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Your visit to Novitas’ provider websites is private and secure

The privacy of our customers is of primary importance to Novitas Solutions Inc. (Novitas). When you visit one of Novitas’ provider websites, Novitas does not collect any personally identifiable information (PII) about you, unless you choose to explicitly provide it. However, Novitas does collect some data about your site visit to better understand public use of the site and to make it more useful to visitors. Below is a description of the type of information that is automatically collected and stored during your site visit.

When you enroll in the provider Web portal, Novitas collects specific PII from you to establish your account and to properly authenticate you for access to the provider Web portal.

How Novitas collects information

When you browse through any website, certain information about your visit may be collected. Novitas uses a Web analytics program to collect information automatically and continuously. Novitas uses this information to measure the number of visitors to its sites and their respective sections and to distinguish between new and returning visitors to help make the Novitas sites more useful to visitors. However, no personal information is collected.

The Novitas Web team conducts analyses and reports on the aggregated data from the analytics tool. The reports are only available to the Novitas provider website manager, members of the website staff, and other designated staff who require this information to perform their duties.

Novitas also uses online surveys to collect opinions and feedback from a random sample of visitors to obtain feedback and data on visitors’ satisfaction with the Novitas websites. This survey does not collect PII, unless you enter it as part of your feedback. Participation in the survey is voluntary. If you decline to participate, you will still have access to the identical information and resources on Novitas’ provider websites as those who do decide to take the survey. Answers to the survey help Novitas improve its provider websites to make them easier to use and more responsive to the needs of site visitors.

The Novitas Web team conducts analyses and reports on the aggregated data from the survey. The reports are available only to the Novitas website manager, members of the Novitas website staff and other designated staff who require this information to perform their duties.

Novitas collects PII from you to establish your account in the provider Web portal. The information is only available to authorized Novitas administrative users.

Information Novitas collects

From the Novitas Medicare website:

Web analytics -- for performance and generic new/returning User usage metrics
Surveys -- user satisfaction feedback for site enhancements
From the Novitas provider portals:
Portal signup and usage:
National Provider Identifier (NPI)
Provider Transaction Access Number (PTAN)
Submitter data (First name, last name, , valid user email address,)
Legal business name (LBN)
Tax Identification Number (TIN)
Any pertinent claim data
Transaction specific data, for processing and reporting purposes
Opt Out options

Portal sign-up and usage have required data fields that must be completed for you to be properly authenticated for access. Without this information, Novitas cannot establish your user account for the provider portal.

How Novitas uses cookies

The Office of Management and Budget Memo M-10-22, Guidance for Online Use of Web Measurement and Customization Technologies allows Federal agencies to use session and persistent cookies. As a subcontractor to one of those agencies -- the Centers for Medicare & Medicaid Services (CMS) -- Novitas is permitted to utilize the same technology.

When you visit any website, its server may generate a piece of text known as a "cookie" to place on your computer. The cookie allows the server to "remember" specific information about your visit while you are connected. The cookie makes it easier for you to use the dynamic features of Web pages. Requests to send cookies from Novitas’ Web pages are designed to collect information about your browser session only; they do not collect personal information about you.

There are two types of cookies: “Temporary session cookies” (single session) and “persistent cookies” (multi-session). Temporary session cookies will last only as long as your Web browser is open. Once you close your browser, the temporary session cookie will disappear. Persistent cookies are stored on your computer for longer periods.

How Novitas uses temporary session cookies

Novitas uses temporary session cookies for technical purposes such as improving navigation through its site and in the Novitas portal. These cookies let Novitas’ servers know that you are continuing to visit its site. The temporary cookie is not permanently stored on your computer. The cookie and the information about your visit are automatically deleted shortly after you close your browser to end the session.

The OMB Memo 10-22 Guidance defines Novitas’ use of session cookies as “Usage Tier 1 -- Single Session.”  The policy says, “This tier encompasses any use of single session Web measurement and customization technologies.” 

