Our Commitment to Your Privacy

 

RGV Family Dentistry is committed to protecting the privacy and confidentiality of your Protected Health Information (PHI). We are required by law to:

 

• Maintain the privacy and security of your PHI

• Provide you with this Notice of Privacy Practices

• Follow the terms of this Notice currently in effect

• Notify you in the event of a breach of unsecured PHI, as required by law

 

This Notice explains:

 

• How we may use and disclose your PHI

• Your rights regarding your PHI

• Our legal duties

• How to contact us with questions or to file a complaint

 

 

What Is Protected Health Information (PHI)?

 

Protected Health Information (PHI) is individually identifiable health information related to:

 

• Your past, present, or future physical or mental health condition

• The health care services provided to you

• Payment for your care

 

PHI can exist in electronic, paper, or oral form.

 

Examples of PHI may include:

 

• Name, address, phone number, email, date of birth

• Dental/medical history

• X-rays, images, charts, clinical notes

• Treatment plans and progress notes

• Insurance and billing details

• Appointment and scheduling records

 

 

How We May Use and Disclose PHI Without Your Authorization

 

Federal privacy laws allow us to use and disclose PHI without your written authorization for Treatment, Payment, and Health Care Operations (TPO):

 

 

1) Treatment

 

We may use and share your PHI to provide, coordinate, or manage your dental care. This may include sharing information with other providers, specialists, labs, pharmacies, or others involved in your treatment.

 

 

2) Payment

 

We may use and disclose PHI to bill and collect payment for services, including working with insurance companies, processing claims, determining eligibility/coverage, and collecting copays or balances.

 

 

3) Health Care Operations

 

We may use and disclose PHI for practice operations such as quality improvement, staff training, licensing/accreditation, audits, compliance activities, business planning, and administrative functions.

 

 

Other Permitted or Required Uses and Disclosures

 

We may also use or disclose your PHI without your authorization when permitted or required by law, including:

 

• To comply with federal, state, or local laws

• For public health activities (such as disease prevention or reporting adverse events)

• For health oversight activities (audits, investigations, inspections)

• In response to court orders, subpoenas, or lawful processes

• For law enforcement purposes, as required by law

• To help prevent or lessen a serious threat to health or safety

• For workers’ compensation or similar programs

 

 

Special Protections for Certain Records (Including Substance Use Disorder Records)

 

Some information may be subject to additional protections under federal or state law—such as Substance Use Disorder (SUD) treatment records governed by 42 CFR Part 2.

 

When applicable:

 

• These records generally may not be used or disclosed without your written consent (except as permitted/required by law)

• Redisclosure may be prohibited

• These records generally may not be used in legal or administrative proceedings without specific authorization or a court order

 

We will comply with all applicable requirements.

 

 

Redisclosure of Information

 

Information disclosed under this Notice may be redisclosed by the recipient and may no longer be protected by HIPAA. However, certain categories of information (including some SUD records) may remain protected under other laws.

 

 

Uses and Disclosures Requiring Your Written Authorization

 

We will obtain your written authorization before using or disclosing your PHI for purposes not described in this Notice, including:

 

• Certain marketing activities not otherwise permitted by law

• Sale of PHI

• Certain disclosures of psychotherapy notes (if applicable)

 

You may revoke your authorization at any time in writing, unless we have already acted in reliance on it.

 

 

Your Rights Regarding Your PHI

 

You have the following rights:

 

 

Right to Access

 

You may inspect and obtain a copy of your PHI (with limited exceptions). Requests must be in writing. We will respond within the timeframe required by law and may charge a reasonable, cost-based fee.

 

 

Right to Request an Amendment

 

If you believe your PHI is incorrect or incomplete, you may request an amendment. We may deny certain requests as allowed by law. If denied, you may submit a written statement of disagreement.

 

 

Right to Request Restrictions

 

You may request restrictions on how we use or disclose your PHI for treatment, payment, or operations. We are not required to agree to all requests, except as required by law.

 

 

Right to Confidential Communications

 

You may request we contact you in a specific way or at a specific location (for example, using a different phone number or mailing address).

 

 

Right to an Accounting of Disclosures

 

You may request a list of certain disclosures of your PHI made by us, as permitted by law.

 

 

Right to a Paper Copy

 

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

 

 

Complaints

 

If you believe your privacy rights have been violated, you may file a complaint with:

 

• Our practice, using the contact information listed above, and/or

• U.S. Department of Health and Human Services, Office for Civil Rights

 

We will not retaliate against you for filing a complaint.

 

 

Changes to This Notice

 

We may update this Notice at any time. Any changes will apply to all PHI we maintain. Updated versions will be available upon request and will be posted in our office and on our website (as applicable).