Cybersecurity Program Process Updates

Cybersecurity Program Process Updates

Delta Dental of Washington (DDWA) is committed to protecting our member’s sensitive data.  As a part of our Cybersecurity efforts, our management has mandated encryption of all member Social Security Numbers (SSNs) stored in our systems to protect our member’s data. 

There will be no changes to using SSNs for incoming eligibility or claims files, calls into our Call Center phone system or representatives, or to access our websites.  The only impact will be that we will only have the last 4 digits of the SSN (00000XXXX) for any outgoing extracts or ad-hoc reports. 

Please remember to bookmark this page for future reference.

For Eligibility Processing:

Occasionally during eligibility processing, we may need to manually update a subscriber’s record.  At this point we may only have the last 4 digits of the SSN for matching.  In this instance, we have found that using other identifiers such as last name, first name, birthdate and last 4 SSN helps us to correctly identify the subscriber.  We are happy to work with you to find the best approach for your process.

For Invoice Reconciliation:

DDWA will accept whatever file you currently send to us for billing reconciliation (Excel, CSV).  To support quicker reconciliation, we have developed an invoice template with the preferred data identifiers to support member matching, especially for our very large groups.  Please see the template attached on this web page.  If it is not possible for your organization to use this template, we can also rely on additional identifiers such as last name, first name, and birthdate to support accurate matching.  Our Accounts Receivable department is happy to work with you to find a solution.

For Sales Reports:

Any ad-hoc reports requested from the Sales team will only have the last 4 digits of the SSN.  As with our other reporting areas, we recommend you try using additional identifiers to support any processes you may have that currently rely solely on SSN.  Identifiers can include Employee IDs, Universal IDs, Last and First Name, Birthdate, Gender, etc.

For External Extracts and Reports (for Third Party Administrators, Groups, etc.):

DDWA is working closely with our Third Party Administrators (TPAs) and groups to transition over any FSA, Claims or other reporting extracts that currently provide with the full SSN.  In many instances, TPA’s are choosing to use a trigger file to identify what data they are requesting from our Business Intelligence (BI) team using specific identifiers.  In other instances, TPA’s are utilizing additional identifiers for matching logic on their side (such as birth date, last and first name, employer or TPA IDs, Universal IDs, etc.) to aid in accurate matching.

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