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ClaimSearch® User Compliance Dos and Don’ts

ClaimSearch® is dedicated to adhering to confidentiality standards to ensure data is secure. We take extensive measures to protect data entrusted to us and relies on ClaimSearch users to do the same for data we entrust to them.

We require all ClaimSearch participating organizations ensure that their users properly use the system. To safeguard and ensure the confidentiality of the information that users retrieve from ClaimSearch, we put together some handy tips for data security.

Here is a list of things to do:

  1. Use Claims Inquiry to investigate and adjust a claim reported to ClaimSearch.
  2. Enter the actual claim number in the Investigations Query (IQ) tool for the reference claim number.
  3. Refer claimants or insureds to us for a redacted copy of their personal ClaimSearch match report.
  4. Inform us to deactivate ClaimSearch access when an employee leaves employment with your company or transfers to another job function.
  5. Encrypt laptops and lock screens when PCs are unattended.
  6. Provide ClaimSearch information to law enforcement if they’re involved in the investigation or adjustment of your claim.
  7. Contact us if you need users to access ClaimSearch through your company’s network and institute IP blocking as an added safety control.
  8. Remember to shred any ClaimSearch match report you may print pursuant to your company’s document retention and PII/PHI policies.
  9. Review and familiarize yourself with the complete ClaimSearch Privacy and Security Policies.

Here is a list of things not to do:

  1. Don’t perform IQ searches on yourself, friends, family, coworkers, neighbors, or celebrities.
  2. Don’t send default values in required fields to bypass system edits (for example, SSN 111111111 or ZIP code 99999).
  3. Don’t provide a copy of any ClaimSearch report to your insured, claimant, or third-party representative.
  4. Don’t share ClaimSearch user IDs or passwords.
  5. Don’t send copies of ClaimSearch reports via unencrypted e-mail.
  6. Don’t save match reports, management reports, or IQ download extracts to your local drive or a USB flash drive.
  7. Don’t submit health claims under a property/casualty membership (separate membership agreements are required for PHI data).
  8. Don’t use ClaimSearch for any type of pre- or postemployment screening, underwriting, or any use covered by the Fair Credit Reporting Act.
  9. Don’t use ClaimSearch for any purpose other than investigating and adjusting a claim.

Kate O'Kelly

Katherine O’Kelly is the ClaimSearch compliance manager. She is responsible for compliance and state regulatory matters involving ClaimSearch, the property/casualty insurance industry’s “all claims” database. Katherine has five years of claims experience in the property/casualty industry, with a specialization in workers' compensation.

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