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Healthcare Location Agreement

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HEALTHCARE LOCATION AGREEMENT

Parties and Recitals

This Healthcare Location Agreement (the "Agreement") is entered into by and between Location Name: (hereafter "Location"), and Provider Name: (hereafter "Provider"). Location and Provider are sometimes referred to individually as a "Party" and collectively as the "Parties."

Effective Date and Term

Effective Date: . The initial term of this Agreement shall commence on the Effective Date and continue for a period of months, unless earlier terminated in accordance with Section Termination below.

Location Details and Access

Premises/Areas to be used (describe rooms, suite numbers, exam rooms, procedure rooms):

Access Days and Hours: from to . After-hours access and emergency access procedures shall be as set forth in the Location’s policies and as approved by the Parties in writing.

Services and Permitted Activities

Provider shall use the Premises solely to deliver the following permitted healthcare services (check all that apply):

Compensation, Fees and Billing

Provider shall pay Location the following fees for use of the Premises and services: Fee Type: ; Amount: $ . Payment terms: .

Insurance and Indemnity

Provider shall maintain and provide proof of professional liability insurance, general liability insurance, and workers' compensation insurance as required by applicable law. Minimum limits: Professional liability $ per claim and aggregate; General liability $ . Provider shall name Location as an additional insured where required by Location.

Indemnification: Provider agrees to defend, indemnify and hold harmless Location and its officers, agents and employees from and against any claims, liabilities, losses, damages or expenses (including reasonable attorneys' fees) arising out of Provider's acts, omissions, professional services, or breach of this Agreement, except to the extent caused by the gross negligence or willful misconduct of Location.

Compliance, Licensure and Staff Credentials

Provider represents and warrants that it holds all necessary licenses, permits and certifications to provide the permitted services at the Premises. Provider shall ensure that all personnel providing services at the Premises are appropriately credentialed and maintain current licensure. Provider shall provide to Location upon request copies of licenses, DEA registration (if applicable), and proof of credentials and training.

Medical Records, Privacy and HIPAA Compliance

Provider shall retain clinical records in compliance with applicable law, professional standards and Location policies. Provider is responsible for maintaining patient records created by Provider and for responding to requests for release of patient information, except as otherwise agreed in writing. Provider shall implement administrative, physical and technical safeguards to protect protected health information and shall comply with applicable privacy and security laws and regulations.

Authorization to access Location electronic systems (if any):

Equipment, Supplies and Storage

Responsibility for supply and equipment costs shall be as follows: Provider: ; Location: .

Safety, Incident Reporting and Quality

Provider shall follow Location’s safety, infection control and reporting policies. Provider shall report adverse events, sentinel events and incidents to Location within hours of discovery. Provider shall cooperate in any investigation and corrective action.

Termination

Either Party may terminate this Agreement for material breach if the breaching Party fails to cure the breach within days after written notice. Either Party may terminate without cause upon days' prior written notice.

Notices

Confidentiality and Proprietary Information

Each Party shall maintain the confidentiality of nonpublic information of the other Party and shall not disclose such information except as required by law, or as necessary to perform obligations under this Agreement. This obligation survives termination of the Agreement for a period of years.

General Provisions

Governing Law: The validity, interpretation and enforcement of this Agreement shall be governed by the laws of the state of , without regard to conflict of law principles.

Entire Agreement: This Agreement, together with any attachments and executed addenda, constitutes the entire agreement between the Parties with respect to the subject matter and supersedes all prior discussions and agreements.

On-site Patient Contact (Administrative Use)

Name: Phone:

Emergency Contact: Phone:

Acknowledgments and Certifications

By executing this Agreement, each Party certifies that the signatory is authorized to bind the Party and that all information provided is true and correct. Provider acknowledges its obligations to comply with applicable healthcare statutes, rules, and professional standards in performing services at the Premises.

Execution

The Parties have executed this Agreement as of the dates indicated below.

Location Printed Name:

Provider Printed Name:

By:

Date:

Title:

By:

Date:

Title:

Enter text✕

What a Healthcare Location Agreement Covers

A Healthcare Location Agreement is a written contract that defines the rights and obligations of a healthcare provider and the owner or operator of a physical site where services will be delivered. Typical provisions describe the precise location, permitted uses, hours of operation, access and security rules, insurance and indemnity requirements, compliance with privacy laws (including HIPAA), maintenance obligations, and the term and termination mechanics. The agreement can govern ambulatory clinics, imaging suites, mobile service visits, temporary use of leased medical space, or co-location arrangements with third parties.

Why a Clear Location Agreement Matters

A well-drafted Healthcare Location Agreement reduces operational risk by clarifying responsibilities, ensuring HIPAA-compliant handling of protected health information, allocating liability and insurance, and setting clear access and billing expectations for payers and vendors.

Why a Clear Location Agreement Matters

Who Typically Prepares and Signs These Agreements

The agreement involves multiple stakeholders from operations, legal, and facilities teams and should be reviewed by compliance experts before execution.

