RhinoBill HIPAA Business Associate Agreement

THIS BUSINESS ASSOCIATE AGREEMENT ("Agreement") is by and between you ("Covered Entity") and RhinoBill Systems INC. ("Business Associate").


RECITALS

WHEREAS, Covered Entity desires to use the medical billing services of the Business Associate; and

WHEREAS, Business Associate desires to provide medical billing services recognizing that Business Associate performs such services on behalf of the Covered Entity; and

WHEREAS, Covered Entity is subject to the HIPAA Privacy Rule (the “Privacy Rule”); and

WHEREAS, the Privacy Rule requires that there be an agreement between covered entities and business associates that governs the use and disclosure of protected health information.

NOW, THEREFORE, in consideration of the mutual promises below and the exchange of information pursuant to this Agreement, and in order to comply with all legal requirements for the protection of such information, the parties hereto agree as follows:

Article I.        Definitions

  1. Catch-all Definition. Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in the HIPAA Rules.

  1. Specific Definitions.

  1. 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 RhinoBill Systems INC., a Covered Entity under the HIPAA Final Privacy Rule.

  1. 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 the person or entity registering to use RhinoBill’s medical claim billing service.

  1. Individual” shall have the same meaning as the term "individual" in 45 CFR § 160.103 and shall include a person who qualifies as a personal representative in accordance with 45 CFR § 164.502(g).

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

  1. Protected Health Information” shall have the same meaning as the term "protected health information" in 45 CFR § 160.103, limited to the information created or received by Business Associate from or on behalf of the Covered Entity.

  1. Required By Law” shall have the same meaning as the term "required by law" in 45 CFR § 164.103.

  1. Secretary” shall mean the Secretary of the Department of Health and Human Services or his designee.

Article II.        Obligations and Activities of Business Associate

  1. Business Associate agrees to not use or disclose Protected Health Information other than as permitted or required by the Agreement or as Required By Law.

  1. Business Associate agrees to 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 the Protected Health Information other than as provided for by this Agreement.

  1. Business Associate agrees to mitigate, to the extent practicable, any harmful effect that is known to Business Associate of a use or disclosure of Protected Health Information by Business Associate in violation of the requirements of this Agreement.

  1. Business Associate agrees to report to Covered Entity any use or disclosure of the Protected Health Information not provided for by this Agreement of which it becomes aware, including breaches of unsecured Protected Health Information as required by 45 CFR 164.410, and any security incident of which it becomes aware.

  1. Business Associate, in accordance with 45 CFR 164.502(e)(1)(ii) and 164.308(b)(2), if applicable, agrees to ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by Business Associate on behalf of Covered Entity, agrees to the same restrictions, conditions, and requirements that apply through this Agreement to Business Associate with respect to such information.

  1. Business Associate agrees to provide access, at the request of Covered Entity, and in the time and manner designated by Covered Entity, to Protected Health Information in a Designated Record Set, to Covered Entity or, as directed by Covered Entity, to an Individual in order to meet the requirements under 45 CFR § 164.524.

  1. Business Associate agrees to make any amendment(s) to Protected Health Information in a Designated Record Set that the Covered Entity directs or agrees to pursuant to 45 CFR § 164.526 at the request of Covered Entity or an Individual, and in the time and manner designated by Covered Entity.

  1. Business Associate agrees to 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.

  1. Business Associate agrees to make internal practices, books, and records, including policies and procedures relating to the use and disclosure of Protected Health Information received from, or created or received by Business Associate on behalf of, Covered Entity available to Covered Entity, or to the Secretary, in a time and manner designated by Covered Entity or designated by the Secretary, for purposes of the Secretary determining Covered Entity's compliance with the Privacy Rule.

  1. Business Associate agrees to document such disclosures of Protected Health Information and information related to such disclosures as would be required for Covered Entity to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR § 164.528.

  1. Business Associate agrees to provide to Covered Entity or an Individual, at a time and manner designated by Covered Entity, information collected in accordance with this Agreement, to permit Covered Entity to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR § 164.528.

Article III.        Permitted Uses and Disclosures by Business Associate

  1. Except as otherwise limited in this Agreement, Business Associate may use Protected Health Information for the proper management and administration of Business Associate or to carry out Business Associate’s legal responsibilities.

  1. Except as otherwise limited in this Agreement, Business Associate may disclose Protected Health Information for the proper management and administration of Business Associate, provided that disclosures are Required By Law, or Business Associate obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as Required By Law or for the purpose 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.

