BAA tracking
Which vendors are missing a BAA? Know in seconds.
Your EHR, billing service, IT support, answering service and shredding company all touch PHI. Sapphires shows which ones have a signed BAA on file and which ones don't, without digging through binders.
Every vendor, and its BAA status
Each vendor in Sapphires shows one of three things: a BAA on file, BAA terms inside the main contract, or missing. Mark a vendor as handling PHI and it's flagged until a BAA is in place.
The BAA list shows each one as active, pending, expired, or refused to sign, so the vendor that never sent theirs back doesn't get lost.
Not every vendor needs one. Say why.
Some vendors touch PHI but don't need a BAA, like another provider you share records with to treat a patient. Mark them exempt and write the reason. The flag goes away, and the reason is there when an auditor asks.
The BAA stays with its contract
A BAA lives with its vendor, next to that vendor's contracts and amendments. When the main contract is up for renewal or ending, you see it, and you can deal with what happens to the PHI before the vendor is gone.
Renewal and notice dates go on one calendar, and a daily email tells you what's coming at the checkpoints you pick, like 60, 30 and 7 days out. It only sends when something is due, and never emails the vendor.
Getting your vendors in
Bring your whole vendor list in from a spreadsheet. A dry run shows what will be added or updated before anything changes, and the same layout exports back out.
Upload each BAA or contract as a PDF or Word file, even a scan. Sapphires reads the dates and terms and shows them to you as a draft, and nothing is saved until you check it.
We help you with the setup. You won't be left to load 60 vendors by yourself.
Built for an audit
A change history shows who changed what on each contract, and when. An audit log records sign-ins and changes, and auditors can have read-only access.
Every contract is also copied to your own OneDrive when it's saved, and again each night. If you ever want everything at once, we'll export every contract as a spreadsheet plus the PDFs, sorted by service line and vendor.
Each customer gets their own database and storage, sign-in is through your Microsoft account, and we sign a BAA with you.