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Indiana Department of Insurance

IDOI > Consumers > Indiana Navigators > Application Organization Registration Application Organization Registration

IDOI Navigator Contact – Navigator@idoi.in.gov

An Application Organization ("AO") is an organization that has employees and/or volunteers helping Hoosier insurance consumers complete applications for health coverage on the federally-facilitated Marketplace (healthcare.gov) or state-based insurance affordability program applications (such as Medicaid, the Children's Health Insurance Program ("CHIP"), or the Healthy Indiana Plan ("HIP") - dfrbenefits.in.gov). Organizations meeting the definition of "application organization" under Indiana Code 27-19-2-3 must be registered with the Indiana Department of Insurance. Examples of possible AOs include: hospitals, health centers, community-based social service agencies, and Medicaid enrollment centers.

There are some organizations that assist consumers with health coverage applications that are not required to become Application Organizations. This may be the case if the organization only provides general information about health coverage applications or if the organization receives compensation from health insurance issuers for consumer enrollment into health plans. For example, social service agencies that provide consumers with information on where to go to assess eligibility and enroll in health plans are not required to register as Application Organizations. Hospitals that only perform presumptive eligibility ("PE") activities are also not required to register as Application Organizations. Likewise, health insurance agencies that receive compensation from health issuers when enrolling consumers into health insurance plans, are not eligible to serve as Application Organizations.

All AOs must follow the same initial application process, annual renewal process, and reporting requirements outlined below.

Initial Application Process (4 Steps)

  1. Complete the New Application for Application Organization Registration. The nonrefundable online filing fee is $50 for Indiana business entity and $100 for non-Indiana business entity, and the processing fee is $14.40. Applicants may check the status of their application online at: www.sircon.com/login.html. Application submissions that are still "pending"/"Under State Review" after 90 days from the submission date will be withdrawn.
  2. If the AO has more than one AO location, the AO must submit to IDOI the: (1) Name, (2) Address, (3) Telephone, (4) Email, (5) Website (if applicable), and (5) Contact Person; for each physical location of the Application Organization.
  3. Review the Conflict of Interest Policy, then complete and submit the Conflict of Interest Disclosure Form.
  4. Review, sign, and submit the Privacy and Security Agreement.

All forms/documents may be attached electronically to the end of the online application. They may also be submitted to IDOI by either: Email: navigator@idoi.in.gov; Fax: 317-232-5251 ("attn: Navigator Director"); or Mail: Indiana Department of Insurance, c/o Navigator Director, 311 W. Washington St., Ste. 300, Indianapolis, IN 46204

Process for Annual Renewal (3 Step)

  1. Complete the Renewal Application for Application Organization Registration. The nonrefundable online filing fee is $50 for Indiana business entity and $100 for non-Indiana business entity, and the processing fee is $7.23 (as of 9/3/14--subject to change). 
  2. If the AO has more than one AO location, the AO must submit to IDOI the: (1) Name, (2) Address, (3) Telephone, (4) Email, (5) Website (if applicable), and (5) Contact Person; for each physical location of the Application Organization.
  3. If the AO has an actual or potential Conflict of Interest, as defined by the Conflict of Interest Policy, the AO must submit to IDOI the Conflict of Interest Disclosure Form.

All forms/documents may be attached electronically to the end of the online application. They may also be submitted to IDOI by either: Email: navigator@idoi.in.gov; Fax: 317-232-5251 ("attn: Navigator Director"); or Mail: Indiana Department of Insurance, c/o Navigator Director, 311 W. Washington St., Ste. 300, Indianapolis, IN 46204

    Reporting Requirements

    All AOs must follow the reporting requirements with the Indiana Department of Insurance. Application Organization reporting requirements with the IDOI include, but are not limited to, the following:

    1. A change in legal name or address must be reported no later than thirty (30) days after the change occurs. An AO may change its name, address, telephone, or email by submitting to IDOI the 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 potential or existing changes in "conflict of interest" status, in accordance with the Conflict of Interest Policy must be reported no later than thirty (30) days after the change or new conflict of interest occurs.
    4. Any additions or deletions of Indiana Navigators associated with the AO must be reported no later than thirty (30) days following the change. The change notification must include the following details:
      1. Name of Application Organization;
      2. Indiana Navigator details including name, certification number, action ("Add"/"Remove"), and date of action; and
      3. Name of person from AO completing form with contact information
    5. If a security breach or improper disclosure of a consumer's personal information occurs, the AO must notify both:
      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; in accordance with the Privacy and Security Agreement.
    6. Multi-location AOs must submit to IDOI the name, address, and contact information for each physical location of the Application Organization.

    All forms and reporting requirements may be submitted to the IDOI by either: Email: Navigator@idoi.in.gov; Fax: 317-232-5251 ("attn: Navigator Director"); or Mail: Indiana Department of Insurance, c/o Navigator Director, 311 W. Washington Street, Suite 300, Indianapolis, IN 46204