Business Associate Agreement

A clear Business Associate Agreement (BAA) is the foundation for HIPAA-covered communications.

When Robotalker creates, receives, maintains, or transmits protected health information (PHI) on behalf of a healthcare organization, Robotalker acts as a business associate. A signed BAA establishes the permitted uses and disclosures of PHI, the safeguards each party must maintain, and the responsibilities that continue through the life of the service relationship.

This page brings the BAA and our security program together in one place. Review the document with your legal or compliance team, then contact us to discuss execution and your intended healthcare use case.

Page updated:

  • HIPAA Privacy and Security Rule alignment
  • Written subcontractor obligations
  • Defined incident and termination duties
EncryptionIn transit and at rest
Access controlRole-based permissions
Audit loggingActivity monitoring
U.S. data centersProduction infrastructure

What the agreement covers

Obligations that support HIPAA compliance

The BAA translates HIPAA requirements into specific duties for Robotalker and the covered entity or business associate that engages us. The executed agreement controls if there is any conflict with this summary.

Permitted uses and disclosures

PHI may be used or disclosed only as permitted by the agreement, required by law, or necessary to provide the services described in the underlying service agreement.

Administrative, physical, and technical safeguards

Robotalker must maintain appropriate safeguards and apply the HIPAA Security Rule requirements that govern business associates handling electronic PHI.

Incident and breach reporting

The agreement defines how suspected security incidents, impermissible uses or disclosures, and breaches of unsecured PHI are reported and investigated.

Subcontractor flow-down

Any subcontractor that handles PHI must agree in writing to the same restrictions and conditions, including applicable Security Rule requirements for electronic PHI.

Individual rights support

Robotalker supports covered entities with requests for access, amendment, and accounting of disclosures when the services involve a designated record set.

Return or destruction of PHI

At termination or expiration, PHI must be returned or destroyed when feasible. Any retained PHI remains protected and subject to strict use limitations.

Security program

Safeguards designed around PHI

Robotalker maintains administrative, technical, and physical controls intended to protect the confidentiality, integrity, and availability of PHI used in automated calls and text messaging.

Encryption

PHI is encrypted in transit and at rest using industry-standard encryption protocols.

Identity and access controls

Access to PHI is limited to authorized workforce members and systems based on job role and business need.

Audit logging and monitoring

Platform activity is logged and reviewed so unauthorized access and unusual behavior can be investigated.

Secure U.S. infrastructure

Production data is stored in U.S.-based data centers with physical and environmental controls.

Vendor oversight

Service providers with access to PHI are evaluated for security and confidentiality and require appropriate contractual protections.

Incident response

Procedures are maintained to detect, investigate, contain, and respond to suspected privacy or security incidents.

No method of transmission or electronic storage is completely secure. Customers should protect account credentials, limit access to authorized users, and report suspected unauthorized access promptly. For the full privacy framework, read our HIPAA Privacy Policy.

Shared responsibility

HIPAA compliance is a shared commitment

A BAA establishes the framework, but secure healthcare communication also depends on how the service is configured and used by the covered entity.

Robotalker's responsibilities

  • Apply appropriate administrative, physical, and technical safeguards to PHI.
  • Limit uses and disclosures to the purposes permitted by the BAA and service agreement.
  • Require written flow-down protections from PHI-handling subcontractors.
  • Maintain incident-response procedures and report qualifying incidents as required.
  • Support applicable access, amendment, and accounting-of-disclosures obligations.

Covered entity responsibilities

  • Execute a BAA before sending PHI through the platform.
  • Determine that each communication is permitted under HIPAA and applicable law.
  • Apply the minimum-necessary standard and obtain required authorizations or consents.
  • Maintain accurate recipient lists and honor opt-outs promptly.
  • Configure users, integrations, and message content appropriately for the intended use.

Important: This page summarizes the BAA and security program for convenience. It is not legal advice and does not replace the executed agreement. HHS does not certify software products as "HIPAA compliant"; compliance depends on the agreement, safeguards, configuration, and how the service is used.

How to get started

Review, sign, and return your BAA

Follow these steps before transmitting PHI through Robotalker.

Download and review

Share the BAA.docx document with your legal or compliance team and confirm it matches your organization's requirements.

Complete your details

Provide the covered entity or business associate name, service scope, authorized signatory, and any entity-specific information requested.

Send the executed copy

Email the signed agreement to info@robotalker.com with "Executed HIPAA BAA" in the subject line.

Confirm before sending PHI

Wait for a countersigned copy and confirm that your account and workflow are configured for HIPAA-covered communications.

Common questions

BAA and security FAQ

Is a BAA required before sending PHI?

Yes. A covered entity or business associate should execute a Business Associate Agreement with Robotalker before transmitting PHI. The agreement defines permitted uses and disclosures, required safeguards, and the parties' HIPAA obligations.

Does Robotalker sign Business Associate Agreements?

Yes. BAAs are available to HIPAA-covered entities and business associates. Download the BAA, review it with your legal or compliance team, and contact us to discuss execution and the scope of services.

What security safeguards support the BAA?

Robotalker uses administrative, technical, and physical safeguards intended to protect PHI, including encryption in transit and at rest, role-based access controls, audit logging, U.S.-based data centers, vendor oversight, and incident-response procedures.

How are subcontractors handled under the BAA?

Subcontractors that create, receive, maintain, or transmit PHI must agree in writing to the same restrictions and conditions that apply to Robotalker, including applicable Security Rule requirements for electronic PHI.

What happens to PHI when the agreement ends?

At termination or expiration, Robotalker will return or destroy PHI as required by the BAA when feasible. If return or destruction is not feasible, retained PHI remains subject to the agreement's protections and use limitations.

Compliance support

Need a BAA or security review?

Our team can help with agreement execution, HIPAA configuration, and security documentation for your healthcare communications workflow.

  Download BAA Contact compliance