Privacy Policy
Effective Date: 7/1/2025
Compass Medicaid Consultants LLC
Protecting Your Information Is Our Priority
Introduction
Compass Medicaid Consultants LLC (“we,” “our,” or “us”) is committed to protecting the privacy, security and confidentiality of your personal, financial and health-related information. This Privacy Policy explains how we collect, use, store, protect, and disclose information you share with us through our website, intake forms, email, telephone, or in person interactions in connection with Medicaid eligibility, application, and planning services.
We operate as a non-attorney senior planning organization and adopt practices consistent with the Health Insurance Portability and Accountability Act (HIPAA) and DSS Medicaid rules.
1. Scope of the Privacy Policy
This privacy policy applies to all information collected from clients, their legal representatives, family members or authorised agents in the context of Medicaid planning and application services. It is intended to comply with:
- Governing Medicaid statutes.
- Relevant DSS regulations and bulletins.
- Applicable federal privacy and security standards example. (HIPAA where applicable)
2. Information we Collect
To provide Medicaid consulting and application services, we may collect the following types of information.
- Personal identifiers – Full name, address, phone number, email, date of birth, Social Security number
- Financial Information. (bank statements, income sources, expenses, asset details, investment records, monthly expenses.)
- Medical Information – health history, diagnosis, treatment records and documentation from healthcare providers.
- Legal Documentation. (e.g., Power of Attorney, conservatorship or guardianship orders, advance directives)
- Authorised Contacts – Contact information of responsible family members or legal representatives,
We collect this information via secure online forms, email, encrypted file transfers, phone calls, or inperson meetings.
- Purpose of data collection.
We collect and use your information for the following purposes:
- Medicaid Eligibility Evaluation: Review financial and medical eligibility.
- Application Preparation and Submission: Complete and file applications.
- Communications: Coordinate with nursing facilities, hospitals, attorneys, care providers, and family members
- Compliance: Meet all legal, ethical, and regulatory obligations under state and federal law.
- Client Support: Contact you regarding renewals, redeterminations, or additional services.
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
4.Disclosure of Information
We may share your information only when necessary to perform services and only with your verbal or written consent except as otherwise required by law.
We may share your data with:
- DSS or related agencies
- Health Care Facilities: Nursing homes, home health agencies, or hospitals involved in your care
- Attorneys or Fiduciaries: Your legal representative or power of attorney
- Third-Party Service Providers: Contractors bound by confidentiality agreements who assist in case management
- Legal Requirements: Courts, auditors, or law enforcement when legally obligated (e.g., subpoena or fraud investigation)
All disclosures are made in accordance with federal law and regulations.
5. HIPAA Compliance
While we are not a covered entity under HIPAA, we adopt and maintain HIPAA-compliant practices including:
- Secure storage of physical and electronic records
- Role-based access controls for client information
- Encrypted transmission of sensitive data via email or file-sharing tools
- Regular training of staff in data confidentiality
- Secure destruction of unneeded documents (e.g., shredding or digital deletion)
You may request a copy of any documentation we prepare on your behalf and may request corrections if you believe information is inaccurate.
6. Your Rights
As a client, you have the right to:
- Access: Request a copy of the information we have collected and stored
- Correction: Request updates to any inaccurate or outdated information
- Consent Withdrawal: Withdraw consent to use or share your information (note: may limit our ability to provide services)
- Disclosure Accounting: Request a record of third parties with whom your data has been shared To make such requests, email us at help@cmctitle19.com or call 475-237-8477.
7. Data Security
We maintain a comprehensive data security program that includes:
- Technical Protections: Firewalls, antivirus software, encrypted file storage, secure servers
- Administrative Safeguards: Staff background checks, confidentiality agreements, access logging
- Physical Safeguards: Locked storage cabinets, restricted office access
- Incident Response: Procedures to respond to any suspected data breach in compliance with data breach notification laws
We take reasonable administrative, physical, and technical safeguards to protect your information from unauthorized access, loss, or disclosure.
8. Changes to This Policy
We reserve the right to revise this Privacy Policy from time to time to reflect legal, regulatory, or operational changes. Updated versions will be posted on our website with a revised effective date. Continued use of our services after updates constitutes your acceptance of the revised policy.
9. Contact Us
If you have any questions or concerns about this Privacy Policy or how your information is handled, please contact:
Compass Medicaid Consultants LLC
📍 Based in Connecticut
📧 medicaidhelp@cmctitle19.com
📞 8602814483