Safeguarding customer privacy when raising and recovering debts 107-05010050

Item

Contract/Labour Hire staff responsibilities

1

Ensure access is for the permitted purposes in accordance with Schedule 1, Item 18 of the Electoral and Referendum Regulation 2016 (Cth) - excerpt below:

• preventing and detecting fraud relating to identity or incorrect payments, or
• identifying or locating clients for debt management, determination or correction purposes, or
• undertaking compliance, investigation or enforcement activities relating to the Chief Executive Medicare's functions under section 5 of the Human Services (Medicare) Act 1973, or
• recovering overpayments or other amounts due to the Commonwealth in relation to the performance of the Chief Executive Medicare's functions under section 5 of the Human Services (Medicare) Act 1973

2

Request a copy of the Deed Poll from the Line Manager. Complete, sign and save the Deed Poll in .pdf format 'Deed Poll - NAME_Logon.pdf' and forward for Line Manager signature.

3

Await further instructions before submitting an OLS 3 (AEC) resource request in ISP.

4

A system generated email will be received notifying the outcome of the ISP resource request, that is, approved or denied.

5

End date the resource in ISP immediately when ceasing to perform duties that require access to Elector Information for the permitted purposes.

Item

Line Manager responsibilities

1

Ensure staff require the access for the permitted purposes in accordance with Schedule 1, Item 18 of the Electoral and Referendum Regulation 2016 (Cth) - excerpt below.

• preventing and detecting fraud relating to identity or incorrect payments, or
• identifying or locating clients for debt management, determination or correction purposes, or
• undertaking compliance, investigation or enforcement activities relating to the Chief Executive Medicare's functions under section 5 of the Human Services (Medicare) Act 1973, or
• recovering overpayments or other amounts due to the Commonwealth in relation to the performance of the Chief Executive Medicare's functions under section 5 of the Human Services (Medicare) Act 1973

2

Provide staff with a Deed Poll - request form from the Strategic Support and Coordination Positional Mailbox.

3

Save completed deed poll(s) in .pdf format 'Deed Poll - NAME_Logon.pdf' and email to Strategic Support and Coordination Positional Mailbox.

4

Await further instructions before supporting the staff member to submit an OLS 3 (AEC) resource request in ISP.

5

Requests submitted in ISP for OLS (3) AEC will be rejected where there is no record of AEC's receipt of the deed poll.

6

End date the resource in ISP immediately when a staff member ceases to perform duties requiring access to Elector Information for the permitted purposes.

Item

PAO Coordination Team responsibilities

1

Liaise with the Intelligence Branch and email (in bulk), completed deed poll(s) in .pdf format 'Deed Poll - NAME_Logon.pdf' to the Intelligence Branch Coordination team mailbox.

Team

Responsibilities

Governance and Relationships Management

• Manage contact with AEC and ensure a copy of the deed poll is emailed to the AEC
• Email confirmation of AEC's formal receipt to the Line Manager along with ISP coding instructions

Operational Intelligence (Operations)

• Store copies of signed Deed Polls
• Action OLS 3 (AEC) resource requests submitted in ISP
• Reject requests where there is no record of AEC confirmation and/or where staff have failed to satisfy that they require access for permitted purposes
• Undertake regular audits of access. This may include ceasing the staff member's access to the AEC resource where appropriate