Scope of Services
Describe required activities, screenings, or assessments, including frequency, locations, and any vendor roles to avoid scope creep.
A concise Healthcare Wellness Agreement clarifies expectations, protects PHI, documents consent for data processing, sets incentive terms, and reduces disputes. Properly drafted agreements support compliance with HIPAA, tax reporting, and state contracting rules while making program administration predictable for sponsors and participants.
Common parties include employers and benefits teams, health systems, insurers, and individual program participants; each has distinct responsibilities under the agreement.
Assign clear roles in the agreement—administrator, data steward, and participant—to reduce ambiguity about who enforces privacy, issues incentives, and handles disputes.
| Field mapping | Map name, DOB, consent, and incentive fields to form fields. |
|---|---|
| Routing order | Define signer sequence: sponsor, provider, participant. |
| Authentication | Choose email-only, SMS code, or KBA based on risk level. |
| Conditional fields | Show PHI-related fields only after consent is checked. |
| Audit retention | Set retention for audit trails and A/V if notarization used. |
Confirm the signing platform supports required security, authentication, and file formats before deployment.
Ensure the vendor can sign a Business Associate Agreement if PHI is handled, provide tamper-evident audit trails, and meet your retention and export needs.
Describe required activities, screenings, or assessments, including frequency, locations, and any vendor roles to avoid scope creep.
Specify what personal health information will be collected, permitted uses, disclosures, storage location, and de-identification procedures where applicable.
Detail eligibility, calculation, payment timing, tax treatment, and how forfeiture or prorated amounts are handled.
Declares applicable privacy laws, required safeguards, incident reporting, and whether a BAA is in force for PHI handling.
State grounds for termination, notice periods, effects on incentives, and post-termination data handling.
Allocate risk for data breaches, inaccurate measurements, and third-party claims; include caps where appropriate.
Record the exact MM/DD/YYYY when participant consent begins.
Specify start and end dates for program participation.
Define payment timing, commonly within 30–60 days after verification.
Report certain incentives on Form 1099 by Jan 31 per IRS rules.
Provide participants notice of record retention and access procedures.
| 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 | 7-day free trial | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |