🔐 Privacy Policy

1. Information We Collect

Personal Information

We collect personal information necessary to provide dental care, including:

• Name, date of birth, and contact information
• Insurance information
• Emergency contact information
• Payment and billing information

Health Information (Protected Health Information – PHI)

We collect health information to deliver quality dental care:

• Medical and dental history
• Medications and allergies
• X-rays and clinical photographs
• Treatment records and notes
• Diagnostic test results

Technical Information

When you use our patient portal, we collect:

• Login credentials and account activity
• IP addresses and device information
• Browser type and pages visited

2. How We Use Your Information

We use your information exclusively for:

• Treatment: Providing dental services and care
• Billing & Insurance: Processing payments and insurance claims
• Communication: Appointment reminders and clinical updates
• Legal Compliance: Maintaining records as required by law
• Quality Improvement: Enhancing our services
• Patient Safety: Preventing and detecting health issues

We DO NOT:

• Sell or trade your personal information
• Share your information without your consent (except as required by law)
• Use your information for marketing without permission
• Disclose health information to third parties without authorization

3. HIPAA Compliance

New Ridge Family Dental complies with the Health Insurance Portability and Accountability Act (HIPAA), which protects the privacy and security of protected health information.

Your HIPAA Rights

• Right to access your health records
• Right to request corrections to your information
• Right to request an accounting of disclosures
• Right to request restrictions on use and disclosure
• Right to choose how we communicate with you
• Right to file a privacy complaint

4. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: All data in transit and at rest is encrypted
• Access Controls: Only authorized staff can access your information
• Firewalls: Network protections against unauthorized access
• Secure Backups: Regular backups with secure storage
• Staff Training: Employees are trained on privacy practices
• Audit Logs: We monitor and log all access to patient information

While we maintain strict security, no method of transmission is 100% secure. We encourage you to take precautions with your patient portal password and notify us immediately of any unauthorized access.

5. Information Sharing

We May Share Your Information With:

• Insurance Companies: To process claims and verify coverage
• Healthcare Providers: With your consent for coordinated care
• Emergency Responders: If your safety is at risk
• Legal Authorities: If required by law or court order
• Lab Services: For diagnostic testing

We Will NOT Share Without Your Consent:

• Marketing companies
• Financial institutions
• Employers or schools
• Any third party not involved in your care

6. Patient Portal Privacy

Your patient portal is a secure, HIPAA-compliant system for accessing your dental records online.

Security Features:

• Unique login credentials (username/password)
• Encrypted data transmission (SSL/TLS)
• Session timeouts for added security
• Activity logging and monitoring
• Multi-factor authentication options

Portal Usage:

• You are responsible for maintaining your password confidentiality
• Do not share your login credentials
• Log out when using shared devices
• Notify us immediately if your account is compromised

7. Retention of Records

We retain your dental records in accordance with state dental board regulations and best practices:

• Active patients: Records maintained while you receive care
• Inactive patients: Records retained for at least 5 years after last visit
• Minor patients: Records retained until age of majority plus retention period
• Medical records: Maintained indefinitely for liability protection

If you request record destruction, we will comply within applicable legal timeframes while maintaining a summary for liability purposes.

8. Your Consent

By scheduling an appointment and accessing services at New Ridge Family Dental, you acknowledge and consent to:

• Collection of personal and health information necessary for treatment
• Use of your information as described in this policy
• Sharing information with insurance companies and authorized providers
• Our privacy and security practices

You may withdraw consent at any time by contacting our office, though this may affect your ability to receive treatment.

9. Changes to This Policy

We reserve the right to update this privacy policy at any time. Changes will be posted on this page with an updated “Last Revised” date. Your continued use of our services after changes indicates your acceptance of the updated policy.

10. Contact Us

If you have questions about this privacy policy or our privacy practices:

HIPAA Privacy Officer

If you believe we have violated your privacy rights, you may contact our HIPAA Privacy Officer at (316) 722-6060 or message us through the patient portal.

You also have the right to file a complaint with the U.S. Department of Health & Human Services (HHS) Office for Civil Rights:

• Website: www.hhs.gov/ocr/hipaa/
• Phone: 1-800-368-1019