HIPAA Business Associate Agreement (BAA)

If you use Day Interpreting for interpretation involving PHI, HIPAA generally requires a BAA in place before you send us any PHI. That includes:

1. Healthcare providers (hospitals, clinics, private practices, dental, mental health, therapy)
2. Health insurance plans and third-party administrators
3. Health-adjacent contractors (case managers, patient navigators, adjusters handling medical claims)
4. Any organization that receives PHI from a covered entity in the course of providing services

If your organization does not handle PHI, a BAA is not required — you can still use Day Interpreting under the standard terms of service.

Only the account owner can sign a BAA on behalf of your organization, because signing legally binds the entire entity.

1. Sign in and go to Settings → Legal Documents.
2. Click Request & Sign BAA. A three-step wizard slides in.
3. Step 1 · Entity information. We pre-fill your organization's legal name, address, and your name from your account profile. Review and edit as needed. Add your title and (optionally) a separate compliance contact for breach notifications.
4. Step 2 · Review. Read the full agreement with your organization's information already populated. All six sections, both exhibits, and the signature block are shown in full.
5. Step 3 · Sign. Confirm the E-SIGN Act disclosure, check the “I agree” box, type your full legal name exactly as entered in Step 1, and optionally draw or upload a signature image. Click Sign & Submit.

As soon as you sign, your BAA moves into Awaiting Day Interpreting countersignature status. Our compliance team is notified and typically countersigns within one business day.

Once countersigned, you receive a confirmation email and the fully-executed BAA is available in your portal under Settings → Legal Documents. Click Download Executed BAA to save a PDF for your records.

1. Term — the BAA remains in effect for as long as you use Day Interpreting.
2. PHI safeguards — administrative, physical, and technical safeguards under 45 C.F.R. §§ 164.308, 164.310, 164.312, and 164.316.
3. Breach notification — we report any Breach of Unsecured PHI within 30 calendar days of discovery, with the details you need for your own HIPAA notifications.
4. Subcontractors — every downstream vendor that touches PHI (interpreter network, telecom carrier, hosting, email) is under its own BAA that mirrors ours. The list is in Exhibit B of the agreement.
5. Data return / destruction — on termination, we return or destroy PHI in our possession, subject to standard legal retention requirements.
6. Governing law — Florida law, plus federal HIPAA and HITECH.

If your legal or compliance team wants to review the BAA before you sign, email compliance@daytranslations.com. We'll send the standard template (Word document) for redline review. Substantive changes go through our legal team before we accept them.