  1. Except as otherwise limited in this Agreement, Business Associate may use Protected Health Information to provide Data Aggregation services to Covered Entity as permitted by 42 CFR § 164.504(e)(2)(i)(B).

  1. Business Associate may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 42 CFR § 164.502(j)(1).

  1. Business Associate agrees to make uses, disclosures, and requests for Protected Health Information consistent with Covered Entity’s minimum necessary policies and procedures.

  1. Business Associate may not use or disclose Protected Health Information in a manner that would violate subpart E of 45 CFR Part 164 if done by Covered Entity, except for the specific uses and disclosures set forth in this Agreement.

Article IV.        Obligations of Covered Entity

  1. Covered Entity shall notify Business Associate of any limitation(s) in its notice of privacy practices in accordance with 45 CFR § 164.520, to the extent that such limitation may affect Business Associate's use or disclosure of Protected Health Information.

  1. Covered Entity shall notify Business Associate of any changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, to the extent that such changes may affect Business Associate's use or disclosure of Protected Health Information.

  1. Covered Entity shall notify Business Associate of any restriction to the use or disclosure of Protected Health Information that Covered Entity has agreed to or is required to abide by under 45 CFR § 164.522, to the extent that such restriction may affect Business Associate’s use or disclosure of Protected Health Information.

  1. Covered Entity shall not request Business Associate to use or disclose Protected Health Information in any manner that would not be permissible under Subpart E of 45 CFR Part 164 if done by Covered Entity, except to the extent that Business Associate will use or disclose Protected Health Information for, and this Agreement includes provisions for, data aggregation, management, or administrative activities of Business Associate.

Article V.        Term and Termination

  1. Term. The Term of this Agreement shall be effective as of the date Covered Entity registers for the service provided by Business Associate, and shall terminate when all of the Protected Health Information provided by Covered Entity to Business Associate, or created or received by Business Associate on behalf of Covered Entity, is destroyed or returned to Covered Entity, or, if it is infeasible to return or destroy Protected Health Information, protections are extended to such information, in accordance with the termination provisions in this Section.

  1. Termination for Cause. Upon Covered Entity's knowledge of a material breach by Business Associate, Covered Entity shall either:

  1. Provide an opportunity for Business Associate to cure the breach or end the violation and terminate this Agreement if Business Associate does not cure the breach or end the violation within the time specified by Covered Entity;

  1. Immediately terminate this Agreement if Business Associate has breached a material term of this Agreement and cure is not possible; or

  1. If neither termination nor cure is feasible, Covered Entity shall report the violation to the Secretary.

  1. Effect of Termination. Except as provided in paragraph (i) of this section, upon termination of this Agreement, for any reason, Business Associate, with respect to Protected Health Information received from Covered Entity, or created, maintained, or received by Business Associate on behalf of Covered Entity, shall:

  1. Retain only that Protected Health Information which is necessary for Business Associate to continue its proper management and administration or to carry out its legal responsibilities;

  1. Return to Covered Entity, or destroy, the remaining Protected Health Information that Business Associate still maintains in any form;

  1. Continue to use appropriate safeguards and comply with Subpart C of 45 CFR Part 164 with respect to electronically stored Protected Health Information to prevent use or disclosure of such Protected Health Information, other than as provided for in this Section, for as long as Business Associate retains the Protected Health Information;

  1. Not use or disclose the Protected Health Information retained by Business Associate other than for the purposes for which such Protected Health Information was retained and subject to the same conditions set out in this Agreement which applied prior to termination; and

  1. Return to Covered Entity, or destroy the Protected Health Information retained by Business Associate when it is no longer needed by Business Associate for its proper management and administration or to carry out its legal responsibilities.

i) In the event that Business Associate determines that returning or destroying the Protected Health Information is infeasible, Business Associate shall provide to Covered Entity notification of the conditions that make return or destruction infeasible. Upon notification that return or destruction of Protected Health Information is infeasible, Business Associate shall extend the protections of this Agreement to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as Business Associate maintains such Protected Health Information.

Article VI.        Miscellaneous

  1. Regulatory References. A reference in this Agreement to a section in the HIPAA Rules means the section then in effect or as may be amended from time to time.

  1. Amendment. 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.

  1. Survival. The respective rights and obligations of Business Associate and Covered Entity shall survive the termination of this Agreement.

  1. Interpretation. Any ambiguity in this Agreement shall be resolved to permit Covered Entity to comply with the HIPAA Rules.
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