Establishing secure connection…Loading editor…Preparing document…

Patient Advisor Services Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

PATIENT ADVISOR SERVICES AGREEMENT

This Patient Advisor Services Agreement ("Agreement") is entered into effective as of by and between:

Provider Name:

Client Name:

RECITALS

WHEREAS, Provider has training, experience and expertise in advising patients and their authorized representatives regarding health care options, care coordination, insurance navigation, and related non-clinical advisory services; and

WHEREAS, Client desires to retain Provider to perform patient advisory services on the terms and conditions set forth in this Agreement, and Provider is willing to provide such services as an independent contractor; and

WHEREAS, the parties intend to protect confidential patient and business information and to define payment, term, termination, and other rights and obligations of the parties.

SCOPE OF WORK

Provider will furnish patient advisory services as agreed by the parties, which may include but are not limited to patient intake coordination, explanation of care options, benefits verification, appointment coordination, assistance with claims and appeals, and facilitation of communication between Client, patients, and third-party providers. Specific tasks, deliverables and performance standards shall be set forth below:

PAYMENT TERMS

As consideration for the Services, Client will pay Provider in accordance with the following terms.

Provider will issue invoices in accordance with the Billing Schedule. Unless otherwise stated on the invoice, payments are due within the period described in Billing Schedule and, if not paid within that period, Client shall pay the Late Fee on the unpaid balance. Client is responsible for all reasonable costs of collection, including attorneys' fees.

TERM AND TERMINATION

This Agreement shall commence on the Start Date and continue until the End Date unless earlier terminated in accordance with this section.

Start Date:    End Date:

Either party may terminate this Agreement for material breach by the other party if such breach remains uncured for a period of days after written notice specifying the breach. Either party may also terminate immediately for reasons of patient safety or unlawful conduct.

CONFIDENTIALITY

Each party acknowledges that it will receive Confidential Information from the other party. "Confidential Information" includes, without limitation, patient records, medical information, personally identifiable information, insurance and billing records, financial information, business processes, and other information clearly designated as confidential or that reasonably should be understood to be confidential given the nature of the information.

The receiving party shall: (a) hold Confidential Information in strict confidence using at least the same degree of care it uses to protect its own confidential information but in no event less than reasonable care; (b) not use Confidential Information except as necessary to perform its obligations under this Agreement; and (c) not disclose Confidential Information to any third party except to employees, contractors or agents who have a need to know and who are bound by confidentiality obligations at least as restrictive as those in this Agreement.

Notwithstanding the foregoing, Confidential Information does not include information that: (i) is or becomes publicly known through no breach of this Agreement by the receiving party; (ii) is rightfully received from a third party without restriction; (iii) is independently developed by the receiving party without use of or reference to the disclosing party's Confidential Information; or (iv) is required to be disclosed by law, provided the receiving party gives prompt written notice to the disclosing party and cooperates reasonably with efforts to limit disclosure.

Provider shall comply with all applicable privacy and health information laws and regulations in handling patient information and shall implement reasonable administrative, physical and technical safeguards to protect such information. Provider acknowledges that certain disclosures may require patient authorization or business associate agreements and agrees to cooperate to execute any documentation reasonably required by Client.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflicts of law principles. The parties consent to exclusive jurisdiction and venue in the state and federal courts located in that state.

ENTIRE AGREEMENT; AMENDMENT

This Agreement, including all exhibits and attachments, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals and communications, whether written or oral. No amendment or modification to this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

MISCELLANEOUS PROVISIONS

Independent Contractor: Provider is an independent contractor for all purposes and is not an employee, agent, partner or joint venturer of Client. Provider is responsible for all taxes and insurance obligations arising from compensation paid under this Agreement.

Indemnification: Each party shall indemnify, defend and hold harmless the other party from and against any claims, liabilities, losses, damages and expenses, including reasonable attorneys' fees, arising out of the indemnifying party's breach of this Agreement, gross negligence, or willful misconduct.

Limitation of Liability: Except for damages arising from a party's willful misconduct or breach of confidentiality obligations or obligations related to patient information, neither party shall be liable to the other for special, incidental, exemplary, punitive or consequential damages, whether in contract, tort (including negligence) or otherwise.

Provider

Printed Name:

By:

Date:

Client

Printed Name:

By:

Date:

Enter text✕

What the Patient Advisor Services Agreement Is

The Patient Advisor Services Agreement is a written contract that sets out the scope, responsibilities, confidentiality, compensation, and timelines for advisory services provided to a patient or their authorized representative. It documents whether the advisor will provide care navigation, benefits counseling, treatment decision support, or advocacy, and records any limitations on scope, conflicts of interest, and data-sharing permissions. The agreement establishes expectations for documentation, delivery methods (in-person, telehealth, or phone), billing or fee arrangements, and how protected health information will be handled under applicable privacy laws. Use this agreement to create a clear, auditable record of the advisor relationship.

Why a Formal Agreement Matters

A clear Patient Advisor Services Agreement reduces misunderstandings about scope, fees, and data use while helping ensure compliance with health privacy and consumer disclosure rules.

Why a Formal Agreement Matters

Who Typically Prepares or Signs This Agreement

Identifying the correct signers and their authority reduces disputes and supports legal enforceability.

