Application Organization (AO) Reporting Requirements

AO Reporting Requirements

An Application Organizations (AO) must follow reporting requirements with the Indiana Department of Insurance (IDOI). Failure to comply with the reporting requirements may result in an enforcement action by the Commissioner of Insurance under IC 27-19-4-3 and 760 IAC 4-7. Application Organization reporting requirements with the IDOI include, but are not limited to, the following:

1. A change in legal name, address, or federal employer identification number (EIN) must be reported no later than thirty (30) days after the change occurs. An AO may update these and other information by submitting the Navigator/AO Service Request Form.
2. Any of the following actions taken against the AO must be reported no later than thirty (30) days after the final disposition of the matter:
   1. An administrative action against the organization’s professional license, certification, or registration within any jurisdiction.
   2. A federal or state criminal action within any jurisdiction.
   3. An administrative action or court order requiring payment of state income tax.
   4. An administrative or legal action related to unfair trade practice or fraud in the business of insurance within any jurisdiction.
3. Any changed or new Conflict of Interest, as defined by the Conflict of Interest Policy, must be reported to IDOI no later than thirty (30) days after the change occurs. The changed or new Conflict of Interest must be disclosed on the AO Conflict of Interest Disclosure Form.
4. Any additions or removals of Indiana Navigators associated with the AO must be reported to IDOI no later than thirty (30) days following the change. The change may be reported through the Navigator/AO Service Request Form. If a removal of an associated Indiana Navigator is due to violation of Indiana laws or regulations pertaining to Indiana Navigators, the AO must mail a letter to IDOI no later than thirty (30) days following the removal that includes each of the following:
   1. Name and license number of the Indiana Navigator;
   2. Date Indiana Navigator was removed from the AO; and
   3. Detailed explanation of the circumstances surrounding the removal. The AO shall also provide a copy of the letter to the navigator no later than thirty (30) days following removal.
5. If there is a security breach or improper disclosure of a consumer's Personal Information, as defined by the AO Privacy and Security Agreement, the AO must notify each of the following in accordance with the Agreement:
   1. The affected consumer, as soon as reasonably practical but no later than ten (10) days following the discovery of the security breach or improper disclosure; and
   2. IDOI, as soon as reasonably practical but no later than five (5) days following discovery of the security breach or improper disclosure.
6. Multi-location AOs with more than one location providing AO/Navigator services must submit to IDOI a list of each of the following information for each location:
   1. Name of Location;
   2. Address;
   3. Telephone;
   4. Email;
   5. Website (if applicable); and
   6. Contact Person for Location.
   7. Note: The AO may also include on the list all Indiana counties a particular location services, if the location services one or more counties outside of its location. The list will be used to publish AO locations by county on the Indiana Healthcare Reform website at https://in.accessgov.com/idoi/Forms/Page/idoi/find-a-navigator/1.

All documents may be submitted to IDOI by either: Email: navigator@idoi.in.gov; Fax: 317-234-5882 ("attn: Navigator Director"); or Mail: Indiana Department of Insurance, c/o Navigator Director, 311 West Washington Street, Indianapolis, Indiana 46204-2787