Notice of Privacy Practices

Our Legal Obligation

Encinitas Orthodontics is required by the Health Insurance Portability and Accountability Act (HIPAA) to protect the privacy of your health information. This notice explains how we use and share your medical information and describes your rights.

How We May Use and Disclose Your Health Information

For Treatment

We use your health information to provide you with orthodontic treatment, consultations, and follow-up care. This includes sharing information with other healthcare providers involved in your care, such as your general dentist or oral surgeon, with your authorization.

For Payment

We use your health information to bill you and your insurance company for services rendered. This may include sharing information with your insurance carrier to determine coverage, obtain authorization, and process claims.

For Healthcare Operations

We use your health information for practice management purposes, including appointment scheduling, recall reminders, treatment planning, quality improvement, staff training, and business management. We may contact you by phone, email, or mail for appointment reminders and follow-up care information.

As Required by Law

We will disclose your health information when required by law, such as to public health authorities, law enforcement, or as part of a legal proceeding. We will also disclose information if mandated by court order or subpoena.

For Other Uses and Disclosures

Except as described above, we will not use or disclose your health information without your written authorization. If you authorize us to disclose your information to someone else, we will honor that authorization as long as it is in writing and signed by you.

Your Privacy Rights

Right to Access and Review Your Records

You have the right to inspect and copy your health information. To request access to your records, contact our Privacy Officer in writing or by phone. We will provide your records within 30 days. We may charge a reasonable fee for copying and mailing costs.

Right to Request an Amendment

If you believe there is an error in your health information, you have the right to request that we correct it. Submit your request in writing with an explanation of what you believe is incorrect. We will review your request and respond within 60 days. We may deny your request if we believe the information is accurate and complete.

Right to Request Restrictions

You may ask us to limit how we use and disclose your health information for treatment, payment, or healthcare operations. You may also request that we not contact you about appointments or treatment at a specific phone number or address. We will do our best to honor your request, though we cannot guarantee that all restrictions can be accommodated. Submit restrictions in writing to our Privacy Officer.

Right to Confidential Communication

You have the right to request that we communicate with you about your orthodontic care in a confidential manner — for example, at a work phone number instead of your home phone, or by email instead of mail. We will comply with reasonable requests. Tell our front desk or contact our Privacy Officer with your preferred method of communication.

Right to an Accounting of Disclosures

You have the right to request a list of the parties to whom we have disclosed your health information in the past six years, excluding disclosures made for treatment, payment, or healthcare operations. Request an accounting in writing from our Privacy Officer. We will provide this information within 60 days at no charge.

Right to Request a Paper Copy of This Notice

You have the right to receive a paper copy of this notice upon request, even if you received it electronically.

Right to File a Complaint

If you believe your privacy rights have been violated, you have the right to file a complaint with Encinitas Orthodontics and with the U.S. Department of Health and Human Services, Office for Civil Rights. You will not be penalized for filing a complaint. To file a complaint with our practice, contact our Privacy Officer at the address below. To file a complaint with the federal government, visit hhs.gov/hipaa/filing-a-complaint.

Business Associates

We work with business associates who help us provide orthodontic services. These may include billing services, electronic health record systems, and appointment scheduling companies. All business associates are contractually obligated to protect the privacy and security of your health information under HIPAA.

Effective Date and Changes

This Notice of Privacy Practices is effective as of April 2026. We reserve the right to amend this notice as required by law or to reflect changes in our privacy practices. We will notify you of changes by posting an updated notice in our office and on our website. Your continued use of our services constitutes your acceptance of the updated notice.