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HIPAA Business Associate Agreement
As required by the Health Insurance Portability and Accountability Act of 1996 (HIPAA)
and the Health Information Technology for Economic and Clinical Health (HITECH) Act
🔒 HIPAA Compliant · 45 CFR Parts 160 and 164
Healthcare Organization
The hospital, health system, or healthcare organization entering into this agreement
OmniServe Texas LLC
Language Translation & Document Services
Houston, Texas 77584
(713) 609-3516 · info@omniservetexas.com
EIN: On file upon request
Recitals
Background & Purpose

WHEREAS, the Covered Entity is a healthcare provider, health plan, or healthcare clearinghouse as defined under HIPAA and is subject to the requirements of HIPAA and the HITECH Act with respect to Protected Health Information (PHI);

WHEREAS, OmniServe Texas LLC ("Business Associate") provides certified medical translation, document processing, and language services to the Covered Entity, and in performing these services, may have access to PHI;

WHEREAS, HIPAA requires that a Business Associate Agreement be in place before a Business Associate may access, use, or disclose PHI on behalf of a Covered Entity;

NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties agree to the terms of this Business Associate Agreement.

Section 1
Definitions

All capitalized terms not otherwise defined in this Agreement shall have the meanings ascribed to them under HIPAA, the HITECH Act, and their implementing regulations at 45 CFR Parts 160 and 164.

  1. "Protected Health Information" or "PHI" means individually identifiable health information that is transmitted or maintained in any form or medium, as defined at 45 CFR § 160.103.
  2. "Electronic Protected Health Information" or "ePHI" means PHI that is created, received, maintained, or transmitted in electronic form.
  3. "Services" means the certified translation, document processing, language access, and related services provided by OmniServe Texas LLC to the Covered Entity.
  4. "Breach" means the acquisition, access, use, or disclosure of PHI in a manner not permitted under HIPAA that compromises the security or privacy of PHI, as defined at 45 CFR § 164.402.
  5. "Security Incident" means the attempted or successful unauthorized access, use, disclosure, modification, or destruction of information or interference with system operations in an information system.
Section 2
Obligations of Business Associate

OmniServe Texas LLC, as Business Associate, agrees to:

2.1 Use and Disclosure Limitations

Not use or disclose PHI other than as permitted or required by this Agreement or as required by law. Business Associate shall use and disclose PHI only to perform the Services for or on behalf of the Covered Entity, and in a manner consistent with the Covered Entity's minimum necessary standards.

2.2 Safeguards

Use appropriate administrative, physical, and technical safeguards to prevent use or disclosure of PHI other than as provided for by this Agreement. Business Associate shall implement reasonable and appropriate safeguards to protect the confidentiality, integrity, and availability of ePHI that it creates, receives, maintains, or transmits on behalf of the Covered Entity, as required by 45 CFR Part 164, Subpart C.

  • 256-bit SSL/TLS encryption for all PHI in transit
  • Encryption at rest for all stored PHI
  • Role-based access controls limiting PHI access to authorized personnel only
  • Automatic session timeouts and audit logging
  • Annual security risk assessments
  • Employee HIPAA training and confidentiality agreements
2.3 Subcontractors

Ensure that any subcontractors or agents that create, receive, maintain, or transmit PHI 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, including through a written agreement no less protective than this Agreement.

2.4 Breach Notification

Report to the Covered Entity any use or disclosure of PHI not provided for by this Agreement, including Breaches of Unsecured PHI, without unreasonable delay and in no case later than 60 calendar days after discovery of the Breach. Such notification shall include, to the extent possible:

  • Identification of each individual whose PHI was or may have been affected
  • Description of the Breach, including date of Breach and date of discovery
  • Description of the types of PHI involved
  • Steps the Business Associate is taking to investigate and mitigate the Breach
  • Contact information for individuals with questions
2.5 Access to PHI

Make available to the Covered Entity such information as is necessary to permit the Covered Entity to respond to requests by individuals for access to their PHI, in accordance with 45 CFR § 164.524. Business Associate shall provide access to PHI in a designated record set to the Covered Entity within 30 days of a request.

2.6 Amendment of PHI

Make PHI available for amendment and incorporate any amendments to PHI as directed by the Covered Entity, in accordance with 45 CFR § 164.526.

2.7 Accounting of Disclosures

Maintain and make available the information required to provide an accounting of disclosures of PHI, in accordance with 45 CFR § 164.528, for a period of six (6) years from the date of creation or last effective date, whichever is later.

2.8 HHS Inspection

Make its internal practices, books, and records relating to the use and disclosure of PHI received from, or created or received by the Business Associate on behalf of, the Covered Entity available to the U.S. Secretary of Health and Human Services for purposes of determining the Covered Entity's compliance with HIPAA.

