Privacy Policy for Right Now Dental

Effective Date: May 1, 2025

Right Now Dental (“we,” “us,” or “our”) is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information obtained through our website and in connection with our emergency and after-hours dental services.

As a dental care provider, we are subject to the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations. This policy incorporates our Notice of Privacy Practices for Protected Health Information (PHI) as required by HIPAA.

1. Information We Collect

Through Our Website:

  • We may collect limited information when you interact with our site, such as through appointment booking links (which redirect to third-party scheduling systems).
  • Information may include your name, email address, phone number, and details about your dental concern if you submit them via external booking forms.
  • We use standard web technologies (e.g., server logs) to collect non-personal data like IP addresses, browser types, and pages visited for site analytics and improvement. Cookies or similar technologies may be used by third-party services for functionality.

Protected Health Information (PHI):

  • When you become a patient, we collect PHI necessary for treatment, including medical and dental history, examination results, diagnoses, treatment plans, x-rays, and payment information.
  • PHI is any information that identifies you and relates to your health, treatment, or payment for services.

2. How We Use Your Information

Website Information:

  • To facilitate appointment scheduling and respond to inquiries.
  • To improve our website and services.

PHI:

  • For Treatment: To provide, coordinate, and manage your dental care (e.g., consultations, diagnostics, root canals, extractions).
  • For Payment: To bill and collect payment from you, insurance providers, or other payers.
  • For Health Care Operations: For quality assurance, staff training, compliance, and business management.
  • As permitted or required by law (e.g., public health reporting, abuse reporting, or legal processes).

We follow the “minimum necessary” standard, using or disclosing only the least amount of PHI needed for the purpose.

3. Disclosure of Your Information

We do not sell your personal information or PHI.

Website Information:

  • Shared with third-party service providers (e.g., appointment booking platforms) only as necessary for their services. These providers are required to protect your data.

PHI Disclosures:

  • To business associates (e.g., billing services, labs) under agreements that require them to comply with HIPAA.
  • With your written authorization for non-standard uses (e.g., marketing or research).
  • Without authorization for treatment, payment, operations, or as required/permitted by law.

4. Your Rights Under HIPAA

You have the following rights regarding your PHI:

  • To request access to, inspect, or obtain a copy of your PHI.
  • To request amendments if you believe information is inaccurate.
  • To receive an accounting of certain disclosures.
  • To request restrictions on uses/disclosures (though we may not always agree).
  • To request confidential communications (e.g., by alternative means or location).
  • To receive a paper copy of this Notice of Privacy Practices.
  • To file a complaint if you believe your privacy rights have been violated (contact us or the U.S. Department of Health and Human Services).

To exercise these rights, contact our Privacy Officer (details below).

5. Security of Your Information

We implement administrative, physical, and technical safeguards to protect PHI from unauthorized access, use, or disclosure, in compliance with the HIPAA Security Rule. This includes secure storage, access controls, and staff training.

For website data, we use reasonable measures like encryption where applicable.

6. Changes to This Privacy Policy

We may update this policy to reflect changes in our practices or legal requirements. The updated version will be posted on our website with a new effective date. For material changes affecting PHI, we will provide notice as required by HIPAA.

 

To file a complaint with the government: U.S. Department of Health and Human Services, Office for Civil Rights (visit hhs.gov/ocr or call 1-800-368-1019).