The Syncro platform is HIPAA compliant, ensuring your medical client data is protected properly. If you service clients who work with medical patients in the USA, HIPAA compliance may be necessary for your business.

If you need HIPAA compliance for your Syncro account, you can start a self-serve process to get a Business Associate Agreement (BAA) generated and signed. Syncro processes these requests as they come in and you'll receive more specific timing information from us via email. 

You'll need to make minor changes to the way you access your Syncro account to comply with HIPAA policy. This document describes the process of making your Syncro account HIPAA compliant and the specific actions you'll need to take.

IMPORTANT: Our BAA is strictly an agreement between you and Syncro. We cannot enter an agreement with parties with whom we do not have a direct relationship. Each client relationship normally requires its own BAA.

Request HIPAA Compliance

To begin the process of making your Syncro account HIPAA compliant, follow these steps:

1. Navigate to Admin > Syncro Administration - HIPAA Compliance.
2. Check the box to opt in.
3. Check the box to acknowledge that Syncro does not store any any Protected Health Information (PHI) and your responsibility for errant data. You must agree not to store PHI on the platform.
4. Click Start Process. Syncro displays the additional steps that you must complete.

Update Your Syncro Account

There are three criteria you must complete before you'll receive the BAA for signature:

1. You must agree to the terms of not storing PHI on the platform.
2. You must be an active subscriber to Syncro (i.e., be a paying Syncro user).
3. Proceed to update your Mailbox to the new alias. 

Note: If your account does not have a Mailbox configured, then the Mailbox step will be automatically checked off.

Update Your Mailbox

As part of the security updates with HIPAA compliance, you must forward your email to a different alias. Your 

Note: The Syncro system default email address is automatically changed to conform with HIPAA standards. The forwarding address will have updated here and the rsmbox email will now have .shield in the URL. Please ensure you've updated your email forwarding to reflect these updates. 

To update your active outbound Mailbox, follow these steps:

1. Navigate to Admin > Emails/SMS - Mailboxes.
2. Click Edit.
3. Send a test email to the mailbox. Once the email is received, the Shield Activation status changes from "Inactive" to "Active". (You may need to refresh the page.)
4. Update your email forwarding to reflect this update.
5. Repeat this process for any additional, non-primary mailboxes.

After all of your Mailboxes have an "Active" Shield status, you can proceed with the BAA signing process.

Sign the BAA

After meeting the requirements, click Request Document to request the Business Associate Agreement (BAA) document for signing. An email containing the BAA will be sent to you.

After you've saved your signature, the system will notify Syncro and we'll send you an email letting you know that we've successfully received it.

From there, we'll review that things are in order and proceed with the final steps.

About Domain Updates

Your Syncro account will receive a new subdomain; something like: subdomain.shield.syncromsp.com. This is what you'll use for your Syncro account going forward.

If you are using any API add-ons or scripts outside of Syncro, you must update them to reflect the new domain that includes the shield.syncromsp.com aspect to continue working.

IMPORTANT: 

• When we create the new domain URL for your Syncro account, this may cause a short disruption during which you may not be able to access your account. Not to worry, this doesn't impact agents or assets.
• Once your Syncro account is forwarded to the new domain, you must use the new URL to login to your account.

What Finished Looks Like

Once the process on our side is completed, we will notify you and the checklist will reflect that the Syncro account is compliant:600