to the sensitive nature of the information on that system:
- “We take great care to ensure that the use of this web site and the services available through the web site are safe and secure.
- I authorize studentcare.net/works to accept my personal identification number (PIN) and student number as equivalent to my signature to access the healthplan.online system and any subsequent requests (i.e. clicking the “submit request” button).
- I recognize that studentcare.net/works, in order to protect the confidential nature of my information contained on this system, will monitor and record all transactions which occur on this system, including but not limited to information from the originating computer.
- Studentcare.net/works has implemented sophisticated security features on this web site which include both a hardware and software component. I agree to access the system using a web browser with supports, at a minimum of 40-bit encryption key. In addition, the security feature of this site require the use of cookies.
- I recognize the confidential nature of my PIN number and agree to not disclose it to anyone else. In addition, after completing a transaction, I agree to clear my cache, or turn off and re-start my browser. Should I undertake any transaction at the office of studentcare.net/works, those transactions will supersede any I undertake on this system.
- I acknowledge that at no time will I be asked for my personal identification number (PIN) via email from anyone from studentcare.net/works.
- I agree to not send messages to studentcare.net/works by e-mail which contain any personal information as they are outside areas of the Web site using encryption.
- I agree to supply studentcare.net/works with a valid email address, at which they are authorized to contact me regarding my health plan status and any other important reminders.
- If I do not, I will be held responsible for any information that I neglect to respond to or take action from. This may include communication about incomplete or ineligible transactions and/or important deadlines.
- Use of healthplan.online is on a voluntary basis.
- If studentcare.net/works decides to change its privacy policy, we will post those changes on this page so you are always aware of what information we collect, how we use it, and under what circumstances we disclose it.
- Please forward any comments about this policy to webmaster@studentcare.net”