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Our Privacy Practices

MCNA Safeguards Your Information

MCNA takes pride in the fact that we are recognized leaders in the dental benefits industry. One of our strengths is our ability to administer dental plans in an effective and innovative manner while safeguarding our members' protected health information. We are committed to complying with the requirements and standards of the Health Insurance Portability and Accountability Act of 1996 (HIPAA). We demonstrate our commitment through our actions.

MCNA has implemented company-wide policies and procedures to comply with the provisions of HIPAA. We regularly conduct employee training and education in relation to HIPAA requirements to ensure those policies and procedures are in use.

Notice of Privacy Practices

This notice describes how health information about you may be used and disclosed and how you can get access to this information. Please review it carefully. The privacy of your health information is important to us.

This notice took effect 04/14/03. These privacy practices have been updated effective June 2018. They will remain in effect until they are changed. This notice applies to all MCNA dental programs that are administered by Managed Care of North America, Inc. and MCNA Insurance Company.

What is MCNA's Legal Duty regarding the notice of privacy practices?

The law says MCNA has to keep your health information private. We have to give you this notice about our privacy practices, our legal duties and your rights. We must follow the privacy practices that are in this notice. If needed, we can change the notice and the new one would apply to all health information we keep. If this happens, the new notice will be available upon request, posted on our website or we will send you a copy (electronically or through the mail). The changes must be within the law. The changes may apply to all of the old and new health information we have. Before we change our privacy practices, this notice will be changed.

What is personal health information?

Personal health information includes both medical information and individually identifiable information, like your name, address, telephone number, or Social Security number. This information is created or received by a healthcare provider or health plan that relates to your physical or mental health or condition, providing healthcare to you, or the payment for such healthcare. We protect this information in all formats including electronic, written and oral information.

How do we protect your information?

In keeping with federal and state laws and our own policy, we have a responsibility to protect the privacy of your information. We have safeguards in place to protect your information in various ways including:

  • Limiting who may see your information and how we use or disclose your information.
  • Informing you of our legal duties about your information.
  • Training our employees and associates about company privacy policies and procedures.

What are my rights regarding my health information?

Below are your rights under the privacy rule. You have the right to:

  • Get a copy of your health and claims records.
    • You can ask to see or get a copy of your health and claims records or other health information we have about you. Ask us how to do this.
    • We will provide a copy or a summary of your health and claims records, usually within 30 days of your request. We may charge a reasonable, cost-based fee.
  • Ask us to correct (amend) health and claims records.
    • You can ask us to correct your health and claims records if you think they are incorrect or incomplete. We may deny your request if we did not create the information, we do not maintain the information, or the information is correct and complete.
    • We may deny your request, but we'll tell you why in writing within 60 days.
  • Request confidential communications.
    • You can ask us to contact you in a specific way (for example, home or office phone) or to send mail to a different address to avoid a life threatening situation.
    • We will consider all reasonable requests, and must say "yes" if you tell us you would be in danger if we did not.
  • Ask us to limit (restrict) what we use or share.
    • You can ask us not to use or share certain health information for treatment, payment, or our operations.
    • We are not required to agree to your request, and we may say "no" if it would affect your care. You also have the right to agree to or terminate a previously submitted restriction.
  • Get a list of those with whom we've shared information.
    • You can ask for a list (accounting) of the times we've shared your health information for six years prior to the date you ask, who we shared it with, and why.
    • We will include all the disclosures except those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We'll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.
  • Get a copy of this privacy notice.
    • You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice electronically. We will provide you with a paper copy promptly.
  • Choose someone to act for you.
    • If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.
    • We will make sure the person has this authority and can act for you before we take any action.
  • Tell us to share information with your family, close fiends, or others involved in payment for your care. If you are not able to tell us your preference, for example, if you are unconscious, we may go ahead and share your information if we believe it is in your best interest.

How can MCNA use or share my health information?

We are allowed or required to share your information in other ways. We have to meet many conditions in the law before we can share your information for these purposes below.

  • Help with public health and safety issues
    • We can share health information about you for certain situations such as:
      • Preventing disease
      • Helping with product recalls
      • Reporting adverse reactions to medications
      • Reporting suspected abuse, neglect, or domestic violence
      • Preventing or reducing a serious threat to anyone's health or safety
  • Do research
    • We can use or share your information for health research
  • Comply with the law
    • We will share information about you if you state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we're complying with federal privacy law.
  • Address workers' compensation, law enforcement, and other government requests
    • We can use or share health information about you:
      • For workers' compensation claims
      • For law enforcement purposes or with a law enforcement official
      • With health oversight agencies for activities authorized by law
      • For special government functions such military, national security, and presidential protective services
  • Respond to lawsuits and legal actions
    • We can share health information about you in response to a court or administrative order, or in response to a subpoena.
  • Assist in disaster relief efforts
  • Contact you with information about health-related benefits and services, appointment reminders, or about treatment alternatives that may be of interest to you if you have not opted out as described below.
  • Share your information with your plan sponsor to permit them to perform plan administration functions such as eligibility, enrollment, and disenrollment activities. We will not share detailed health information with your plan sponsor unless you provide us your permission, or your plan sponsor has certified they agree to maintain the privacy of your information.
  • Disclose your health information to a coroner or medical examiner. We may also disclose medical information to funeral directors consistent with applicable law to carry out their duties.
  • We will never share your information for marketing purposes, sell your personal health information, or share most uses and disclosure of psychotherapy notes unless you give us written permission.

What are MCNA's responsibilities regarding my health information?

We are required by law to maintain the privacy and security of your protected health information. We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information. We must follow the duties and privacy practices described in this notice and give you a copy of it. We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

What types of communications from MCNA can I opt out of?

  • Appointment reminders
  • Treatment alternatives or other health-related benefits or services
  • Fundraising activities

What do we do with your information when you are no longer a member or you do not obtain coverage through us?

Your information may continue to be used for purposes described in this notice when your membership is terminated or you do not obtain coverage through us. After the required legal retention period, we destroy the information following strict procedures to maintain the confidentiality.

How do I exercise my rights? What should I do if I believe my privacy has been violated?

If you want to exercise your rights or if you believe your privacy has been violated in any way, you may file a complaint with us by:

  • Calling us toll-free at 1-800-494-6262 at any time
  • Emailing us your request or complaint at
  • Sending your request in writing to:
    • MCNA Dental
      Attention: Privacy Officer
      200 West Cypress Creek Road, Suite 500
      Fort Lauderdale, Florida 33309

You can also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by:

We will not retaliate against you for filing a complaint.

You may download a copy of this Notice of Privacy Practices by clicking here.

Sharing Your Information

As an MCNA member, you can choose to share your information with third parties. You can allow or deny sharing through the MCNA Member Portal. A full list of all third-party applications that MCNA supports can be found in our Member Portal. Please create or log in to your account to view it.

Application Developer

If you are a developer for a third-party application, you must register your application with MCNA. Please review our Third Party Access Guidelines for API connection instructions.