Student Check In & Queuing System

Business Associate Agreement

This agreement is included as a part of and in connection to the Terms of Service required to use, try or subscribe to Check In Systems software as a service known as Medical Check In. Unless a separate BAA agreement has been signed by Check In Systems Inc., this BAA shall be in effect for the duration of any subscription to Medical Check In software.

Definitions

Catch-all definition: The following terms used in this Agreement shall have the same meaning as those terms in the HIPAA Rules: Breach, Data Aggregation, Designated Record Set, Disclosure, Health Care Operations, Individual, Minimum Necessary, Notice of Privacy Practices, Protected Health Information, Required By Law, Secretary, Security Incident, Subcontractor, Unsecured Protected Health Information, and Use.

Specific definitions:

(a) Business Associate. “Business Associate” shall generally have the same meaning as the term “business associate” at 45 CFR 160.103, and in reference to the party to this agreement, shall mean Check In Systems Inc.

(b) Covered Entity. “Covered Entity” shall generally have the same meaning as the term “covered entity” at 45 CFR 160.103, and in reference to the party to this agreement, shall mean end user and company thereof.

(c) HIPAA Rules. “HIPAA Rules” shall mean the Privacy, Security, Breach Notification, and Enforcement Rules at 45 CFR Part 160 and Part 164.

Obligations and Activities of Business Associate

Business Associate agrees to:

(a) Not use or disclose protected health information other than as permitted or required by the Agreement or as required by law;

(b) Use appropriate safeguards, and comply with Subpart C of 45 CFR Part 164 with respect to electronic protected health information, to prevent use or disclosure of protected health information other than as provided for by the Agreement;

(c) Report to covered entity any use or disclosure of protected health information not provided for by the Agreement of which it becomes aware, including breaches of unsecured protected health information as required at 45 CFR 164.410, and any security incident of which it becomes aware;

(d) In accordance with 45 CFR 164.502(e)(1)(ii) and 164.308(b)(2), if applicable, ensure that any subcontractors that create, receive, maintain, or transmit protected health information on behalf of the business associate agree to the same restrictions, conditions, and requirements that apply to the business associate with respect to such information;

(e) Make available protected health information in a designated record set to the covered entity as necessary to satisfy covered entity’s obligations under 45 CFR 164.524;

(f) Make any amendment(s) to protected health information in a designated record set as directed or agreed to by the covered entity pursuant to 45 CFR 164.526, or take other measures as necessary to satisfy covered entity’s obligations under 45 CFR 164.526;

(g) Maintain and make available the information required to provide an accounting of disclosures to the covered entity as necessary to satisfy covered entity’s obligations under 45 CFR 164.528;

(h) To the extent the business associate is to carry out one or more of covered entity's obligation(s) under Subpart E of 45 CFR Part 164, comply with the requirements of Subpart E that apply to the covered entity in the performance of such obligation(s); and

(i) Make its internal practices, books, and records available to the Secretary for purposes of determining compliance with the HIPAA Rules.

Permitted Uses and Disclosures by Business Associate

(a) Business associate may only use or disclose protected health information in support of the covered entity.

(b) Business associate may use or disclose protected health information as required by law.

(c) Business associate agrees to limit uses, disclosures and requests for protected health information to the minimum necessary to support the covered entity and it’s users.

(d) Business associate may not use or disclose protected health information in a manner that would violate Subpart E of 45 CFR Part 164

(e) Business associate may use protected health information for the proper management and administration of the business associate or to carry out the legal responsibilities of the business associate.

(f) Business associate may disclose protected health information for the proper management and administration of business associate or to carry out the legal responsibilities of the business associate, provided the disclosures are required by law, or business associate obtains reasonable assurances from the person to whom the information is disclosed that the information will remain confidential and used or further disclosed only as required by law or for the purposes for which it was disclosed to the person, and the person notifies business associate of any instances of which it is aware in which the confidentiality of the information has been breached.

Provisions for Covered Entity to Inform Business Associate of Privacy Practices and Restrictions

(a) Covered entity shall notify business associate of any changes in, or revocation of, the permission by an individual to use or disclose his or her protected health information, to the extent that such changes may affect business associate’s use or disclosure of protected health information.

(b) Covered entity shall notify business associate of any suspected breach and the nature of the cause within 3 days of the breach.

Notifications

Medical Check In provides a form for the subscriber to maintain HIPAA contact information. It is the responsibility of the subscriber to keep this information up to date. This information on the HIPAA contact form will be the primary notification contact. If this contact information is not available, Check In Systems will do their best to obtain a designated contact of the subscriber in the event of an incident or breach but notification may be delayed as a result. Notifications to the covered entity shall be made to the first contact in the following order;

  • The HIPAA contact name and address listed within the software as updated by the subscriber;
  • The company contact within Check In Systems accounting or subscriber databases;
  • If all other contacts have been unsuccessful, the business associate may attempt to contact the subscriber using any common known contact information such as a website

Notifications to the business associate shall be in writing to;

Check In Systems Inc.
Privacy/Compliance Officer
8401 9th St N., Suite E
St Petersburg Fl 33702
support@medicalcheckin.com

Term and Termination

(a) Term. The Term of this Agreement shall be effective as of the moment of first use, demonstration or otherwise and shall terminate upon notification by either party or non-renewal of software subscription by either party, with or without cause.

(b) Termination for Cause. Business associate authorizes termination of this Agreement by covered entity, if covered entity determines business associate has violated a material term of the Agreement and business associate has not cured the breach or ended the violation within 5 days of notification in writing.

(c) Obligations of Business Associate Upon Termination. Upon termination of this Agreement for any reason, business associate shall within 30 days, return to covered entity or destroy all protected health information received from covered entity, or created, maintained, or received by business associate on behalf of covered entity, that the business associate still maintains in any form.

(d) Survival. The obligations of business associate under this Section shall survive the termination of this Agreement.

(e) Regardless of termination method or reasons, business associate shall have no obligation to covered entity other than legally required by HIPAA Rules.

(f) Termination shall not entitle either party to monetary damages, refunds or other relief.

Miscellaneous

(a) Amendments. The Parties agree to take such action as is necessary to amend this Agreement from time to time as is necessary for compliance with the requirements of the HIPAA Rules and any other applicable law.

(b) Any amendments, changes or edits shall not require notice to either party. Amendments, changes and edits shall constitute a termination of the previous version in exchange for the newest version of this agreement.

(c) Unless a specific BAA has been signed by Check In Systems and the subscriber, this agreement shall be the only Business Associate Agreement between the covered entity, the business associate and the end user of Check In Systems Inc software. All other BAA agreements shall be null and void or considered terminated.


Last Updated 1/1/2020