HIPAA & Compliance Standards

1. Scope

Client navigation, appointment scheduling, and communication coordination services for covered entities are administered under executed HIPAA Business Associate Agreements (BAAs) with Pipo LLC. OpenLingua does not provide direct medical advice or clinical care.

2. Business Associate Agreements

A Business Associate Agreement is executed with Pipo LLC before any coordination service involving protected health information (PHI) begins. The BAA defines the permitted uses and disclosures of PHI, the safeguards applied, and the reporting obligations of each party.

3. Permitted Uses of Protected Health Information

Where a BAA is in place, PHI is used only to:

• Schedule and confirm patient appointments.
• Coordinate communication between the practice and the patient.
• Arrange language access for a scheduled encounter.
• Support billing and remittance for coordination services rendered.

4. Administrative, Physical & Technical Safeguards

• Encryption in transit (HTTPS) for all platform traffic.
• Role-based access controls limiting PHI to authorized personnel.
• Private file storage for uploaded documents, served only through short-lived signed links.
• Audit logging of record access and modification.
• Minimum-necessary handling, including initials-only client references where full identifiers are not required.

5. Workforce & Subcontractor Obligations

Personnel with access to PHI receive HIPAA privacy and security training. Any subcontractor that creates, receives, maintains, or transmits PHI on our behalf is bound by written obligations at least as protective as those in the governing BAA.

6. Breach Notification

Suspected or confirmed unauthorized access, use, or disclosure of PHI is investigated immediately. Affected covered entities are notified without unreasonable delay and no later than the timeframe required under the BAA and applicable law.

7. No Clinical Care

OpenLingua is not a healthcare provider and does not diagnose, treat, or advise on any medical condition. All clinical decisions remain with the treating licensed practitioner.

8. Reporting & Contact

To request a BAA, report a privacy concern, or ask a compliance question, contact hello@openlingua.net.