Section 210-RICR-10-05-1.7 - Procedures to Maintain ConfidentialityA. EOHHS has established the following procedures to safeguard the conditions for use and release of confidential applicant / beneficiary information: 1. Orientation for new staff members and ongoing in-service staff trainings shall include the topic of confidentiality and EOHHS policies and procedures related to its implementation.2. All newly appointed staff, who will have access to applicant /beneficiary records, must sign a statement attesting to the fact that they have read the State's confidentiality agreement and that they will maintain compliance with same.3. The applicant's/ beneficiary's right to privacy shall be protected during any necessary interviews. The information to be safeguarded will only be shared with others as is necessary and appropriate for purposes of administering the Medicaid Program.4. Contractors, vendors, and any other persons having in their possession information related to Medicaid applicants/ beneficiaries must execute data exchange agreements with EOHHS that safeguard the confidential nature of this information.5. Information must be adequately stored and processed so that it is protected against unauthorized disclosure. All paper records and electronic files shall be properly stored and shall only be available to the staff responsible for the administration and supervision of the Program.6. Materials sent or distributed to applicants, beneficiaries, or providers of services must be limited to that which are directly related to the administration of the Medicaid Program and have no political implications except to the extent required to implement the National Voter Registration Act ( Public Law 103-931 ). Materials such as "holiday" greetings, public announcements, partisan voting information, and non-citizen registration notices shall not be mailed or distributed.7. Materials in the immediate interest of the health and welfare of applicants / beneficiaries, such as announcements of free medical examinations, availability of surplus food, and consumer protection information are not prohibited.8. Only the names of persons directly connected with the administration of the Program shall be contained in material sent or distributed to applicants/ beneficiaries and vendors. Such persons shall only be identified in their EOHHS official capacity.210 R.I. Code R. 210-RICR-10-05-1.7