License Renewal Policy effective January 1, 2006

HIPAAClickAndComply.com announces a revised licensing policy.

Dear HIPAAClickandComply Customer,

We have been providing online HIPAA training since 2002. Based on feedback received from our customers regarding their likes, dislikes, and recommendations for change, we have updated our license policy to make it easier for customers to purchase our Training products and License Renewals. 

In order to satisfy the April 20, 2005 HIPAA Security training requirements, we made available our Privacy and Security sequence courses, as outlined in the table below.

License	Price	Active User Licenses	Classes Included
Single Seat License	$29.95	Courses can be taken one time	HIPAA Privacy & Security Awareness HIPAA Policy and Procedures HIPAA Privacy Officer Training
Small Practice License*	$199.95	Up to 10 active workforce members.	HIPAA Privacy & Security Awareness HIPAA Policy and Procedures HIPAA Privacy Officer Training
Medium Practice License*	$349.95	Up to 25 active workforce members.	HIPAA Privacy & Security Awareness HIPAA Policy and Procedures HIPAA Privacy Officer Training
Large Practice License*	$499.95	Up to 50 active workforce members.	HIPAA Privacy & Security Awareness HIPAA Policy and Procedures HIPAA Privacy Officer Training
HIPAA Documents*	$150.00	Any Practice License
Enterprise License*	Quote	TBD	All Classes
Compliance Tracking via TrackandComply**	Quote	TBD	All Classes

*For a limited time we are including a free copy of HIPAA documents (a $150 dollar value) for all subscriptions from small, medium, and large practices!

**Several new features have been included with the current release of the tracking tool.

The FAQ, included with this letter, provides additional information regarding product and packaging changes. For easier access, the information in this letter and FAQ is also available to administrators at the "New License Policy" link on the User Maintenance page, under the [Buy More Licenses or Products] button.

HIPAA Privacy & Security Awareness Training

The HIPAA Basic Awareness course has been expanded to include HIPAA Privacy and Security Awareness Training. The new HIPAA Privacy & Security Awareness training course was added to the current HIPAA training sequence.

It is important to understand that after purchasing a new Privacy and Security sequence license, your original sequence will no longer be visible on the User Maintenance page.  

You will not be able to start or finish a started course in the original Privacy sequence, once it is replaced with the HIPAA Privacy and Security Awareness training course. You will still be able to select those courses in the Reports, including the Bulk Certificate Printing Report, to access the results of previously completed courses.

The new Privacy and Security sequence is based on the original courses, but it also includes HIPAA Security information required for Covered Entity compliance by 4/20/05.

User Maintenance

The User Maintenance page will have all three (3) courses available for the new Privacy and Security sequence to all the users currently on the User Maintenance page. Users will need to be enrolled in the courses they need to take.  If your Organization has several Groups setup with different Training needs, this can easily be done by going to the Group Maintenance page and enrolling a group at a time. 

Training Home Page

The Training Home Page for each user will no longer show the original sequence of courses, but will show the new sequence of courses in which you have him/her enrolled.

The number of Seats Available will appear greater than it appeared before the purchase because the number only decreases as users are enrolled.

If anybody in your Organization did not finish the training they started in the original sequence, they will no longer be able to. If you have provided your staff with other security training and do not wish to purchase the new Privacy and Security sequence at this time, you status will remain Inactive, but we will keep your records in our database for 3 years, in case you want to renew your licenses in the future, at whatever rate is being charged then. We will attempt to notify you if additional training is developed to address any future HIPAA Requirements.

If your most recent Training license was purchased during 2005, your HelpDesk contact will receive an automated email 90 days before your licenses expire, to remind you not to let your licenses lapse. Please login and click [Organization Info] to make sure your HelpDesk email address has not changed (or update it if it has), so that you can be sure to receive future notices.

If you have any difficulty using the system or getting the results you expect, please contact HCC Support at x300. If you have any questions about the License Renewals or course materials or would like to discuss other aspects or uses of the On-line Training, please email us at info@HIPAAClickandComply.com or give us a call at 850.877.7713x301, or toll-free at 888.647.0770x301.

Sincerely,

The HIPAAClickandComply Team

Frequently Asked Questions (FAQ) Regarding Licensing Changes for HIPAA Training

Q: Why can't I see the Number of Slots Purchased and Available on the User Maintenance page?

