Requesting Book-of-Business Reports and HIPAA Marketing Authorization

Requesting Book-of-Business Reports

Protecting the security and confidentiality of our policyholders’ information is very important to Genworth. Specifically, Genworth and our producers must follow certain rules when handling information related to our policyholders including restricting the transmission or disclosure of that information to the minimum necessary to accomplish the intended purpose.

Effective immediately, any request from a BGA or producer for a book-of-business report will no longer be accepted. If a BGA or producer needs a book-of-business report, that information must be obtained from Genworth® PRO. For your convenience, we have included a Producer Reference Guide on how to run a book-of-business report from Genworth PRO. Genworth PRO offers quick access to your business using our Book of Business tools. Each product line has its own tool designed specifically for that product.

All information on the Genworth PRO website is confidential. You should never share your login credentials with anyone. If you feel your login credentials may have been compromised, please call 800 404.2956.

HIPAA Marketing Authorization

The Health Insurance Portability and Accountability Act (“HIPAA”) applies to Covered Entities (e.g. insurance companies) and their Business Associates (e.g. producers/agents) who sell health insurance products. Specifically, the Privacy Rule protects personal information of people who have purchased or applied for long term care insurance, Medicare supplement insurance and/or linked benefit products that include long term care insurance benefits (“Covered Products”). The health information collected from an individual in relation to the purchase/sale of a “Covered Product” is called Protected Health Information (“PHI”) under the Privacy Rule.

Marketing “non-covered products” (traditional life Insurance, annuities, etc.) to existing clients that own either a long term care insurance (LTCI) or other another HIPAA “Covered Product” can be complicated under HIPAA due to the Privacy Rule requirements. For HIPAA purposes, the definition of marketing is “to make a communication about a product or service that encourages recipients of the communication to purchase or use the product or service.”

Generally, except as noted below, a Marketing Authorization is needed to market non-covered products to an existing LTCI client via regular mail, email or over the phone. Marketing non-covered products to an existing LTCI client without a Marketing Authorization is allowed in the following circumstances:

  • A face-to-face communication
  • In response to a client request

The Marketing Authorization is for the producer’s protection and is evidence that the producer has the appropriate permissions under HIPAA to market non-covered products to their LTCI clients. A copy of the signed authorization should be maintained by the producer and the other copy given to the client. A copy does not need to be submitted to Genworth’s Home Office. For your convenience, a sample authorization form (Form 101920) is available on Genworth PRO.

Requesting Book-of-Business Reports and HIPAA Marketing Authorization