  • Healthcare organizations that contract with external patient advisors to ensure consistent service standards and HIPAA compliance.
  • Independent patient advisors or advocacy firms documenting service scope and fee arrangements with clients.
  • Patients or legally authorized representatives who must consent to data access, fee terms, and the advisor’s role.

Core Elements to Include in a Professional Agreement

A well-drafted Patient Advisor Services Agreement balances operational clarity with legal protections; include sections that address scope, data handling, fees, timelines, signing authority, and termination.

Scope of Services

Describe precise advisory activities, deliverables, and any limitations to clinical decision-making or medical advice.

Term and Effective Date

State when services begin and end, renewal conditions, and how to record interim extensions or modifications.

Fees and Billing

Specify fee basis (hourly, flat, subscription), billing frequency, and responsibility for taxes or third-party payments.

Confidentiality

Detail protection of PHI, any minimum security measures, and roles under HIPAA including BAA expectations.

Data Use and Consent

List data sharing permissions, permitted disclosures, and whether de-identified data may be used for analytics.

Termination and Remedies

Set notice periods, grounds for immediate termination, and post-termination obligations for data return or destruction.

Essential Compliance and Security Items to Note

HIPAA: BAA required for any exchange of protected health information
ESIGN / UETA: Electronic signatures enforceable under ESIGN and UETA when intent and consent are established
Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Signed record should include timestamps, IPs, and signer attribution
Access Controls: Role-based access and multi-factor authentication recommended
Certifications: SOC 2 Type II and ISO 27001 indicate independent security controls

Consequences of an Incomplete or Incorrect Agreement

Breach of Privacy: Civil penalties and corrective action if PHI protections or BAAs are missing
Contract Disputes: Ambiguous scope can lead to billing disputes or litigation
Regulatory Noncompliance: Violations of ESIGN/UETA consumer disclosure rules risk unenforceability
Financial Risk: Unclear fee terms can trigger refunds, chargebacks, or penalties
Operational Disruption: Missing data-access rules hinder continuity of care
Loss of Evidence: Poor retention destroys audit trail needed for disputes or audits

Common Preparation Errors to Avoid

  • Using vague scope language that omits specific deliverables or limitations on medical advice.
  • Failing to secure a Business Associate Agreement when PHI is exchanged with third parties.
  • Mismatched signer names or missing authorization for representatives or guardians.
  • Omitting effective dates or conditional start triggers for services tied to other approvals.

Step-by-Step: How to Complete the Agreement

Follow this sequence to prepare and finalize a Patient Advisor Services Agreement accurately and efficiently.

  • 01
    Identify Parties: Enter full legal names for advisor and patient or authorized representative
  • 02
    Define Scope: List specific advisory tasks, deliverables, and excluded activities
  • 03
    Set Fees: Specify fee type, amounts, billing frequency, and payer responsibilities
  • 04
    Obtain Signatures: Collect dated signatures and record signer authority and witness if required

Typical Workflow for Agreement Execution

A typical execution path moves from preparation to signing, secure delivery, and record retention with audit tracking at each step.

  • Draft: Prepare agreement text and attachments
  • Review: Internal legal and compliance review
  • Sign: Collect signatures digitally or in person
  • Store: Save final signed copy and audit trail securely

Configuring an Online Signing Workflow

Set up fields and authentication to match the agreement’s risk level and legal requirements.

Field Configuration
Signature Field Required for each party; include date and printed-name fields
Authentication Use email + optional SMS code or KBA for higher assurance
Document Locking Enable tamper-evident sealing after final signature
Notifications Enable recipient email confirmations and completion receipts

Delivery and eSubmission Considerations

Configure audit trails and storage controls to satisfy HIPAA and internal retention policies.

  • Supported Formats: PDF, Word DOCX and HTML preserved for audit
  • Integrations: Connectors for Salesforce, NetSuite, Microsoft 365, and Google Workspace
  • Authentication Options: Email link, SMS code, KBA, or advanced signer verification

Timing and Deadline Expectations

Establish clear deadlines for performance, billing, notice periods, and data retention to reduce disputes and meet regulatory requirements.

Effective Date:

Specify as MM/DD/YYYY when obligations begin

Notice Periods:

Standard 30-day notice for termination unless immediate cause exists

Billing Cycle:

Define monthly, per-engagement, or milestone billing cadence

Response Times:

State expected turnaround for advisor responses, e.g., 2 business days

Record Retention:

Maintain signed records per applicable retention rules

Key Processing Stages and Milestones

Track these sequential milestones from contract creation through post-termination obligations to preserve auditability and service continuity.

01

Drafting

Create agreement and attach any authorization forms

02

Compliance Review

Verify HIPAA, BAA needs, and consumer disclosure requirements

03

Execution

Collect signatures and record authentication evidence

04

Post-Term Retention

Archive records according to retention policy and legal standards

eSignature Pricing and Feature Snapshot

Compare core pricing and compliance features for common eSignature providers. signNow is listed first per comparison conventions; confirm vendor details with providers before purchasing.

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 trial No No Yes (limited) Yes (limited)
Bulk Send Yes (premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions and Troubleshooting

Answers to common questions about completion, signature validity, privacy, and signing options for the Patient Advisor Services Agreement.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users