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Privacy Policy

A Legal Disclaimer

At Pearl Orthodontics, your privacy is important to us. This Privacy Policy explains how we collect, use, disclose, and protect your personal and health information in accordance with federal and state regulations, including the Health Insurance Portability and Accountability Act (HIPAA).

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1. Information We Collect

We may collect the following types of information:

  • Personal Information: Name, address, phone number, email address, date of birth, insurance details, emergency contacts.

  • Health Information: Medical history, dental and orthodontic records, diagnosis, treatment plans, X-rays, photos, and progress notes.

  • Website Usage Data: IP address, browser type, referring pages, and other analytics when visiting our website.

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2. How We Use Your Information

Your information may be used to:

  • Provide high-quality orthodontic care

  • Communicate appointment reminders and treatment updates

  • Bill and process insurance claims

  • Maintain internal medical and financial records

  • Improve our services and website functionality

  • Comply with legal and regulatory obligations

3. How We Share Your Information

We may share your information with:

  • Your insurance providers for billing purposes

  • Referring dentists or medical providers with your consent

  • Business associates (e.g., labs, billing services) bound by confidentiality agreements

  • Legal authorities, if required by law or court order

We do not sell, rent, or share your personal information for marketing purposes without your explicit consent.

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4. Your Rights

As a patient, you have the right to:

  • Access and request a copy of your health records

  • Request corrections to your health information

  • Receive an accounting of disclosures

  • Request communication via alternative methods or locations

  • File a complaint if you believe your privacy rights have been violated

To exercise these rights, please contact our office directly.

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5. Data Security

We implement physical, technical, and administrative safeguards to protect your information against loss, misuse, or unauthorized access. While we take every reasonable step to protect your data, no system is 100% secure.

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6. Website and Cookies

Our website may use cookies or similar technologies to enhance user experience. These do not collect personal health information. You can disable cookies through your browser settings if desired.

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7. Updates to This Policy

Pearl Orthodontics reserves the right to update this Privacy Policy at any time. Updates will be posted on our website with the new effective date.

 

HIPPA Patient Privacy Practices

 

Notice of Privacy Practices

Your Information. Your Rights. Our Responsibilities.

 

This notice describes how medical information about you may be used and disclosed, and how you can get access to this information.

Please review it carefully.

 

Understanding Your Protected Health Information (PHI)

“Protected Health Information” (PHI) refers to information that identifies you and relates to your past, present, or future physical or mental health or condition, the care you receive, or payment for that care.

Your Rights

 

When it comes to your health information, you have important rights. This section explains your rights and our responsibilities.

You have the right to:

  • Get a copy of your record – You may request a paper or electronic copy of your medical record and other health information we maintain. We will provide it within 30 days, and may charge a reasonable, cost-based fee.

  • Request corrections – You may ask us to correct information that you believe is incomplete or inaccurate. If we deny your request, we will provide a written explanation within 60 days.

  • Request confidential communications – You can ask us to contact you in a specific way (for example, at work or by mail) or to send communications to a different address. We will honor reasonable requests.

  • Request restrictions – You can ask us not to use or share certain information for treatment, payment, or operations. We are not required to agree unless you pay out-of-pocket in full for a specific service.

  • Get a list of disclosures – You can request an accounting of certain disclosures made within the past six years, excluding those made for treatment, payment, and operations. One request per year is free.

  • Obtain a copy of this notice – You may request a paper copy of this notice at any time, even if you agreed to receive it electronically.

  • Designate a representative – If you have given someone medical power of attorney or have a legal guardian, that person may exercise your rights and choices regarding your PHI.

  • File a complaint – If you believe your rights have been violated, you may:

    • Contact us directly by email or mail

    • File a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights:
      200 Independence Avenue, S.W., Washington, D.C. 20201
      Phone: 1-877-696-6775
      Website: https://www.hhs.gov/hipaa/filing-a-complaint

    • We will not retaliate against you for filing a complaint.

Your Choices

For certain information, you have the right to decide how we share it. If you have specific preferences, please tell us.

You may choose to:

  • Share information with family, friends, or others involved in your care.

  • Allow or restrict us from using your information for public health activities or marketing communications.

If you are unable to express your preference (e.g., unconscious), we may share information if we believe it is in your best interest or necessary to prevent a serious health or safety threat.

 

Our Uses and Disclosures

We typically use or share your information in the following ways:

To Treat You

We may use your PHI to coordinate care and treatment with other healthcare providers.
Example: Sharing information with your dentist or physician to coordinate orthodontic treatment.

To Run Our Practice

We may use and share your PHI to manage our office, improve your care, and contact you as needed.
Example: Reviewing treatment outcomes or scheduling your next appointment.

To Bill for Services

We may use and disclose your PHI to bill and receive payment from insurance companies or other responsible parties.
Example: Sending information to your dental insurance for coverage verification.

Additional Uses and Disclosures

We may also share your information for reasons permitted or required by law, including:

  • Public Health and Safety – Reporting suspected abuse, neglect, or domestic violence; preventing or reducing a serious threat to anyone’s health or safety.

  • Research – We may use or share your PHI for health research when approved by an institutional review board.

  • Legal and Compliance – To comply with federal or state laws, health oversight activities, or law enforcement.

  • Workers’ Compensation and Other Government Requests – For claims, audits, military or national security purposes, or presidential protection.

  • Legal Proceedings – In response to court orders, subpoenas, or administrative processes.

For more details, visit https://www.hhs.gov/hipaa/for-individuals.

Our Responsibilities

We are required by law to:

  • Maintain the privacy and security of your PHI.

  • Notify you promptly if a breach occurs that may compromise your information.

  • Follow the terms of this notice and provide you a copy upon request.

  • Obtain your written permission for any use or disclosure not described in this notice.

You may revoke your authorization at any time by submitting a written request.

Changes to This Notice

We may update this Notice of Privacy Practices at any time.
Changes will apply to all PHI we maintain, and the current version will always be available in our office and on our website.

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