Access Request
How Your Information is Used
HCAI is an electronic system that allows your Health Care Provider and your Insurer to safely and quickly exchange your claim information. HCAI employs security measures to keep your information secure while it is in the system. Your health care provider will let you know when they are submitting a form for you and, at times, may require it to be signed by you. Feel free to ask your insurer about the submission of your claim—it is your right to do so.
Accessing your Personal Information
You can request to see what personal information has been submitted to HCAI. If there is a reason for making this request, please first approach your Insurer. In most circumstances, there will be no need to make the request directly to HCAI. However, should you decide to contact us anyway, please use the following instructions.
Important: the return address cannot be a Postal or Parcel Box as the responsive records will be sent via courier.
Instruction to a claimant
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Complete this form
| Note that all sections are mandatory with the exception of the section 2 that must only be filled in if the requester is not the claimant. |
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To ensure we disclose information to you only, you must provide two (2) documents (one of which must be a copy of government issued ID) that verifies your legal name, address, and date of birth (see Service Ontario for more information about acceptable government-issued documents). Note that at least one document must show your address. To protect your privacy, we recommend that you redact any information not required to verify your name, address, and date of birth (e.g. height on a driver’s license).
The accepted documents are
- If the claimant is younger than 16:
- Birth certificate with parental information; or
- A legal document demonstrating that the requester has sole custody or guardianship for the claimant.
- If the claimant is 16 or older:
- A consent form signed by the claimant; or
- A power of attorney document.
Do not provide the originals, just a copy.
Submit the Request
You can submit your request via
- Mail
HCAI Processing
C/O Privacy Office
2235 Sheppard Avenue East
Atria II, Suite 600
Toronto, ON M2J 5B5
- Fax
416-644-3121
- Email
privacyofficer@hcaiprocessing.ca
Please note that emails sent over the internet are not secure and may be lost, intercepted, misused or altered. HCAIP is not liable for the loss, interception, misuse or alteration of any confidential information sent by email.
Instruction to a law firm
Provide us with a direction letter. This letter must include the following:
- The first and last name of your client as they appears on the claim;
- The claim number;
- The date of accident;
- Your file number (if any); and
- The lawyer to whom the information must be sent to.
In addition, you will also have to attach a consent form signed by your client authorizing us to disclose the request information to you.
Submit the Request
You can submit your request via
- Mail
HCAI Processing
C/O Privacy Office
2235 Sheppard Avenue East
Atria II, Suite 600
Toronto, ON M2J 5B5
- Fax
416-644-3121
- Email
privacyofficer@hcaiprocessing.ca
Please note that emails sent over the internet are not secure and may be lost, intercepted, misused or altered. HCAIP is not liable for the loss, interception, misuse or alteration of any confidential information sent by email.
Privacy Notice
Our Privacy Commitment
Health Claims for Auto Insurance Processing (HCAIP) is responsible for the operation of the electronic processing system (HCAI) for automobile insurance claims for rehabilitation post-accident. This system allows health care facilities and insurers to communicate with each other by facilitating the transmission of Ontario claim forms (OCFs). The aim is to facilitate the claims adjudication process. In order to fulfill our mandate, the HCAI system contains sensitive personal health information. Protecting this information is the job of HCAIP, healthcare providers, insurers and the claimants.
Your Personal Information
We only collect your information for the purpose of proving individuals identity when they submit an access request.
The information collected is solely for our own purpose. At not point it is disclosed to a 3rd party except if you have directed us to do so or if we are legally required to do so.
Note that we do not collect or use your information for the purpose of managing insurance policies, claims or OCFs as we take no part in determining what is submitted, or how it is adjudicated. Information on submitted forms cannot be changed in any way.
Email Security
Emails sent over the internet are not secure and may be lost, intercepted, misused or altered. HCAIP is not liable for the loss, interception, misuse or alteration of any confidential information sent by email.
Any person wishing to send or receive information of a private or confidential nature and not feeling comfortable with these risks should do so by other means.
Security of your Personal Information
HCAIP maintains industry accepted security safeguards when handling, storing or destroying your personal information in order to prevent unauthorized access, collection, use, disclosure, copying, modification, disposal, or similar risks. We regularly review, test, and enhance our systems to ensure they meet accepted industry standards. We also limit the number of employees who may access your personal information on a need-to-know basis. We conduct due diligence on, and impose appropriate security standards for our employees who are permitted to access your information.
Contact
For more information about our privacy practices, or to raise a concern, you may have about these practices, please contact:
HCAI Processing
Privacy Office
2235 Sheppard Avenue East
Atria II, Suite 600
Toronto, Ontario M2J 5B5
privacyofficer@haciprocessing.ca
Disclaimer: Please note that, to protect your privacy, the best practice is not to include any personal information in your emails.
You may also make a complaint to the Office of the Privacy Commissioner of Canada if you believe we have violated your privacy rights. The Commissioner can be reached at:
Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Québec K1A 1H3
Tel: 819-994-5444 / 1-800-282-1376
priv.gc.ca/
priv.gc.ca/en/report-a-concern/file-a-formal-privacy-complaint/file-a-complaint-about-a-business/
