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Home My WebLink About5.1092 Original ContractBUSINESS ASSOCIATE CONTRACT Between The City of Port Angeles and Systems Design West THIS AGREEMENT is made thist2l day of te/L, 2010, by and between the City of Port Angeles, a municipal corporation of the State of Washington, hereinafter referred to as "City and Systems Design West, LLC, hereinafter referred to as "Billing Company." The City and Billing Company are sometimes referred to herein in the singular as "Party" and in the plural as "Parties." WHEREAS, the City and Billing Company have an existing business relationship that may involve Protected Health Information as defined by federal law, which is subject to federal regulations issued pursuant to the Health Insurance Portability and Accountability Act of 1996 (HIPAA). WHEREAS, the City and Billing Company enter into this Business Associate Contract in order (1) to comply with HIPAA regulations regarding Protected Health Information, and (2) to facilitate transfer of information for billing purposes. NOW, THEREFORE, in consideration of the foregoing, the Parties mutually covenant and agree as follows: I. Definitions. Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in the Privacy Rule. a. Business Associate. "Business Associate" shall mean Billing Company. b. Covered Entity. "Covered Entity" shall mean City of Port Angeles. c. Individual. "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). d. Privacy Rule. "Privacy Rule" shall mean the Standards for Privacy of Individually Identifiable Health Information at 45 CFR Part 160 and Part 164, Subparts A and E. e. Protected Health Information. "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 Covered Entity. f. Required By Law. "Required By Law" shall have the same meaning as the term "required by law" in 45 CFR 164.103. J• g. Secretary. "Secretary" shall mean the Secretary of the Department of Health and Human Services or his designee. II. Obligations and Activities of Business Associate. a. 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. b. Business Associate agrees to use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this Agreement. c. 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. d. 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. e. Business Associate 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 and conditions that apply through this Agreement to Business Associate with respect to such information. f. Business Associate agrees to provide access within 10 days, at the request of 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. 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, within 10 days. h. Business Associate agrees to make internal practices, books, and records, including policies and procedures and Protected Health Information, 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 the Covered Entity within 10 days for purposes of determining Covered Entity's compliance with the Privacy Rule. 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. Business Associate agrees to provide to Covered Entity or an Individual, within 10 days, information collected in accordance with Section II of 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. g. 2 III. Permitted Uses and Disclosures by Business Associate. a. Except as otherwise limited in this Agreement, 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. b. 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 45 CFR 164.504(e)(2)(i)(B). c. Business Associate may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j)(1). IV. Permissible Requests by Covered Entity. Covered Entity shall not request Business Associate to use or disclose Protected Health Information in any manner that would not be permissible under the Privacy Rule if done by Covered Entity. a. Refer to underlying services agreement: Except as otherwise limited in this Agreement, Business Associate may use or disclose Protected Health Information to perform functions, activities, or services for, or on behalf of, Covered Entity as specified in the service contract with Systems Design West between the City of Port Angeles and Systems Design West, provided that such use or disclosure would not violate the Privacy Rule if done by Covered Entity or the minimum necessary policies and procedures of the Covered Entity. V. Term and Termination. a. The Term of this Agreement shall be effective as of 10 a i I o and shall terminate when all of the Protected Health Information provz ed 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. b. 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; 2. Immediately terminate this Agreement if Business Associate has breached a material term of this Agreement and cure is not possible; or 3 VI. Effect of Termination. a. Except as provided in paragraph (b) of this section, upon termination of this Agreement, for any reason, Business Associate shall return or destroy all Protected Health Information received from Covered Entity, or created or received by Business Associate on behalf of Covered Entity. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of Business Associate. Business Associate shall retain no copies of the Protected Health Information. b. 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 10 days notice 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. VII. Miscellaneous. 3. If neither termination nor cure are feasible, Covered Entity shall report the violation to the Secretary. a. Regulatory References. A reference in this Agreement to a section in the Privacy Rule means the section as in effect or as amended. b. Amendment. The Parties agree to take such action as is necessary to amend this Agreement from time to time as is necessary for Covered Entity to comply with the requirements of the Privacy Rule and the Health Insurance Portability and Accountability Act of 1996, Pub. L. No. 104 -191. c. Survival. The respective rights and obligations of Business Associate under Section II. of this Agreement shall survive the termination of this Agreement. d. Interpretation. Any ambiguity in this Agreement shall be resolved to permit Covered Entity to comply with the Privacy Rule. CITY OF PORT ANGELES 1 By: Kent Myers,Y Manager By: 4 SYSTEMS DESIGN WEST, LLC Title: �s 144ervl Attest: clti,..Lelsvi,,,ii Jassa Hurd, City Clerk Appro ed as to form: William E. Bloor, City Attorney G :1LEGAL1a AGREEMENTS &CONTRACTS12010 Agrmts &Contracts\Medic 1.Business Associate Contract .SystemsDesignWest.083010.doc