Demonstration environment. Fictional organization, fictional vendors, synthetic data throughout. Changes you make stay in this browser only.
ParvinCorpVendor & BAA Register

Ridgeline Health Partners. Multi-specialty physician group, 6 sites, 14 providers.

Signed in as

Marisol Vance, Compliance Officer. Runs the register. Adds vendors, records BAAs and security evidence, and completes the annual reviews. Sees the audit trail.

VendorsMenu
DashboardCoverage and riskFindingsGaps to closeReviewsAnnual review cycleReportPrint for partners or auditorsVendorsThe registerAdd a vendorIntake and BAA checkCalendarDue in the next 90 daysOrganizationEntities, regions and sitesAudit trailWho changed whatGuided tourWhat this does
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Vendors / Cobalt Lab Link
High riskBAA: Signed, in forceScheduled

Cobalt Lab Link

Interface between our EHR and the reference lab. Lab or device interface. Full patient records.

Findings

Plain rules over the facts below. Fix the fact and the finding clears.

No findings. This vendor meets every rule the register checks.

Patient data held without a BAA

Every day the vendor held our patient data with no signed BAA in force, worked out from the holding and BAA histories below. These periods never disappear: a BAA signed later does not cover them. Each needs a breach risk assessment (45 CFR 164.402).

  • Held our patient data from Aug 13, 2025 to Aug 31, 2025 (19 days) while the signed BAA had ended and no new one was in force.

    Assessment
    Low probability of compromise, documented
    Completed
    Sep 21, 2025
    Assessed by
    Marisol Vance, privacy officer

Business associate agreement

BAA: Signed, in force
Document
Signed Sep 1, 2025
Filed at
BAA-011, renewal, amended to add termination
Effective
Sep 1, 2025
Ends
With the service agreement
Next BAA review
Jan 4, 2027 (in 90 days)
Breach notice
30 days
  • YesBreach reported within 60 days of discovery
  • YesWe can terminate if the vendor violates a material term
  • YesData is returned or destroyed when the relationship ends
  • YesSubcontractors are bound by the same terms

Signed BAA history

  • Signed Mar 16, 2023, entered Mar 16, 2023: effective Mar 16, 2023, ends Aug 12, 2025. BAA-011, first term, archived
  • Signed Sep 1, 2025, entered Sep 1, 2025: effective Sep 1, 2025, runs with the service agreement. BAA-011, renewal, amended to add termination
Update the BAA
The agreement says
Attach the copy

Required when you record a newly signed BAA, so anyone checking can open the signed copy. Not needed for a draft or when only amending terms.

Risk tier

High risk

Score 5. Reviewed every 12 months at this tier.

  • Can reach full patient records+4
  • Lab or device interface carries medium inherent risk+1

Before any security evidence points (patient data access, kind of service, remote access and subcontractors) the score is 5, which is high. That part alone decides whether a SOC 2 report or HITRUST certification is required.

8 and up is critical, 5 to 7 high, 2 to 4 moderate, below 2 low. A vendor without patient data is never above moderate. How the score works

Security evidence

The security questionnaire is the vendor's own answers about how it protects data. A SOC 2 report or HITRUST certification is an outside auditor's report on how well the vendor protects data, rather than the vendor's own answers.

  • Security questionnaire

    Dated May 9, 2026, valid to May 9, 2027

    Current

  • SOC 2 Type II report

    Dated Mar 20, 2026, valid to Mar 20, 2027

    Current

  • HITRUST certification

    Valid for 24 months once received

    Not needed

Before any evidence points it rates high, so it needs a security questionnaire from the last 12 months and a SOC 2 report or HITRUST certification that is still valid.

Record new evidence
Attach the copy

Required: the report, certification or completed questionnaire this date comes from.

Subcontractors

Companies this vendor passes our data to.

None recorded.

Add or confirm a subcontractor

Entering an existing name updates that subcontractor.

Data, access and contacts

Patient data
Full patient records
Remote access
No
Internal owner
Dr. Amara Singh
In the register since
Mar 16, 2023
Contract held by
Ridgeline Medical Group
Sites served
Main Campus and Stonebridge
Patient data first shared
Mar 16, 2023; the vendor holds our patient data
Data handled
Lab results; Names, contact details and demographics; Insurance and member IDs
Who to call about an incident
Interface support, Support, support@cobalt-lablink.test
Change the contracting entity or sites
Contract and sites

Sites it serves

Leave every box clear if it serves every site.

East Region

West Region

Update access and data

Vendors change after intake: a phone vendor starts recording calls, an IT vendor is given EHR admin rights. Record what the vendor touches today. The BAA requirement and risk tier are recomputed from your answers.

Patient data access
Data handled
Only if you are lowering access to no patient data

This vendor already holds our patient data, and lowering its access does not take that data back. Record the certificate that confirms it was returned or destroyed. If the vendor keeps the data, keep its access at limited or full.

Who to call about an incident (optional)

Annual reviews

Start the review

Next review Aug 27, 2027 (in 325 days).

End of the relationship

When this relationship ends, record the date here. For a vendor with patient data, the register then asks for proof the data was returned or destroyed.

Documents (3)

Copies anyone checking can open: signed BAAs, security reports, questionnaires and certificates. Newest first. Attached copies are never removed.

  • Security questionnaireSecurity questionnaire (sample). Attached May 9, 2026 by Marisol Vance.Open the copy
  • SOC 2 reportSOC 2 report (sample). Attached Mar 20, 2026 by Marisol Vance.Open the copy
  • Signed BAASigned BAA (sample). Attached Sep 1, 2025 by Marisol Vance.Open the copy
Attach a document
Attach the copy

An older signed BAA, an amendment, or anything an auditor will ask to see.

Notes (1)

What happened with this vendor, in order, with who wrote each note and when. Notes are never edited; a correction is a new note.

  1. The renewal was signed late and on an older template with no termination clause. Legal had the vendor sign an amendment, and the follow-up review approved it.

    At intake, Mar 16, 2023

Add a note

Saved with your name and today's date, and recorded in the audit trail.

History of this record

Recorded automatically when anything changes. Nobody can edit it.

Open in the audit trail
  1. Completed the annual review: ApprovedMarisol Vance, Aug 27, 2026
  2. Amended the BAA to add termination for a material violation (BAA-011, renewal, amended to add termination)Marisol Vance, Aug 22, 2026
  3. Completed the annual review: Approved with conditionsMarisol Vance, May 9, 2026