Privacy Policy

Spruce dental Privacy Policy

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) requires that health providers keep your medicaland dental information private. The HIPAA Privacy Rule states that health providers must also post in a clear andprominent location, and provide patients with, a written Notice of Privacy Policy.The privacy practices described are currently in effect. We reserve the right to change our privacy practices, and theterms of this Notice at any time, provided such changes are permitted by law. If changes are made, a new Notice ofPrivacy policy will be displayed in our office and provided to patients. You may request a copy of our Notice at any time.Additional information may be obtained from the HIPAA Coordinator listed in our written HIPAA plan.

USES AND DISCLOSURES OF HEALTH INFORMATION

The following describes how information about you may be used in this dental office:Treatment Services: We may use or disclose your health information to all of our staff members, other dentists, yourphysicians, and/or other health care providers taking care of you.

Payment and Health Care Operations: We may use or disclose your health information to obtain payment for services weprovide to you, to participate in quality assurance, disease management, training, licensing, and certification programs.Upon your written request, we will not disclose to your health insurer any services paid by you out of pocket.

Marketing/Fundraising: We will not use your health information for marketing or fundraising purposes without yourwritten consent. You can opt out of receiving information about our marketing or fundraisers. We will not sell yourhealth information without your explicit authorization.

Appointment Reminders: We may use or disclose your health information to provide you with appointment reminderssuch as voicemail messages, text messages, emails, postcards, or letters.

Legal Requirements: We may use or disclose your health information when required to do so by law.

Abuse or Neglect: If abuse or neglect is reasonably suspected, we may use or disclose your health information to theappropriate governmental authorities.

National Security: When required, we may disclose military personnel health information to the Armed Forces.Information may be given to authorized federal offices when required for intelligence and national security activities.Health information for inmates in custody of law enforcement may be provided to correctional institutes.

Family Members, Friends, and Others Involved in Care: At your request, we may disclose your health information to afamily member or other person if necessary to assist with your treatment and/or payment for services. Based on ourjudgement and as per 164.522(a) of HIPAA we may disclose your information to these persons in the event of anemergency situation. We also may make information available so that another person may pick up filled prescriptions,medical supplies, records, or x-rays for you. Your information may be disclosed to assist in notifying a family member,caregiver, or personal representative of your location, condition, or death.

Business Associates: Some services in our organization are provided through contacts with business associates.Examples include practice management software representatives, accountants, answering service personnel, etc. Whenthese services are contracted, we may disclose your health information to our business associates so that they canperform the job we have asked them to do and bill you or your third-party payer for services rendered. All of ourbusiness associates are required to safeguard your information and to follow HIPAA Privacy Rules.

Workers' Compensation: We may release medical information about you for workers' compensation or similar programs.These programs provide benefits for work-related injuries or illnesses.

Research: We may use or disclose medical information to researchers when an institution's review board or specialprivacy board has reviewed the proposed study and established protocols to ensure the privacy of the healthinformation used in their research and determined that the researcher does not need to obtain your authorization priorto using your medical information for research purposes.

Public Health Activities: We may use or disclose your health information for public health activities, to include thefollowing: to prevent or control disease, injury, or disability: to report reactions with medications or problems withproducts, to notify people of recalls of products they may be using to notify a person who may have been exposed to adisease or who may be at risk for contracting or spreading a disease of condition, to notify the proper governmentauthority if we believe a patient has been the victim of abuse, neglect, or domestic violence (when required by law).

Other Authorizations: In addition to our use of your health information for treatment, payment, or health careoperations, you may give us written authorization to use your health information or to disclose it to anyone for anypurpose. If you give us authorization, you may revoke it at any time. Your revocation will not affect any use ordisclosures permitted by your authorization while it was in effect. Unless you give us a written authorization, we cannotuse or disclose your health information for any reason except those described in this Notice.

Breach Notification: We will notify you any time your PHI may have been compromised through unauthorizedacquisition, use or disclosure.

Substance Use Disorder (SUD) Records: The confidentiality of substance use disorder patient records is protected bystrict federal law and regulations (42 CFR Part 2). Generally, we may not disclose any information identifying a patient ashaving a substance use disorder unless: the patient consents in writing; the disclosure is allowed by a court order; or the disclosure is made to medical personnel in a medical emergency.Information related to substance use disorder treatment cannot be used to criminally investigate or prosecute a patient.

Reproductive Health Care Privacy: We recognize that information regarding reproductive health care is highly sensitive.We will not use or disclose your protected health information to conduct a criminal, civil, or administrative investigationinto, or impose liability for, the mere act of seeking, obtaining, providing, or facilitating lawful reproductive health care.

Marketing and Fundraising: We will not use your health information for marketing or fundraising purposes without yourwritten consent. You have the right to opt out of receiving fundraising communications from us. We will not sell yourhealth information without your explicit authorization.

PATIENT RIGHTS 

Access: You have the right to look at or get copies of your health information, with limited exceptions. You may requestthat we provide copies in a format other than photocopies. We will use the format you request unless we cannotpracticably do so. You must make a request in writing to obtain access to your health information.We will charge you a reasonable cost-based fee for expenses such as copies. If you request X-Rays, there will be a fee forany copies of films. You are not entitled to originals, only copies. Postage will be added if copies are to be mailed. If youprefer, we will prepare a summary or an explanation of your health information for a fee. Details of all fees are availablefrom the HIPAA Coordinator.

Accounting of Disclosures: You have the right to receive a list of instances in which we or our business associatesdisclosed your health information for purposes, other than treatment, payment, healthcare operations and certain otheractivities, for the last 6 years. If you request this accounting more than once in a 12-month period, we may charge you areasonable, cost-based fee for responding to these additional requests.

Restriction: You have the right to request that we place additional restrictions on our use or disclosure of your healthinformation. We will keep your information confidential from your health plans if you pay cash, at your request. In someinstances, we may not be required to agree to these additional restrictions, but if we do, we will abide by ouragreement (except in an emergency).

Alternative Communication: You have the right to request that we communicate with you about your health informationby alternative means or to alternative locations. (You must make your request in writing.) Your request must specify thealternative means or location, and provide satisfactory explanation how payments will be handled under the alternativemeans or location you request.

Amendment: You have the right to request that we amend your health information. (Your request must be in writing, andmust explain the reason for the amendment) We may deny your request under certain circumstances.

QUESTIONS AND COMPLAINTS 

f you want more information about our Privacy Policy or have questions or concerns, please contact us. If you haveconcerns relating to a perceived violation of your privacy rights, to access to your health information, to amending orrestricting the use or disclosure of your health information, or to requesting alternative means of communication, you may contact us using the contact information listed at the end of this Notice. You also may submit a written complaintto the Department of Health and Human Services (HHS). We will provide you with the HHS address upon request.We support your right to the privacy of your health information. We will not retaliate in any way if you choose to file acomplaint with us or with the HHS.