Notice of Privacy Practices

Your privacy rights

To exercise these rights, contact our office using the information below. We can explain what information is needed and help you with any applicable request forms. We may verify your identity or a representative’s authority before releasing records.

See or receive a copy of your records

You may request access to the dental, health, and billing records used to make decisions about you, subject to limited legal exceptions. You may ask for paper or electronic copies in a readily available format. California law generally requires access for inspection within five working days and transmission of copies within 15 days after a request. We follow applicable access requirements and charge only fees permitted by law. If access is denied, we will explain the reason and any available review rights.

Ask for a correction

You may ask us to amend information you believe is inaccurate or incomplete. Explain the requested correction and why it is needed. We generally respond within 60 days. If a permitted extension is necessary, we will explain the delay in writing. We may deny a request when the law allows, but will explain the decision and how you can submit a statement of disagreement.

Request a private way to communicate

You may ask us to contact you at a different telephone number, use a particular communication method, or send mail to another address. We accommodate reasonable requests. Tell us the alternative method or location you prefer.

Ask us to limit certain uses or disclosures

You may request restrictions on information used or shared for treatment, payment, or practice operations, or with people involved in your care. We are not required to accept every restriction. An agreed restriction may have exceptions, including information needed for emergency treatment.

If you or someone other than your health plan pays in full for an item or service, you may request that we not disclose information relating solely to that item or service to your health plan for payment or health care operations. We must honor that request unless disclosure is required by law. Please tell us before information is submitted to your plan.

Receive an accounting of disclosures

You may request a list of certain disclosures made during the previous six years, or a shorter period you specify. The list generally excludes disclosures for treatment, payment, health care operations, disclosures to you, and disclosures you authorized, along with other exceptions permitted by law. The first accounting in a 12-month period is free. We will tell you in advance about any permitted fee for additional requests and allow you to change or withdraw your request.

Obtain a paper notice or use a representative

You may receive a paper copy of this notice at any time, including if you previously agreed to electronic delivery. A legally authorized personal representative may exercise rights for you, subject to applicable law. We confirm the person’s authority and follow special rules for minors and situations involving abuse, neglect, or endangerment.

How we use and share information

The following uses and disclosures are subject to HIPAA and any more protective laws described below.

Treatment, payment, and practice operations

• Treatment: We may use your history, examination findings, images, and treatment records to provide care or coordinate with another treating professional. For example, we may share dental X-rays with a specialist handling your referral.
• Payment: We may use and disclose information to bill for services, verify benefits, or obtain payment. For example, an insurance claim may include the procedure performed and supporting records.
• Health care operations: We may use and share information to administer the practice and evaluate or improve care. For example, dentists may review treatment records as part of quality improvement.

We may contact you about appointments, treatment alternatives, or health-related services relevant to your care. Service providers who handle protected information for us, such as billing or technology vendors acting as business associates, must meet applicable privacy and contractual requirements.

Other legally permitted or required disclosures

When applicable legal conditions are satisfied, information may also be used or shared for:

• Public health and safety: Disease reporting, product recalls, adverse medication reactions, reporting suspected abuse or neglect, and preventing a serious and imminent threat.
• Oversight and legal requirements: Authorized audits, licensing activities, public health investigations, and disclosures required by law, including to HHS for privacy compliance reviews.
• Legal proceedings and law enforcement: A qualifying court order, subpoena, or other lawful request, only with the safeguards and limitations required by law.
• Research: Research that meets applicable authorization requirements or a legally permitted exception.
• Special circumstances: Workers’ compensation; authorized military, national security, or correctional activities; organ or tissue donation; and the lawful work of coroners, medical examiners, or funeral directors.

These categories do not allow unrestricted access to your records. We disclose only what the applicable law permits or requires and apply the minimum necessary standard where required.

Your choices and written permission

Family, friends, and others involved in your care

We may share relevant information with someone involved in your care or payment when you agree, have an opportunity to object and do not object, or the law otherwise permits it. Tell us your preferences. If you cannot communicate your wishes, we may use professional judgment to share information in your best interest. Similar rules may apply to disaster-relief notifications.

Uses requiring authorization

Uses and disclosures not otherwise described in this notice require your written authorization. HIPAA generally requires authorization for marketing, sale of protected health information, and most uses or disclosures of psychotherapy notes, if any are maintained. Applicable legal exceptions still apply.

You may revoke an authorization in writing. Revocation does not undo actions already taken in reliance on the authorization or other exceptions allowed by law.

Fundraising communications

If we use information for fundraising as permitted by law, you may opt out of future fundraising messages. Your choice will not affect your treatment or payment. Before any fundraising use of records protected by 42 CFR Part 2, we will provide a clear opportunity to choose not to receive those communications.

Additional privacy protections

California protections

We follow applicable California privacy laws, including the Confidentiality of Medical Information Act. When California law requires authorization or places a stricter limit on disclosure, we follow that requirement even if HIPAA would otherwise allow disclosure. Information may be shared without authorization only when an applicable legal exception allows or requires it. Additional restrictions may apply to sensitive records and to information about care a minor may independently consent to receive.

Substance use disorder treatment records

If we receive or maintain substance use disorder treatment records protected by 42 CFR Part 2, we follow those additional confidentiality rules. Any use or disclosure must have the consent or other legal basis required by Part 2.

These records, and testimony describing their contents, may not be used or disclosed in civil, criminal, administrative, or legislative investigations or proceedings against you without your written consent or a qualifying court order. The court-order process must provide the notice and opportunity to be heard required by Part 2. An authorizing court order must also be accompanied by a subpoena or another legal requirement compelling disclosure.

Our responsibilities and notice changes

We are required by law to protect the privacy of your protected health information, provide this notice of our duties and practices, and follow the notice currently in effect. We must notify affected individuals of a breach of unsecured protected health information as required by law.

We reserve the right to revise this notice and apply revised terms to information we already hold and information received in the future, as permitted by law. A revised notice will show its effective date and be available in our office, upon request, and on this website.

This notice addresses patient health information. For website data practices, please see our Website Privacy Policy.

Questions, requests, and complaints

For questions about this notice, to exercise a privacy right, or to make a complaint, call or write to our office and ask for the person responsible for patient privacy.

Santa Barbara Dental Care — Office / Privacy Inquiries
2411 Bath Street
Santa Barbara, CA 93105
Phone: 805-682-0282
Email: info@santabarbara-dentalcare.com

For a written complaint, describe the concern and how we can contact you. Please call for instructions before sending sensitive records through ordinary email or a website form.

You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. Visit the HHS privacy complaint page for online and written filing options. Complaints generally must be filed within 180 days of when you knew about the issue; HHS may extend this period for good cause.

We will not retaliate against you for raising a privacy concern or filing a complaint.