Joint Use of Personal Information

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Intentions behind the use of personal data in joint programs
This program is run out jointly by the National Federation of Health Insurance Associations (the "KEMPOREN") and Health Insurance Associations ("HIAs") under Article 2 of the Supplementary Provisions of the Health Insurance Law, and involves grants from the KEMPOREN of part of the expenses arising when an HIA incurs high-cost medical expenses. When applying for the grant, in regard to detailed medical fee statements (including detailed prescription statements; hereinafter referred to as "receipts"), CSV formatted information of the receipts which was recorded electronically or copies of paper-based receipts, and the "data of payment of a subsidy with summary of the details" or the "application for payment of a subsidy with summary of the details" recording (describing) the name and sex of the patient, whether the patient is the insured person or dependent, whether the patient is hospitalized or an outpatient, consultation dates, the amount of the receipts and other information are submitted to the High-Cost Medical Care Group of the KEMPOREN. The High-Cost Medical Care Group uses these for examining the grant application, reaching a decision and analyzing high-cost medical expenses.

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Personal data items that are used jointly
• Data stated in the "data of payment of a subsidy with summary of the details" or the "application for payment of a subsidy with summary of the details" of the preceding paragraph, and all the data stated on the relevant receipts.

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Scope of people handling personal data
• FTFHIA personnel in charge of the program for applying subsidies for high-cost medical expenses, the Secretary General and the Executive Director.
• Personnel in charge at the High-Cost Medical Care Group, and the KEMPOREN's sub-contractor Japan Productivity Center (JPC) and partner companies.

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Purpose of personal data usage by people handling said data
• Applications, examinations and decisions concerning the program for granting subsidies for high-cost medical expenses.
• Analyzing high-cost medical expenses.
• For receipts for 10 million yen or more per month, to use as materials for demonstrating the trend toward rising medical expenses by disclosing the data such as monetary amounts and name of primary illness, except personal information.

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Names and titles of persons responsible for data management:
• FTFHIA: Executive Director
• National Federation of Health Insurance Associations: Group Manager, the High-Cost Medical Care Group

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Reasons for using personal data in joint operations
These health examinations are provided jointly by the FTFHIA entrusted institution (“Toshinkyo”) and the Foreign Transportation and Finance Health Insurance Association (“Association”). Health-examination vehicles are dispatched by Toshinkyo to various public facilities to provide health examinations for dependents, retired persons insured under the special scheme, and persons covered under voluntary continuous insurance (female only), as defined by the Health Insurance Association, for those 35, and those 40 or older, to prevent female lifestyle-related diseases.
To apply for an examination, submit an Application for Mobile Clinic-based Health Examinations for Women to Toshinkyo, providing names, birth dates, addresses, and telephone numbers of the person(s) wishing to undergo health examinations, as well as preferred health examination sites. Toshinkyo will use the data as guide information for system users and other purposes. Toshinkyo also compiles Health Examination Results for those who have undergone health examinations and sends these results to the Association, together with billing statements.

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 Personal data to be used jointly
• Items provided on the Application for Mobile Clinic-based Health Examinations for Women and information in health examination results

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 Scope of personnel handling personal data
• Personnel handling health examination operations, consulting doctor, and public health nurses employed by the Association
• Personnel in charge of joint operations in Toshinkyo and institutions contracting with Toshinkyo (various medical institutions providing health examinations)

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Reasons for handling such data
• Processing various operations for health examinations
• Confirming whether the health examination criteria are met to determine the amounts to be paid as health examination subsidies
• Assisting those undergoing health examinations to promote health

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Names or titles of data administrators
• Association: Executive Director
• Toshinkyo: Executive Director

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Intentions behind the use of personal data in joint programs
These programs provide interest-free loans to apply to hospital payments (up to 90% of reimbursements of high-cost medical care expenses) until such time as these reimbursements are received from the FTFHIA and to apply to maternity expenses up to the delivery date (up to 90% of the childbirth and child-care grants), and are carried out jointly by Toshinkyo and the FTFHIA.
When applying for grants, an Application Form for Interim Financing for Health Insurance High-cost Medical Care or an Application Form for a Health Insurance Maternity Expense Loan stating the name of the insured person and the name of the dependent is submitted to Toshinkyo, which uses this information for examining and deciding on the grant application, and for statistical materials.

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Personal data items that are used jointly
• Matters stated in the Application Form for Interim Financing for Health Insurance High-cost Medical Care or the Application Form for a Health Insurance Maternity Expense Loan.

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Scope of people handling personal data
• FTFHIA personnel in charge of the loan program, the Secretary General and the Executive Director.
• Toshinkyo personnel in charge of the loan program and the Executive Director.

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Purpose of personal data usage by people handling said data
• Applications, examinations, decisions and statistics concerning interim financing for high-cost medical care or maternity expense loans.

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Names and titles of persons responsible for data management:
• FTFHIA: Executive Director
• Toshinkyo: Executive Director