How Novitas uses persistent cookies

The Office of Management and Budget Memo M-10-22, Guidance for Online Use of Web Measurement and Customization Technologies allows Federal agencies to use persistent cookies in addition to temporary session cookies. 

Novitas uses persistent cookies to help it recognize new and returning visitors to Novitas’ provider websites and to the Novitas portal. Persistent cookies remain on your computer between visits to the Novitas provider websites until they expire. Novitas does not use this technology to identify you or any other individual site visitor.

Novitas’ feedback survey tool uses persistent cookies to block repeated invitations to take the Results survey. Novitas also uses persistent cookies to enable its Web analytics program to measure how new and returning visitors use its provider websites over time.  

The OMB Memo 10-22 Guidance defines Novitas’ use of persistent cookies as “Usage Tier 2 -- Multi-session without Personally Identifiable Information (PII).”   The policy says, “This tier encompasses any use of multi-session Web measurement and customization technologies when no PII is collected.”

How to “opt out” or disable cookies

If you do not wish to have temporary or persistent cookies placed on your computer, you may disable them using your Web browser. If you decide to “opt out” of cookies, you will still have access to all information and resources the Novitas provider websites provide. However, by disabling the cookies, it could impact your experience using the Novitas portal.

You can easily remove any cookies that have been created in the cookie folder of the most popular Internet browsers. Simply click the “Help” function on your browser and enter “cookies” to search for information on how to remove all or individual cookies.

How personal information is protected

You do not have to give Novitas personal information to visit the Novitas provider websites.

If you choose to provide Novitas with additional information about yourself through an email message, form, survey, et al., Novitas maintains the information only as long as needed to respond to your question or to fulfill the stated purpose of the communication.

Personal information is required for access to the provider Web portal. Novitas will safeguard the personal information you provide for the provider Web portal in accordance with the Privacy Act of 1974, as amended (5 U.S.C. Section 552a).

How Novitas maintains and disposes data

Novitas retains the data from the Web analytics tool and feedback survey results only as long as required by law or needed to support the mission of the Novitas provider websites.

Personal information entered for the provider Web portal will be maintained on the “My Profile” profile page after access has been granted in Enterprise Identity Management (EIDM) system. Personal information may be corrected by you on this page after you have signed in to EIDM. In the event that a Social Security number is incorrect, you must recreate a new profile.

Novitas retains the data in the provider Web portal and does not dispose of the data unless required by law.

Disclosure

Novitas will endeavor to protect the personal information you share with us. Novitas does not routinely disclose, give, sell, or transfer any personal information about its visitors, unless required by law enforcement or by statute. However, aggregate information may be shared as follows:

Statistics will be furnished to CMS and used internally by Medicare staff to monitor performance requirements. These statistics do not include any personal information.

Novitas will make every attempt to protect any personal information you furnish us through an email message, form, survey, et al. You should be aware that electronic mail (email) is not secured against interception. Personal claims or medical information should never be sent to Novitas through email.

The use and disclosure of your personal information for the provider Web portal is authorized by Sections 1842, 1862 (b) and 1874 of Title XVIII of the Social Security Act (The Act) (42 United States Code (U.S.C.) 1395u, 1395y (b), and 1395kk).

Site security

For site security purposes and to ensure that this service remains available to all users, Novitas, as well as EIDM for the Novitas portal, use software programs to monitor traffic to identify unauthorized attempts to upload or change information or otherwise cause damage. In the event of authorized law enforcement investigations, and pursuant to any required legal process, information from these sources may be used to help identify an individual.

Point of Contact for any questions, concerns or to Report a known or suspected violation:

Christopher Moir
Privacy Officer
Guidewell Source
Parent company of First Coast Service Options Inc. and Novitas Solutions, Inc.
532 Riverside Ave. Jacksonville, FL 32202
Phone: (904)-791-6302
Email: Privacy.Officer@guidewellsource.com


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Last modified:  09/13/2017