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11/10/2020 » 11/13/2020
UDS Training 2020

Privacy & Security

 The Importance of Privacy & Security

For a brief overview on Personally Identifiable Information (PII), check out this recorded webinar and following along with these slides.

As an enrollment specialist, you have access to Personally Identifiable Information (PII), so you must take extra precautions to secure the privacy and security of an applicant's information. You must obtain consumer authorization prior to assisting with eligibility determinations, health coverage applications, and client advocacy if necessary. The following steps should be taken with every consumer:

  1. Ensure that applicants are informed of your functions and responsibilities as an Indiana Navigator and/or Certified Application Counselor.
  2. Obtain the applicants’ consent using an authorization form prior to accessing PII, and inform the applicant(s) that he or she can revoke that authorization at any time.
  3. Maintain a record of the authorization in a secure fashion following regulations set forth by CMS and your organization for a period of no less than six years.

 What is Personally Identifiable Information (PII)? 

PII is information that can be used to distinguish or trace an individual's identity such as: 




Social Security Number

Email address

Photographic images

Date and place of birth

Mother’s maiden name

Payment information

 Helpful Resources 

The following resources will help you understand the rules and regulations associated with consumer assistance and proper handling and maintenance of PII.

Sample Consent Forms: