ARCHIVED CD 1995-032
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August 8, 1995
SUBJECT : Medical Services Plan of British Columbia
1.1. 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.
2.1. 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.
3.1. 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.
3.2. 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.
Note: It is recognized that in most cases, personnel offices will not know an individual's Personal Health Number.
3.3. 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.
3.4. 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.
3.5. 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.
3.6. MSP will continue the practice of providing forms directly to client departments and agencies upon request.
3.7. 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.
3.8. 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.
4.1. 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.)
4.2. 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.
4.3. 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.
4.4. 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.
4.5. 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.
4.6. 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.
4.7. 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.
4.8. 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.
5.1. Any request for information regarding the foregoing should be addressed to your PWGSC Client Services Centre as per Compensation Directive 1994-039 dated October 6, 1994.
5.2. Ongoing questions regarding BC's procedures should continue to be referred to that office.
Original Signed by
Government Operational Service
Reference: CJA 9006-4-1 , 9241-2-10
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