Privacy Policy

This HIPAA Privacy Policy outlines how Image Orthodontics collects, uses, maintains, and discloses Protected Health Information (PHI) in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), its implementing regulations, and other applicable federal and state laws. Our goal is to protect the privacy of your health information while providing high-quality dental care.

Definitions

• Protected Health Information (PHI): Any individually identifiable health information, whether oral, written, or electronic, that relates to your past, present, or future physical or mental health, the provision of health care, or payment for health care.

• Covered Entity: As a dental practice, we are a covered entity under HIPAA, responsible for safeguarding your PHI.

Our Commitment to Your Privacy
Image Orthodontics is dedicated to maintaining the confidentiality, integrity, and security of your PHI. We will only use or disclose your PHI as permitted or required by law, or as authorized by you.

How We Use and Disclose Your PHI
We may use or disclose your PHI for the following purposes:

1. Treatment

We use your PHI to provide dental care, coordinate treatment with other healthcare providers, or refer you to specialists. For example, we may share your dental records with a periodontist for specialized treatment.

2. Payment

We use your PHI to bill and collect payment for services provided. For example, we may share your PHI with your insurance company to process claims or verify coverage.

3. Health Care Operations

We use your PHI for internal operations, such as quality assurance, staff training, or compliance audits. For example, we may review your records to improve our services or ensure regulatory compliance.

4. Disclosures Required by Law

We may disclose your PHI when required by federal, state, or local laws, such as reporting communicable diseases or responding to court orders.

5. Public Health and Safety

We may disclose your PHI to prevent or lessen a serious threat to your health or safety or that of others, or for public health activities, such as reporting adverse reactions to medications.

6. Business Associates

We may share your PHI with third-party business associates who perform services on our behalf (e.g., billing companies or IT vendors), provided they agree to safeguard your PHI under a Business Associate Agreement.

7. Appointment Reminders and Health-Related Services

We may use your PHI to contact you for appointment reminders, follow-up care, or to inform you about treatment options or health-related services offered by our practice.

8. Individuals Involved in Your Care

With your permission, we may disclose your PHI to family members, friends, or others involved in your care or payment for your care, unless you object.

9. Other Uses and Disclosures

Any other use or disclosure of your PHI will require your written authorization. You may revoke such authorization in writing at any time, except to the extent that we have already acted on it.

10. Communication: By providing the practice with your cell number, you have consented to receive text messages for communication purposes. You may opt out by contacting the office or reply STOP.

Your Privacy Rights
Under HIPAA, you have the following rights regarding your PHI:

1. Right to Inspect and Copy

You have the right to inspect and obtain a copy of your PHI in our designated record set, subject to certain limitations. Requests must be made in writing, and we may charge a reasonable fee for copying or mailing.

2. Right to Request Restrictions

You may request restrictions on how we use or disclose your PHI for treatment, payment, or health care operations. We are not required to agree to your request, except in cases involving out-of-pocket payments, but we will consider it carefully.

3. Right to Request Confidential Communications

You may request that we communicate with you about your PHI in a specific way or at a specific location (e.g., only by phone or at a different address). We will accommodate reasonable requests.

4. Right to Amend

If you believe your PHI is incorrect or incomplete, you may request an amendment. Requests must be made in writing and include a reason for the amendment. We may deny the request under certain circumstances.

5. Right to an Accounting of Disclosures

You have the right to receive a list of certain disclosures of your PHI made by the Practice in the past six years, excluding disclosures for treatment, payment, or health care operations, or those made with your authorization.

6. Right to a Copy of This Notice

You have the right to receive a paper copy of this Privacy Policy, even if you have agreed to receive it electronically.
​​​​​​​

Safeguards for Your PHI

We implement administrative, physical, and technical safeguards to protect your PHI, including:

• Training staff on HIPAA compliance.

• Using secure electronic systems and encrypted communications.

• Restricting access to PHI to authorized personnel only.

• Maintaining secure storage for physical and electronic records.

Changes to This Privacy Policy

We reserve the right to revise this Privacy Policy at any time to reflect changes in legal requirements or our practices. Any changes will be effective when posted in our office or on our website. We will notify you of significant changes as required by law.