Privacy Policy with HIPAA Compliance
Effective Date: October 1, 2024
Luminary Orthodontics (“we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of personal and health information entrusted to us. This Privacy Policy outlines how we collect, use, disclose, and protect your personal and health information in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and other applicable laws and regulations.
1. Information We Collect
We may collect the following types of information when you visit our website or use our services:
- Personal Information: This includes your name, contact details (such as email address and phone number), and date of birth for scheduling appointments and providing dental or healthcare services.
- Health Information (PHI): To provide healthcare or dental services, we collect medical or dental history, treatment preferences, diagnoses, and related information required for care.
- Usage Information: We collect information on how you use our website, including browsing activity, pages visited, and the time and date of visits.
- Appointment Reminders: With your consent, we collect your email address and phone number to send appointment reminders via email or text.
2. How We Use Your Information
We use the information we collect for the following purposes:
- Healthcare and Dental Care Services: To schedule and manage appointments, assess your medical or dental history, and provide treatments.
- Communication: To send you appointment reminders, updates, and information related to your care.
- Improving Services: To enhance the quality of care and improve our website.
- Legal and Regulatory Compliance: To comply with laws, including HIPAA, that govern the handling of your PHI and personal data.
3. HIPAA Protections: Safeguarding Your PHI
We take comprehensive measures to ensure the privacy and security of your Protected Health Information (PHI), including:
- Physical Safeguards: We secure office locations to prevent unauthorized access to physical records.
- Technical Safeguards: PHI stored electronically is encrypted and protected by secure servers, firewalls, and authentication controls.
- Administrative Safeguards: We have policies in place to ensure that only authorized personnel have access to PHI based on job roles. Our staff undergoes regular training on HIPAA requirements.
We only disclose PHI as permitted under HIPAA, including sharing it with healthcare providers, insurance companies, and authorized third parties involved in your care, or as otherwise legally required.
4. Your Rights Regarding Your PHI
Under HIPAA, you have the following rights regarding your PHI:
- Right to Access: You may request access to your health information.
- Right to Amend: If your PHI is incorrect or incomplete, you can request changes.
- Right to Restrict Use: You may request restrictions on how your PHI is used or disclosed.
- Right to Accounting of Disclosures: You can request a list of the instances in which your PHI was shared (excluding for treatment, payment, or healthcare operations).
- Right to Revoke Consent: You can revoke your consent for us to use your PHI at any time, except for instances where we have relied on the previous consent.
5. Sharing of Information
We do not sell, trade, or transfer your personal information or PHI to outside third parties except as required by law or for the purposes of treatment, payment, and healthcare operations. Information may be shared with:
- Healthcare Providers: To coordinate your care.
- Business Associates: Subcontractors and service providers who support our operations, such as billing and customer service. All business associates are contractually bound to protect PHI in compliance with HIPAA regulations.
- Legal Authorities: We may disclose your information to comply with legal obligations, such as responding to subpoenas, court orders, or for public health and safety purposes.
5. Sharing of Information
We do not sell, trade, or transfer your personal information or PHI to outside third parties except as required by law or for the purposes of treatment, payment, and healthcare operations. Information may be shared with:
- Healthcare Providers: To coordinate your care.
- Business Associates: Subcontractors and service providers who support our operations, such as billing and customer service. All business associates are contractually bound to protect PHI in compliance with HIPAA regulations.
- Legal Authorities: We may disclose your information to comply with legal obligations, such as responding to subpoenas, court orders, or for public health and safety purposes.
6. Mobile Information
Mobile information, such as phone numbers, will not be shared with third parties or affiliates for marketing purposes. Information may only be shared with authorized service providers for customer support and other operational functions, and these providers are required to comply with HIPAA.
7. Your Consent for Appointment Reminders
By providing your email address and phone number, you consent to receiving appointment reminders via email and text. You can opt out of receiving reminders by contacting us or by following the instructions provided in the reminders.
8. Data Security Measures
We take the following steps to safeguard your personal information and PHI:
- Encryption: We encrypt sensitive data, both at rest and in transit.
- Access Controls: We implement strict access controls, including multi-factor authentication and password protections, to ensure that only authorized personnel can access your information.
- Regular Audits and Monitoring: We perform regular audits of our systems to identify and address potential security vulnerabilities.
- Training and Awareness: Our staff receives ongoing training on data security practices and HIPAA compliance.
9. Cookies and Tracking Technologies
Our website may use cookies and tracking technologies to improve your experience. You can set your browser to refuse cookies, but this may limit some features of the website.
10. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these websites. We recommend reviewing the privacy policies of any third-party sites you visit.
11. Breach Notification
In the event of a breach of unsecured PHI, we will notify affected individuals in accordance with HIPAA’s Breach Notification Rule. This will include the nature of the breach, the type of information affected, and steps you can take to protect yourself.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page, along with the updated date. We encourage you to check this page regularly to stay informed of any updates.
13. Contact Us
If you have any questions about this Privacy Policy or your rights regarding your PHI, please contact us at:
- Privacy Officer: Paul K.
- Phone: 352-644-7727
- Email: hello@luminaryortho.com
- Address: 2607 S. US Highway 27 | Suite 102 | Clermont, FL 34711
You also have the right to file a complaint with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights if you believe that we have violated your privacy rights.
By using our website and services, you agree to the terms of this Privacy Policy. We are committed to protecting your privacy and the security of your information to the fullest extent.