Q: What are the Expiration Date and the Seats Purchased and Available that display there instead?

Q: Why do I see an Expiration Date of 6/1/2005?

Q: Why did you mention 'active users' instead of all users?

Q: What happens if I add users without enrolling them in any courses?

Q: What if I add users and enroll them in 1 or more courses when I have 0 Seats Available?

Q: What differences can I expect when I click [Buy More Licenses or Products]?

Q: How can I change the Billing Information page so it would not show old contact data?

Q: What is the difference between 'Subscribe with Credit Card' and 'Subscribe with Invoice'?

Q: Why didn't the 'Seats Purchased' change after I placed an order for more seats?

Q: How can I sign up for your new HIPAA Privacy and Security Awareness course if I only have your original courses?

Q: What do I do if I have other questions or wish to speak with a representative?

Q: Why can't I see the Number of Slots Purchased and Available on the User Maintenance page?

A: HIPAAClickAndComply.com, Inc. ( HCC) has decided to simplify the licensing policy. You have told us that it was confusing to figure out how many seats to purchase for each course, because different combinations of course packages had different combinations of licenses. Instead of counting courses available, we are now just counting seats per active user. Each seat allows one (1) user to take all the courses available to your Organization.

Q: What are the Expiration Date and the Seats Purchased and Available that displaythere instead?

A: The Expiration Date represents the expiration date of your licenses. In response to customer feedback, we have included a way for customers to track their purchases to include the expiration dates of their licenses.

For new customers, as of March 14, 2005, one seat provides access to all of the training courses for one year for one workforce member.

If you had purchased a number of "seats" prior to that date, the purchase of those seats under the new licensing structure is as follows: if you had previously purchased 5 Basic Awareness seats, three (3) Policies and Procedures seats and one (1) Privacy Officer seat, you now have five (5) Seats Purchased. If you had one (1) user already enrolled in each of those courses, then you have 5-1=4 Seats Available. Four other users can now take all 3 courses without needing to buy any additional licenses.

Q: Why do I see an Expiration Date of 6/1/2005?

A: If you have not purchased any licenses during the last 12 months, then all of your licenses have expired. We decided to give you a lot of extra months to use all of your existing licenses before they expire, and have been writing and calling to remind you to do so. If you have purchased any licenses during the last 12 months, your Expiration Date is twelve (12) months after that last Payment was received. Rather than trying to keep track of which licenses expire when, every time you buy at least one license, all of your current licenses will have their expiration date changed to 12 months after your most recent payment was received, if you keep them current. So even if you have 600 licenses that will expire on 3/31/2006, you can pay for 1 license that day, and all 601 licenses will have a new expiration date of 3/31/2007. If you let your licenses expire, however, you'll need to buy a License Renewal equal to or less than the number of seats you bought in the past, in order to get your Organization re-activated. At that time you can also buy more new licenses if you need them. 

Q: Why did you mention 'active users' instead of all users?

A: If you currently have a user who was enrolled in one (1) or more courses, who left your organization before starting any of those courses, you can delete that user and assign their seat to another user simply by changing the name to a new user. On the other hand, if they started one (1) or more courses before leaving your Organization, their name cannot be changed. You need to 'delete' that name, if you know they will not be returning in the foreseeable future. This deletes the person from your User Maintenance list and adds one (1) more seat to the Seats Available number.

If you have names in your list of users who are not enrolled in any courses, they are not considered to be active users. They only become active users after they are enrolled in a course, whether or not they have started a training course.

In actuality, the 'deleted' user and their course completion history remains in our database, in case the user ever decides to come back, and you contact us requesting that we reactivate that user, so they can continue with their HIPAA Training. Since deleting them made a seat available, reactivating them will need a seat available that they will then use.

Q: What happens if I add users without enrolling them in any courses?

A: You can add up to five (5) users at a time, without enrolling them in any courses, and that won't decrease the number of Seats Available. On the other hand, each time one of those users is enrolled in one (1) or more courses, the number of Seats Available is decreased by 1. Once a user is enrolled in at least one (1) course, they can be enrolled in the other two training courses without changing the number of Seats Available. Remember that changes do not take effect until [Apply Changes] is clicked.

Q: What if I add users and enroll them in 1 or more courses when I have 0 Seats Available?

