Legal agreements and documents

Accept Fluent's agreements when you first sign in, sign the BAA if you handle patient health information, and download signed copies later.

For everyone at an agency Web app, mobile app and email 3 min read Last updated October 20, 2026

What you'll learn

  • How to accept Fluent's agreements the first time you sign in, and sign the BAA if your agency handles patient health information.
  • How to download signed copies of your agreements later.

Accept the agreements for your agency

As your agency's Owner, you accept Fluent's agreements for the whole agency on Review agreements. It opens after you sign in on the web app or the mobile app.

The PHI question decides whether you also sign the BAA. Without one, appointments show "Patient details are hidden until your agency signs the Business Associate Agreement (BAA)."

  1. Under "Will you use Fluent with PHI?", select Yes if your agency schedules appointments with patient health information, now or in the future. Otherwise, select No.
  2. Turn on the checkbox that starts "By clicking Accept, I confirm that I am authorized to accept".
  3. Click Accept and continue.

The checkbox accepts the Master Subscription Agreement (MSA), Privacy Policy, Acceptable Use Policy, and Authorized User Terms at once. After a Yes, you also sign the BAA, and Fluent emails it to you as a PDF.

Accept the agreements for yourself

If you aren't your agency's Owner, you accept 3 documents for yourself: the Authorized User Terms, Acceptable Use Policy, and Privacy Policy. Fluent opens "Join {agency} on Fluent" after you sign in, and you can finish once the Owner has accepted.

You don't sign the BAA. BAA Active next to your agency's name means your agency has signed one.

  1. Turn on the checkbox that starts "I'm authorized to access Fluent on behalf of". Its links open the 3 documents.
  2. Click Agree and continue.

When Fluent asks again

When a document has a new version, the agreements screen opens again at your next sign-in. In the web app, a page reload opens it too, until you accept.

  • Master Subscription Agreement (MSA) or Privacy Policy: The Owner accepts it again and answers the PHI question again. A new Privacy Policy also goes to everyone else, who can continue once the Owner accepts it.
  • Acceptable Use Policy and Authorized User Terms: Everyone accepts them again.
  • Business Associate Agreement (BAA): No one signs it again. Any signed BAA counts.

Fluent doesn't email anyone before a new version.

Find your signed documents

Fluent keeps a copy of every document your agency accepted, with one row for each version and the date you accepted it. Owners, Admins, Managers, and Schedulers download signed copies on the web app.

  1. Go to Settings › Documents. The page is titled Legal Documents.
  2. Next to a document, click Download.

Only the Owner sees the MSA and the BAA on this page.

Interpreters don't have this page. The current version of every document is at fluentworks.com/legal.

Rules and limits

  • Closing the agreements screen with × or the Fluent logo signs you out. The screen opens again at your next sign-in.
  • Fluent emails the signed BAA once. For another copy, download it from Settings › Documents.

Troubleshooting

I can't click Agree and continue

With the checkbox on, the button stays off until your agency's Owner accepts the current MSA and Privacy Policy. Ask the Owner to sign in and accept.

I answered No to the PHI question and now need the BAA

After a No, the app has no screen where you can sign the BAA.

Important: The screen says "If your needs change, you can sign a BAA later from any appointment form, where patient details ask for one." Once the agreements are accepted, Review agreements on the appointment form doesn't offer the BAA.

Contact support and ask to sign the BAA for your agency.