  • Healthcare providers and clinics — Physicians, practice managers, or clinic administrators who need site control and patient privacy protections.
  • Facility owners and operators — Property managers and landlord representatives responsible for access, utilities, and premises safety.
  • Legal, compliance, and procurement teams — Counsel and contract managers who ensure HIPAA, insurance, and regulatory requirements are met.

Signatures often require authorized signatories for both the healthcare organization and the property owner; routing should reflect organizational signing authority.

Core Sections to Include in a Healthcare Location Agreement

Include distinct sections that allocate operational duties, privacy responsibilities, and financial terms so each party understands obligations and remedies.

Parties & Location

Identify each contracting entity by legal name and specify the exact physical address, suite, room numbers, and any shared areas to prevent ambiguity about the permitted footprint.

Term & Renewal

Define the initial term, renewal options, and conditions for early termination; include effective date, automatic renewal rules, and notice timing for nonrenewal.

Permitted Uses

List allowed clinical and administrative activities, any prohibited operations, and whether subleasing or assignment is permitted, with clear scope limits.

Access & Hours

Set authorized access hours, key and badge procedures, after-hours access rules, and responsibilities for security systems and visitor protocols.

Compliance & HIPAA

Require a Business Associate Agreement where PHI is handled and state that both parties must follow HIPAA (45 CFR §160–164) and applicable state privacy laws.

Insurance & Indemnity

Specify minimum liability insurance, professional liability where applicable, certificates of insurance, and indemnification obligations for each party.

Security and Compliance Elements to Verify

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest
HIPAA BAA: Business Associate Agreement required
Audit Trail: Timestamped signature records
Access Controls: Role-based user permissions
Data Residency: Specify hosting region if required
Retention Policy: Defined retention and destruction rules

Step-by-Step: Completing a Healthcare Location Agreement

Follow a structured sequence to gather details, confirm compliance, and obtain authorized signatures to reduce rework and legal exposure.

  • 01
    Gather details: Collect legal names, full address, and tenant ID.
  • 02
    Define scope: Specify permitted services and excluded activities.
  • 03
    Confirm compliance: Attach HIPAA BAA and insurance certificates.
  • 04
    Sign and distribute: Execute by authorized signers and share final copies.

How to Configure an Online Execution Workflow

Set up the digital workflow to match approval order, authentication level, and required attachments before sending for signature.

Field Configuration
Authentication Email link | SMS code | KBA as needed
Conditional Fields Enable clauses that appear only for certain locations
Template Locking Prevent edits to core legal clauses
Routing Order Sequential approvals or parallel signing

Digital Signing and Technical Requirements

Ensure the signing platform supports HIPAA, audit trails, PDF/Word import, and integrates with your document management system before use.

  • File formats: PDF, DOCX supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS OTP, 2FA options

Verify whether a Business Associate Agreement (BAA) is required, confirm data residency constraints, and test a complete signing flow with all signer roles before production use.

Where to Send, File, and Store the Executed Agreement

Follow a clear routing plan so the executed agreement is available to operations, compliance, and finance teams without delay.

  • Prepare agreement: Assemble signed exhibits, insurance certificates, and BAAs.
  • Attach documents: Include licenses, COI, and any vendor addenda.
  • Send to signers: Route in the correct approval order with authentication.
  • Store and notify: Archive in DMS and notify stakeholders of location.

Key Deadlines and Notice Periods to Track

Track dates that affect access, insurance, renewal, and termination to avoid service interruptions or uncovered liability.

Effective Date:

Agreement obligations begin on the MM/DD/YYYY effective date.

Service Start:

Operations must be ready on scheduled service commencement date.

Renewal Notice:

Typical notice windows: 30, 60, or 90 days before term end.

Termination Notice:

Follow contractual notice periods to reduce breach risk.

Insurance Certificate Due:

Provide COI before first day of operations.

Common Penalties and Risks from Incomplete Agreements

HIPAA Breach: Civil and criminal penalties
Uninsured Liability: Out-of-pocket damages
Contract Damages: Loss of revenue and remedies
Regulatory Fines: State licensing penalties
Operational Disruption: Service interruptions and downtime
Signature Invalidity: Enforceability challenges

Real-World Examples and Outcomes

Two brief examples show how organizations use location agreements to enable compliant operations and faster execution.

John Butler — Fertility Centers of Illinois

A clinic standardized site agreements to centralize insurance and compliance review, reducing negotiation time.

  • Implementation focused on HIPAA BAA integration and NetSuite export.
  • "The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company."

Tim Martin — Martin Properties

A property manager used templated location agreements for clinic tenants to speed approvals.

  • Process enforced certificate collection and access rules.
  • "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

FAQs — Common Questions About Healthcare Location Agreements

Answers to frequent practical and legal questions when preparing, signing, or storing a Healthcare Location Agreement.


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eSignature Vendor Pricing and Feature Snapshot for Healthcare Location Agreements

Compare common eSignature options for executing Healthcare Location Agreements; signNow is listed first for quick vendor comparison and includes HIPAA-capable plans.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes, 7-day trial, no card Yes, trial available Yes, trial available Yes, trial available Yes, trial available
Bulk Send Yes (Business Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA available) Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year limit Varies by plan Varies by plan Varies by plan
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