2.9 Data Return and Destruction

Upon termination of this Agreement, at the option of the Covered Entity, return or destroy all PHI received from, or created or received by Business Associate on behalf of, the Covered Entity that the Business Associate still maintains in any form. Business Associate shall certify in writing that no PHI is retained after such return or destruction. If return or destruction is infeasible, Business Associate shall extend the protections of this Agreement to such PHI and limit further uses and disclosures to those purposes that make the return or destruction infeasible.

Section 3
Permitted Uses and Disclosures

Business Associate is permitted to use and disclose PHI as follows:

  1. Service Performance: To perform the translation and language services specified in the services agreement between the parties, provided that such use or disclosure would not violate the HIPAA Privacy Rule if done by the Covered Entity.
  2. Management and Administration: For the proper management and administration of the Business Associate's business, or to carry out the legal responsibilities of the Business Associate, provided the disclosures are required by law or the Business Associate obtains reasonable assurances from the recipient that the information will be held confidentially.
  3. Data Aggregation: To provide data aggregation services relating to the health care operations of the Covered Entity, as permitted by 45 CFR § 164.504(e)(2)(i)(B).
  4. De-identification: Business Associate may de-identify PHI in accordance with 45 CFR § 164.514(b), provided that such de-identified information is not used in a manner that would identify any individual.
Section 4
Obligations of Covered Entity

The Covered Entity agrees to:

  1. Provide Business Associate with a copy of its Notice of Privacy Practices, and any changes thereto that may affect Business Associate's use or disclosure of PHI.
  2. Notify Business Associate of any changes in, or revocation of, permission by an individual to use or disclose PHI, to the extent that such changes may affect Business Associate's permitted or required uses and disclosures.
  3. Notify Business Associate of any restriction on the use or disclosure of PHI agreed to by the Covered Entity, to the extent that such restriction may affect Business Associate's use or disclosure of PHI.
  4. Not request Business Associate to use or disclose PHI in any manner that would not be permissible under the HIPAA Privacy Rule if done by the Covered Entity.
  5. Implement appropriate administrative, physical, and technical safeguards to protect the confidentiality, integrity, and availability of ePHI that it creates, receives, maintains, or transmits to Business Associate.
Section 5
Term and Termination
5.1 Term

This Agreement shall be effective as of the date of last signature below ("Effective Date") and shall remain in effect until terminated by either party as provided in this Section, or until all PHI provided by the Covered Entity to Business Associate is destroyed or returned to the Covered Entity.

5.2 Termination for Cause

Either party may terminate this Agreement immediately if the other party materially breaches a provision of this Agreement and the breaching party fails to cure the breach within 30 days of written notice from the non-breaching party.

5.3 Termination Without Cause

Either party may terminate this Agreement upon 60 days written notice to the other party.

5.4 Effect of Termination

Upon termination, Business Associate shall return or destroy all PHI as required by Section 2.9. Provisions of this Agreement that by their nature should survive termination shall survive, including obligations regarding breach notification, accounting, and PHI destruction.

Section 6
Miscellaneous
6.1 Governing Law

This Agreement shall be governed by the laws of the State of Texas and applicable federal law, including HIPAA and the HITECH Act. Any dispute arising under this Agreement shall be resolved in Harris County, Texas.

6.2 Entire Agreement

This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations, and understandings of the parties.

6.3 Amendment

This Agreement may be amended only by a written instrument signed by both parties. The parties agree to amend this Agreement as necessary to comply with changes in applicable law, including changes to HIPAA regulations.

6.4 Regulatory References

Any reference in this Agreement to a section of HIPAA, the HITECH Act, or any other applicable regulation means the section currently in effect or as amended, and includes any guidance issued thereunder.

6.5 Indemnification

Each party agrees to indemnify and hold harmless the other party and its officers, directors, employees, and agents from and against any claims, liabilities, damages, and expenses (including reasonable attorneys' fees) arising from that party's breach of this Agreement or negligence.

6.6 No Third-Party Beneficiaries

Nothing in this Agreement shall confer any rights or remedies upon any person other than the parties and their respective successors and permitted assigns.

Signatures

By signing below, the authorized representatives of each party agree to be bound by the terms of this Business Associate Agreement as of the date of last signature.

Authorized Signature
OmniServe Texas LLC
Translation & Language Services · Houston, TX
(713) 609-3516 · info@omniservetexas.com
Authorized Signature — OmniServe Texas LLC
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This BAA is provided by OmniServe Texas LLC · Pearland / Houston, TX · info@omniservetexas.com
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