In general, compliance means conforming to a rule, such as a specification, policy, standard or law. Regulatory compliance is the goal that all health insurers aspire to achieve in their efforts to ensure that their personnel are aware of and take steps to comply with all relevant laws and regulations. But, due to the increasing number of regulations being enacted at “breakneck” speeds, security requirements that seem contrary to maintaining user privacy, data-retention mandates beyond the time necessary for normal business operations and the need for operational transparency, compliance—especially as it relates to member communications—is becoming extremely difficult for health insurers.
To stay on top of compliance-related issues for your member communications, make sure your systems, policies and processes follow these practical guidelines:
þ Easy-to-use tools provide the ability for representatives to generate communications at the point of need to ensure timely responses.
þ Roles-based user interface to control and restrict access to communication templates, signatures and other communication components.
þ Central repository to store compliant communications content as well ensure that all staff are using the most current template versions.
þ Locked content components to ensure that staff cannot alter pre-approved content.
þ Rules logic/real-time data triggers to automate data inclusion and exclusion.
þ Comprehensive security and comprehensive audit facilities to easily monitor and track activities.
This checklist will help those new to compliance for member communications, as well as those who need to regularly review their existing processes, stay abreast of the latest requirements and best practices and avoid costly and embarrassing audits.
Click here for more information on how Cincom can help you get your member communications “ready.”