How to submit Business Associate Agreement (BAA) on Mortho: A Step-by-Step Guide

Submitting Business Associate Agreement (BAA) on Mortho: A Step-by-Step Guide

Mortho is committed to maintaining the highest standards of data privacy and HIPAA compliance. To uphold these standards, all physicians and hospital administrators must complete a Business Associate Agreement (BAA) as part of their onboarding process. TheBAA is a legal contract that ensures Mortho, as a technology provider, agrees to safeguard any Protected Health Information (PHI) accessed or processed through the platform. This is especially important for users who will utilize Mortho’s AI-powered chat, implant prediction tools, and patient data workflows, which involve sensitive medical information.

Until a valid BAA is submitted and accepted, access to certain features within Mortho will remain restricted. Completing the BAA not only enables full functionality of the application but also helps ensure that your organization meets HIPAA obligations while using Mortho’s innovative solutions.

In this article, we’ll walk you through the BAA submission process from logging in for the first time to uploading the signed agreement, so you can get up and running quickly, securely, and in compliance.

Why BAA Submission is Required

The Business Associate Agreement (BAA) is a critical component of HIPAA compliance. Under the Health Insurance Portability and Accountability Act (HIPAA), any organization that handles, stores, or processes Protected Health Information (PHI) on behalf of a healthcare provider must enter into a BAA to ensure that patient data is managed securely and responsibly. Since Mortho provides AI-driven tools that assist with surgical planning, implant prediction, and chat-based clinical workflows, the platform may access or process sensitive patient data. Therefore, before allowing access to these protected features, Mortho requires all physicians and hospital administrators to review, sign, and submit a valid BAA.

Here’s why the BAA is essential:

✅ Legal Protection for Both Parties

The BAA defines the responsibilities of both Mortho and your organization regarding data security, breach notification, and proper handling of PHI. It ensures both parties are aligned with legal obligations.

🔒 Patient Data Security

The agreement formalizes Mortho’s commitment to implement industry-standard safeguards such as encryption, secure access controls, and data minimization.

📋 Access to HIPAA-Protected Features

Features like AI-based implant predictions, surgical chat workflows, and any modules involving PHI will remain inaccessible until a valid BAA is on file.

🏥 Organizational Accountability

Hospitals and clinics using Mortho can demonstrate compliance during audits and internal reviews by maintaining a signed BAA for all users accessing patient-related modules.

Things to Know Before You Begin

• BAA Required For: Physicians and Hospital Admins
• Format: In-app form
• Filling Method: Manual entry and signature
• When Required: Immediately after first login
• Where Submitted: Directly in the on-screen pop-up
• Post Submission: AI chat and full platform access are enabled

Steps to Submit Your BAA in Mortho

Step-1: Log In to Your Mortho Account

Once you log in, you’ll have to navigate to Chat screen to see a BAA submission pop-up form.

Step-2: Navigate to Chat section & Fill in the Required Details

The moment you click on the chat button from the menu bar a pop-op form is appeared where you can fill necessary details.
• Name of Physician or Practice
→ Enter the legal name of your practice or physician entity.
• State or Country of Incorporation
→ Enter the U.S. state (or country, if outside the U.S.) where your practice is legally organized.
• Full Name Of Primary Signer
→ Enter the legal name of primary signer.
• Title Of Primary Signer
→ Enter the title (e.g., “Orthopedic Surgeon”, “Practice Owner”) of primary signer.
• Legal Contact Email (for Notices)
→ Enter the Legal Contact Email (for Notices) of primary signer.

Step-3: Enter Authorized Signer Details (Optional) *

If you have ay business partner or signing authority you want to add for the signature you can do it seamlessly follow the steps:
• Do you want to include an additional authorized signer?
→ If you want to add an authorized signer then click on “Yes”

• Name
→ Enter the legal name of your authorized signer
• Title
→ Enter the title (e.g., “Orthopedic Surgeon”, “Practice Owner”) of primary signer.
• Email (for Notices)
→ Enter the Email (for Notices) of authorized signer.

Step-4: Acceptance & Consent (All Required) *

Go through the checkboxes and select all to proceed.

Step-5:Signing the BAA

5.1 To move forward kindly click on all of the checkboxes appearing on the screen.

5.3 After downloading the Generated BAA you will be able to enter you name in the signature Dialogue box, enter your name and click on Submit. Once done the application will generate the signed copy of the BAA (If there are no additional/authorized signer) You can download the signed copy from the pop-op.(If there are no additional/authorized signer)

Support and Troubleshooting

If you encounter any issues, Mortho’s support team is available to assist you. You can:

• Submit a Ticket: Visit the Support Center and fill out the ticket form to report your issue.
• Email Support: Send your queries to support@mortho.net
• Access the Knowledge Base: Search for step-by-step guides and FAQs to resolve common issues.