A: When you have 0 Seats Available, the new users will be added to the list, but all of their checkboxes will be empty (and a red message will say they could not be enrolled). You need to have Seats Available in order to enroll active users.

Q: What differences can I expect when I click [Buy More Licenses or Products]?

A:  A new Shopping Cart page appears, allowing you to specify the quantity of each license package you wish to purchase, with the applicable prices. If you are a member of one of our Partner Organizations, a discount percentage will also appear. If your Organization's licenses expired and became Inactive, the bottom half of the Shopping Cart will contain several License Renewal options to choose from. After entering the desired quantities, click [Calculate] to see the Order's subtotal and the discounted total. Click [Submit Purchase] to proceed to the Billing Information, which will be pre-filled with the data from your Organization Information page. If you are using a Purchase Order, enter its number in the "P.O. to Reference" field. Check the page for accuracy and click [Submit Purchase] to proceed with your purchase.

Q: How can I change the Billing Information page so it will not show old contact data?

A: The Billing Information page gets its data from the Organization Information page. Whenever any of that information changes, you should click [Organization Info] at the main menu and update the old data. Click [Apply Changes] and look for the confirmation that changes were updated successfully. Click [Return to Admin Home] when you are done.

Q: What is the difference between 'Subscribe with Credit Card' and 'Subscribe with Invoice'?

A: The main difference is how soon your training licenses become available. If you have time to wait until your check arrives in Tallahassee, FL, you may choose the Invoice option. If you want to get started right away, you may choose the Credit Card option, which verifies your purchase through VeriSign. If VeriSign approves your payment (usually in less than a minute), your licenses become available immediately after that. The Invoice option is available to all client accounts in good standing. If an Invoice Order is left unpaid for over 30 days, the Invoice option automatically disappears. You may continue ordering more licenses with a credit card for an additional 30 days, but the Invoice option will not re-appear until payment is received for all invoices that are more than 30 days overdue. If an Invoice order is left unpaid for over 60 days, the account is automatically inactivated, and nobody from your Organization can login to take training until payment is received. If your records do not agree with ours, please contact our Accounting Manager at 850/877-7713x254.

Q: Why didn't the 'Seats Purchased' change after I placed an order for more seats?

A: If you paid by Invoice, the Seats Purchased will not be increased until your check is received. For more details, see the question above this one.

Q: How can I sign up for your HIPAA Privacy and Security Awareness course if I only have your original courses?

A: This course is the first course of a new security sequence that became available on March 14, 2005. The security sequence of three (3) courses will automatically replace the original sequence of up to 3 courses when you buy at least one license on or after March 14, 2005.

If anyone in your Organization wants to finish the training he/she started in the original sequence, the course must be completed before another course is purchased. If you don't want to purchase the new security sequence, you will be able to continue using the original sequence until your licenses expire. Please contact us if you wish additional information.

After purchasing a new security sequence license, your original sequence will no longer be visible on the User Maintenance page. Users WILL NOT be able to start or finish a started course in that sequence. Your System and Group Administrators will, however, be able to select those courses in the Reports, including the Bulk Certificate Printing Report. The User Maintenance page will have all three (3) courses available for the new Security sequence to all the users you've had on the User Maintenance page, and you will need to enroll your users into the courses they need to take.

The new security sequence is based on the original courses, but also includes HIPAA Security information required for Covered Entity compliance before 4/21/05. (If you have not trained your staff in Security Awareness yet, you are non-compliant and need to become compliant.) The number of Seats Available will appear greater than it appeared before the purchase. This is because the number only decreases as users are enrolled. The Training Home Page for each user will no longer show the original sequence of courses, but will show the new sequence courses in which you have them enrolled.

Q: What do I do if I have other questions or wish to speak with a representative?

A:  You can contact Customer Support with questions about the Training application anytime by clicking on a link to hipaatrainingadmin@hipaaclickandcomply.com or by calling 850/877-7713x300. If your question is for our Sales staff, please write to info@hipaaclickandcomply.com or call 850/877-7713x301. If you have a question about an order you placed or the payments we received for your account, you can contact our Accounting Manager at 850/877-7713x254. If you have questions about the Federal HIPAA regulations, you can visit their website at http://www.hhs.gov/ocr/hipaa/.