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• All uses and disclosures made pursuant to an authorization must be consistent with the terms and conditions of the authorization ; • Disclosures must be documented in accordance with the procedure for " Documentation Requirements . " 5 . Disclosure of PHI to Business Associates Definition of Business Associate Business Associate is an entity or person who . • performs or assists in performing a function or activity for or on behalf of a covered entity involving the use . and disclosure of PHI (including claims processing or administration in claim review assistance ; data analysis , underwriting, including vendor selection processes , etc . ) ; or • provides legal, accounting, actuarial , consulting, data aggregation, management , accreditation, or financial services, where the performance of such services involves giving the business associate access to PHI . Procedure Use and Disclosure of PHI by Business Associate. All uses and disclosures by a "business associate " must be made in accordance with a valid business associate agreement . Before providing PHI to a business associate, employees must contact the Privacy Official and verify that a business associate contract is in place . The following additional procedures must be satisfied . • Disclosures must be consistent with the terms of the business associate contract . • Disclosures must comply with the "Minimum-Necessary Standard . " (Under that procedure , each recurring disclosure. will be subject to a separate policy to address the minimum-necessary requirement, and each non-recurring disclosure must be approved by the Privacy Official . ) • Disclosures must be documented in accordance with the procedure for " Documentation Requirements . " 6. Requests for Disclosure of PHI From Spouse, Family Member or Friend The Plan and County will not disclose PHI to family and friends of an individual except as required or permitted by HIPAA. Generally, an authorization is required before another party, including spouse, family member or friend will be able to access PHI . • If an employee receives a request for disclosure of an individual's PHI from a spouse , family member, or personal friend of an individual , and the spouse, family member, or personal friend is either ( 1 ) the parent of the individual and the individual is a minor child, or (2) the personal representative of the individual , 21