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1
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PURPOSE
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1.1
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The purpose of this directive is to provide you with instructions regarding
revised procedures and use of the Social Insurance Number (SIN) in the
administration of the Medical Services Plan (MSP) of British
Columbia.
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2
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BACKGROUND
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2.1
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The SIN has been used in the administration of the MSP of British Columbia for
some time. However, the Treasury Board Secretariat has indicated that continued
use of the SIN in the administration of the Medical Services Plan of British
Columbia (BC) must meet specific confidentiality requirements.
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3
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POLICY
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3.1
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The SIN will continue to be used by the Medical Services Plan of British
Columbia. The SIN is to be provided on BC's forms by either the applicant or
the plan member. Personnel offices are not to insert the SIN on the
employee's behalf.
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3.2
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In cases where the SIN is not available, or the employee refuses to provide it,
the SIN will be left blank. If the Personal Health Number (PHN) is not known,
the personnel office will forward the form with the individual's name and date
of birth.
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Note: It is recognized that in most cases, personnel offices will not
know an individual's Personal Health Number.
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3.3
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When required, MSP will assign a pseudo SIN for a new application. If a SIN is
not provided for an existing member, MSP will perform a look-up and determine
the SIN prior to processing.
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3.4
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Application forms will be revised to carry a statement of privacy to ensure the
applicant's understanding of the use and confidentiality of the information
collected.
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3.5
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The group change form has been modified to remove section H of the form, which
is currently used for whole coverage cancellation. The procedure to cancel
coverage, the new form for whole coverage cancellation and the revised group
change form are provided with this directive.
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3.6
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MSP will continue the practice of providing forms directly to client
departments and agencies upon request.
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3.7
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The BC Medical Services Plan Group Medical Coverage Procedure Guide for Federal
Group Plans will be amended to incorporate the changes required to support
these revised procedures and forms.
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3.8
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Effective October 1995, Public Works and Government Services Canada (PWGSC)
will discontinue the practice of providing detailed deduction remittance
listings to the Medical Services Plan of British Columbia. Therefore, plan
participation will be dependent upon the receipt of the appropriate
forms.
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4
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PROCEDURES/INSTRUCTIONS
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4.1
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Effective immediately, all client personnel offices are to implement the
revised procedures and to start using the two forms that are attached to this
directive. Pending receipt of a supply of these forms, photocopies may be used.
(As per current procedure, personnel offices should contact MSP for a supply of
these forms. The procedure to be followed can be found in BC's Federal Group
Procedure Guide.)
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4.2
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Personnel offices should ensure that application forms, group change forms and
whole coverage cancellation forms are completed and forwarded to BC Medical
Services within the processing month in which they are received.
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4.3
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Personnel offices must not insert the SIN on any forms on behalf of
an individual. In cases where the SIN is not available or the employee
refuses to provide it, this information is to be left blank and the form is to
be forwarded with the individual's name and date of birth or the Personal
Health Number if known.
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4.4
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As the SIN must be entered on any forms by the applicant or member, the
procedures used by personnel offices when an employee retires must also be
changed. Effective immediately, an application form is to be completed by a
retiring employee and forwarded to the Superannuation Directorate with the
PWGSC 1422, "Deductions from Annuity or Annual Allowance". The
Superannuation Directorate will then add the new group number and process the
application.
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4.5
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Personnel offices must notify BC when medical coverage is to be cancelled so
that the correct adjustments can be made to the individual's or family's
coverage records. Cancellation notification should be sent in all cases where
there will be a break in premiums.
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4.6
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This fall, BC Medical Services will reissue their Federal Group Procedure
Guide. If you require this guide and do not receive the new version by October
15, 1995, please contact MSP.
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4.7
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Personnel offices are asked to remind BC members about the importance of change
of address information. Members should always provide their change of address
to MSP.
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4.8
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In the event of a claims dispute, upon request by BC, the personnel office
should provide copies of applications, group change or whole coverage
cancellation forms. Additionally, PWGSC paying offices may be asked to provide
copies of the detailed remittance listing that reflects the employee's/member's
premiums.
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5
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INQUIRIES
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5.1
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Any request for information regarding the foregoing should be addressed to your
PWGCS Client Services Centre as per Compensation Directive 1994-039 dated
October 6, 1994.
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5.2
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Ongoing questions regarding BC's procedures should continue to be referred to
that office.
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P. Charko
Director General
Compensation Sector
Government Operational Service
[Print Version]