Storing and Sharing Information
Learn best privacy practices for storing and sharing information at your organization.
Dos and don’ts
Do ensure OCFs are submitted to the correct Insurer. You can view the Provider Support – Submitting and Storing Forms page to learn about the matching process and how you can ensure an OCF is matched to the correct adjuster.
Do not fax or mail any claimant information to HCAI. Facilities must only submit OCFs via the electronic system (www.HCAI.ca or through your PMS system). Faxing or mailing to HCAI will constitute a breach of privacy and your Facility will be notified. The information will be shredded.
Do not send any OCF forms and other sensitive personal information to HCAI Support.
Managing your facility
Access to electronic information in HCAI should be granted on a need-to-know basis to facilitate each User’s responsibilities. Passwords should never be shared. Access should be tracked and removed immediately upon change in role or exit.
Deactivate User and Providers
HCAI User profiles for Providers and Users who leave your Facility must be deactivated as soon as possible by adding an end-date. Adding an end-date to a Provider profile does not delete a Provider from HCAI. Rather, it limits access while preserving the historical information in the system. Once an end-date has been added, you can still invoice on behalf of that Provider for up to six months. Visit the Update Provider Information and Update User Information pages to learn how to end-date Providers and Users.
End-date inactive Facilities
Your Facility should be end-dated if inactive. Removing inactive Facilities from HCAI benefits all Users by reducing cyber security risks. Unmanaged/inactive accounts are more susceptible to fraudulent activity. HCAI Processing periodically reviews Facilities in the HCAI system to end-date Facilities in a timely manner. You may receive a deactivation email or letter if your Facility does not have a valid, FSCO-issued Service Provider Licence AND you have not submitted an OCF in one or more years. When you receive this email/letter, please follow the instructions to end-date your Facility. If you do not end-date your Facility within the assigned time period, HCAI will manually end-date your Facility on your behalf. You must re-enrol with HCAI if you need to submit an OCF in the future.
