Protected Health Information (PHI)

“Protected Health Information” (PHI) refers to information about you that may identify you and relates to your past, present, or future physical or mental health condition, the care provided to you, or payment for your healthcare services.

This includes demographic information and any data that can reasonably be used to identify you.

Your Rights Regarding Your PHI

You have the right to:

• Get a copy of your paper or electronic medical record
• Request corrections to your medical record
• Request confidential communications in a preferred way or location
• Ask us to limit what information we use or share
• Receive a list of certain disclosures of your information
• Get a copy of this privacy notice at any time
• Choose someone to act on your behalf
• File a complaint if you believe your privacy rights have been violated

We will not retaliate against you for filing a complaint.

Your Choices

You have choices regarding certain ways we use and share your information. In the following situations, you may tell us your preferences:

• Sharing information with family, close friends, or others involved in your care

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

Our Uses and Disclosures of Your Information

Treatment

We may use your health information to provide, coordinate, or manage your care with other healthcare professionals.

Payment

We may use and share your information to bill and receive payment from health plans or other entities.

Healthcare Operations

We may use your information to operate our practice, improve care, and manage services.

Other Uses and Disclosures Allowed or Required by Law

• Public health and safety reporting (such as communicable diseases or abuse reporting)
• Health oversight activities
• Law enforcement requests
• Workers’ compensation claims
• Legal proceedings or court orders
• Organ and tissue donation requests
• Certain government functions such as military or national security

We may also use your information for research when permitted by law.

Our Responsibilities

• Maintain the privacy and security of your protected health information
• Provide you with this Notice and follow its terms
• Notify you promptly if a breach occurs that may have compromised your information
• Only use or share your information as described in this Notice or as permitted by law

If you authorize us to use or share your information in a way not described here, you may revoke that permission at any time in writing.

Safeguards and Security Measures

• Access controls based on employee role
• Encryption of electronic protected health information when appropriate
• Secure systems and monitored access to prevent unauthorized use
• Staff training on HIPAA Privacy and Security Rules
• Regular internal audits and compliance reviews
• Risk assessments conducted on an ongoing basis using recognized security frameworks
• Policies aligned with federal HIPAA requirements and industry best practices

We also ensure that employees are trained to properly handle protected health information and follow strict confidentiality procedures.

Business Associates

In some cases, we may work with trusted third-party service providers who assist in delivering healthcare services or supporting operations. These partners are required to sign Business Associate Agreements and comply with HIPAA regulations to protect your information.

Changes to This Notice

We may update this Notice at any time. Changes will apply to all information we maintain about you. The updated Notice will be made available upon request, posted in our office, and updated on our website.

Complaints

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

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

Contact Information

If you have questions about this Notice or your rights, you may contact Big Boca Smiles LLC directly through our office.