UPDATING BUSINESS ASSOCIATE AGREEMENTS TO COMPLY WITH NEW HIPAA CHANGES - Boston

The federal HHS Office of Civil Rights recently adopted final HIPAA regulations covering a broad range of topics, to strengthen privacy and security protections for individual health information.  This blog is another in a series examining these new regulatory requirements.

By Dean P. Nicastro, Esq.

The new HIPAA Final Rule for Privacy, Security, Enforcement and Breach Notification (adopted in January 2013) creates new obligations for Business Associate Agreements (“BAA”) between physicians, hospitals and other health care providers (“Covered Entities”), and those contractors who perform services for them involving the use or disclosure of Protected Health Information (“PHI”).

As was mentioned in a previous blog, HIPAA now defines “Business Associate” (“BA”) to include a BA’s subcontractors who create, receive, maintain or transmit PHI on the BA’ behalf.  The new Final Rule goes on to require that a BAA between a Covered Entity and its BA must require the BA to ensure that the BA’s subcontractors comply with HIPAA privacy and security requirements.  Effectively, and as a mandate, this means that the Covered Entity’s BA must have in place a separate BAA with the BA’s subcontractor.

HIPAA makes clear that the Covered Entity need not have a BAA in place directly with the BA’s subcontractor. However, the Final Rule puts the burden on the Covered Entity to arrange for subcontractor compliance, by requiring the BA to obtain compliance assurance from its subcontractor.  Thus, HIPAA BAA’s between health care providers and their servicing vendors need to be revised and updated to include these “downstream” subcontractor compliance obligations.

Care should be exercised when drafting the updating revisions: for example, the main BAA should require that the downstream BAA mirror the BA’s privacy and security obligations; additionally, it may be advisable to expressly disavow any relationship of agency between the Covered Entity and the subcontractor.

Finally, when updating a BAA template, it would be helpful to include language of compliance with Massachusetts law and regulations that protect the security and disposal of data that contains personal information, like names and social security or financial account numbers.  Massachusetts consumer regulations require that a service provider contract be in place with vendors who access such data, so it is a good idea to have the HIPAA BAA serve as such a contract as well.  

In general, the HIPAA Final Rule must be complied with by September 23, 2013.  The federal HHS Office of Civil Rights has posted some helpful sample language for BAAs on its website.

Please contact the health law professionals at Pierce & Mandell for additional information on this subject.

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