Notice of Privacy Practices

Your information and our responsibilities

This notice describes our privacy practices for identifiable dental and health information maintained by the practice. We are required by law to protect the privacy of your protected health information, give you a notice of our legal duties and privacy practices, follow the notice currently in effect, and notify affected individuals of a breach of unsecured protected health information when required by law. More protective applicable laws may limit uses or disclosures otherwise allowed under federal law.

How information may be used and shared

• Treatment: We may use or share information to provide and coordinate your care. For example, we may send relevant dental images to a specialist involved in your treatment.
• Payment: We may use or share information to bill and collect payment. For example, we may send treatment details to your dental insurer to process a claim.
• Health care operations: We may use or share information to run the practice and improve care. For example, we may review records for quality and safety or use a contracted billing service with required privacy protections.
• People helping with your care: Where permitted, we may share relevant information with a family member, friend, or other person you identify who helps with care or payment. We will give you an opportunity to agree or object when required. If you cannot express a preference, applicable law and professional judgment govern any disclosure in your best interests.
• Appointments and care information: We may contact you about appointments, treatment alternatives, and health-related services as permitted by law and your communication preferences.
• Public health, safety, and oversight: When permitted or required, information may be shared for public-health reporting, reporting suspected abuse or neglect, health oversight, product safety, or preventing a serious and imminent threat.
• Legal and other authorized purposes: Subject to applicable conditions, information may be disclosed when required by law, for judicial or administrative proceedings, qualifying law-enforcement requests, workers’ compensation, authorized research, organ or tissue donation, coroners and medical examiners, funeral directors, and specified government functions. A request or subpoena alone does not automatically authorize every disclosure; applicable protections must be met.

Uses requiring your written authorization

Other uses and disclosures not described in this notice will be made only with your written authorization unless otherwise permitted or required by law. Most uses and disclosures of psychotherapy notes, marketing uses requiring authorization, and disclosures constituting a sale of protected health information require authorization, subject to legal exceptions. You may revoke authorization in writing, except to the extent action has already been taken in reliance on it or another legal exception applies. Authorization to use a patient photograph or testimonial for marketing must be addressed separately.

Specially protected information

Some records have additional protections under California or federal law. Substance use disorder treatment records received from a program subject to 42 CFR part 2, or testimony relaying their contents, may not be used or disclosed in civil, criminal, administrative, or legislative proceedings against you without the consent or qualifying court process required by that law. A qualifying court order authorizing disclosure must be accompanied by a subpoena or another legal requirement compelling disclosure. More protective restrictions continue to apply where required.

Information disclosed as permitted by HIPAA may be redisclosed by a recipient and may no longer be protected by HIPAA; other laws may still protect it.

Your rights and how to ask

Contact Dr. Vinh Le, Santa Fe Dental Group, at 760-732-5878 or write to the privacy contact at the office address above for instructions. Please call or write to Dr. Vinh Le for assistance with a privacy request.

• Inspect or obtain a copy: You may request access to health information in the records covered by the access right, in an available paper or electronic format. Applicable legal time limits, exceptions, and fee limits apply. Certain denials may be reviewed.
• Request a correction: You may ask to amend information you believe is incorrect or incomplete. If we deny a request as allowed by law, we will explain the reason and how you may respond.
• Request limits: You may ask us to limit certain uses or disclosures. We are not generally required to agree, except where law requires. If you pay in full out of pocket for an item or service, you may require us not to disclose related information to your health plan for payment or operations, unless disclosure is otherwise required by law.
• Request confidential communication: You may ask to be contacted in a particular way or at a different address. We will accommodate reasonable requests as required by law.
• Request an accounting: You may ask for an accounting of certain disclosures, generally for up to the preceding six years, subject to exclusions and applicable rules. The first accounting in a 12-month period is free; any fee for additional requests must follow applicable law.
• Receive this notice: You may request a paper copy at any time, even if you agreed to receive it electronically.
• Use an authorized representative: A legally authorized representative may exercise rights on your behalf, subject to verification and applicable exceptions.

Questions and complaints

You may complain to Dr. Vinh Le by calling 760-732-5878 or writing to the office address above. You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights through HHS complaint resources. We will not retaliate against you for filing a complaint.

Changes and copies

We reserve the right to change this notice and make the revised terms apply to information we already maintain and information we receive in the future, as permitted by law. The current approved notice will be available at the office, on request, and on our website. Revisions will identify an effective date.