Notice of Privacy Practices

Our Legal Duty

We are required by law to maintain the privacy and security of your PHI, to provide you with this Notice of our privacy practices, and to follow the terms of the Notice currently in effect. We may update this Notice from time to time. The most current version will be available upon request and on our website.

• How we may use and disclose your PHI
• Your rights regarding your PHI
• Our legal responsibilities to safeguard your PHI

HIPAA Compliance

“Protected Health Information” includes information that identifies you and relates to your past, present, or future physical or mental health condition, the provision of healthcare, or payment for healthcare. We use and disclose PHI only as permitted by HIPAA and applicable laws.

Your HIPAA Rights

• Access Your Records. You may request and obtain copies of your health records.
• Request Corrections. You may request amendments to incorrect or incomplete information.
• Request Restrictions. You may ask us to limit certain uses or disclosures of your PHI.
• Confidential Communications. You may request that we contact you via specific means (for example, mail, phone, or email).
• Accounting of Disclosures. You may request a list of certain disclosures made outside treatment, payment, or healthcare operations.
• File a Complaint. If you believe your rights have been violated, you can file a complaint with us or with the U.S. Department of Health and Human Services (HHS) without fear of retaliation.

Uses and Disclosures of PHI

We use and disclose PHI for treatment, payment, and healthcare operations. Examples include:

Treatment

We may share PHI with dentists, physicians, specialists, labs, or other providers involved in your care. Example: when referring you to a specialist, we may share necessary medical history.

Payment

We may use PHI to process insurance claims, verify benefits, or collect payment for services. Example: we may disclose necessary information to your dental insurer for claim approval.

Healthcare Operations

We may use PHI to improve services, train staff, conduct quality assessments, or comply with audits and legal requirements.

Your Authorization

Other uses or disclosures not described in this Notice will be made only with your written authorization. You may revoke an authorization at any time in writing, except to the extent action has already been taken in reliance on it.

Additional Situations Where We May Disclose PHI

To Family and Friends

With your consent, we may disclose information to family members or caregivers involved in your care. If you are unavailable or incapacitated, we may use professional judgment to determine whether a disclosure is in your best interests.

Unsecured Email Communications

We will not send unsecured emails regarding your PHI unless you specifically authorize us to do so. You may revoke this authorization at any time.

Appointment Reminders & Communications

We may contact you by phone, text, email, or mail for appointment reminders, treatment follow-ups, or important office updates. Message and data rates may apply.

Legal Disclosures

• Public Health. Reporting disease, adverse events, or medical device issues.
• Abuse or Neglect. Reporting suspected child, elder, or domestic abuse.
• Law Enforcement. Responding to subpoenas, court orders, or lawful investigations.
• Military/National Security/Correctional. As required by law for specific purposes.
• Change of Ownership. If Perry Family Dentistry is sold or merged, records may transfer to the new owner under this Notice.

Marketing Communications and Authorized Partners

With your consent where required by law, we may use your contact information to send information about services, educational content, promotions, and events by email, SMS, or online advertising platforms (including Meta services). We may share limited personal information (for example, name, phone, email, city) with authorized marketing service providers and advertising partners acting on our behalf to deliver and measure these communications. These partners are contractually obligated to protect your information, use it only for our instructions, and comply with applicable laws.

SMS Terms (If You Opt In)

• You will receive messages only if you have opted in.
• Message frequency varies based on your interactions.
• Standard message and data rates may apply. Carriers are not liable for delayed or undelivered messages.
• Reply “HELP” for assistance or contact us at [email protected].

Data Protection & Security

We implement administrative, technical, and physical safeguards to protect your electronic and physical records against unauthorized access, theft, or breaches. If a breach of unsecured PHI occurs, we will notify you in accordance with HIPAA breach notification rules.

• Encryption for sensitive data in transit where applicable
• Access controls and authentication
• Ongoing security monitoring and updates
• Staff privacy and security training

Your Choices and How to Exercise Them

• Request access, copies, or corrections to your records
• Request restrictions on certain uses or disclosures
• Request confidential communications
• Opt out of email or SMS marketing at any time
• Request an accounting of certain disclosures

Third-Party Links

Our website may contain links to third-party sites. Their privacy practices are their own. We encourage you to review their policies. This Notice applies only to information collected by Perry Family Dentistry.

Changes to This Notice

We may revise this Notice periodically to reflect legal or operational changes. Updates will be posted on our website with the effective date above.