HIPAA & Privacy Policy

Purpose

At Ambler Dental Care, we respect your privacy and are committed to protecting your personal and health information. This combined Privacy Policy and HIPAA Notice of Privacy Practices explains:

• How we use and disclose your Protected Health Information (PHI)
• Your legal rights regarding your health information
• Our responsibilities to protect your information under HIPAA and applicable state laws

By law, we are required to:

• Maintain the privacy of your PHI
• Provide you with this Notice
• Inform you of your rights
• Notify you in the event of a breach of unsecured PHI

Protected Health Information (PHI) Defined

PHI is information that:

• Identifies you or can reasonably be used to identify you
• Relates to your past, present, or future physical or mental health, healthcare treatment, or payment for healthcare

This may include:

• Name, address, phone number, email
• Medical and dental history
• Diagnoses, treatment plans, prescriptions
• Insurance and payment information

Scope of this Notice

This Notice applies to all PHI created or maintained by Ambler Dental Care, including information in electronic, written, or verbal form.

All employees, staff, dental professionals, trainees, volunteers, and business associates are required to follow this Notice.

Changes to This Notice

We may update this Notice at any time. When updated:

• The new policy applies to all PHI maintained by our office
• A current copy will always be available at our office and on our website

Data Breach Notification

If your PHI is breached, we will notify you in writing within the time frame required by law. Notification may be sent by mail, email (if authorized), or alternative means if necessary.

Your Rights Regarding Your PHI

1. Right to Inspect and Obtain Copies

You have the right to view and request a copy of your paper or electronic PHI. A reasonable fee may apply for printing, mailing, or digital storage.

2. Right to Amend Your Records

If you believe your records are incorrect or incomplete, you may request an amendment in writing. We may deny amendments if records are complete, accurate, or not created by our office.

3. Right to Request Confidential Communications

You may request that we contact you in a specific way (e.g., only at work or by mail). We will accommodate reasonable requests.

4. Right to Request Restrictions

You may ask us to restrict how your PHI is used or shared for treatment, payment, or healthcare operations. We are not required to agree unless you pay in full out-of-pocket for a service and request that it not be disclosed to your insurer.

5. Right to an Accounting of Disclosures

You may request a list of disclosures of your PHI made by our office in the past six years, excluding those made for treatment, payment, or operations.

6. Right to a Copy of This Notice

You may request a paper or electronic copy of this Notice at any time.

Your Choices

You may tell us your preferences for sharing information in circumstances such as:

• With family or friends involved in your care
• During emergencies or disaster relief efforts

If you are unable to express your wishes, we may share your PHI if it is in your best interest.

How We Collect Information

We collect information through:

• Patient registration forms and health history forms
• Treatment discussions and documentation
• Insurance verification and billing
• Website visits (via cookies and analytics — see section below)

Ambler Dental Care does not sell mobile numbers or share text messaging data with third parties for marketing purposes.

How We Use & Disclose Your Information

Treatment

To provide, coordinate, or manage your dental care. Example: sharing X-rays or treatment plans with a specialist.

Payment

To bill and receive payment from you or your insurance provider. Example: verifying dental benefits or sending claims.

Healthcare Operations

For office administration, quality improvement, staff training, accreditation, and compliance purposes.

Business Associates

We may share PHI with trusted third parties (e.g., labs, billing services, software providers) who must also protect your privacy by contract.

When Required by Law

We may disclose PHI without permission for public health reporting, legal proceedings, worker’s compensation, abuse reporting, law enforcement, or national security.

Use of Artificial Intelligence (AI)

Ambler Dental Care may use AI technology for:

• Call recording and transcription
• Treatment planning assistance
• Radiographic analysis support
• Appointment scheduling and reminders
• Documentation summaries

You have the right to opt out of AI-assisted care. A licensed dental professional will always oversee your treatment and final decisions.

Cookies & Online Technology

Our website may use cookies or analytics to improve website function and user experience. This information is never sold or used for unauthorized marketing.

Our Commitment to Privacy

We protect your information through:

• Encrypted electronic health record (EHR) systems
• Staff HIPAA training and confidentiality agreements
• Access controls and password protection
• Regular security audits and updates

Questions or Concerns? Contact Us

Ambler Dental Care
📍 602 S. Bethlehem Pike Suite C2
Ambler, PA 19002
📞 215-544-2834
📧 bearvalleyoperations@gmail.com

You may file a complaint with us or with the U.S. Department of Health and Human Services (HHS). We will not retaliate against you for filing a complaint.

HHS Office for Civil Rights:
200 Independence Ave SW, Washington, DC 20201
www.hhs.gov/ocr/privacy/hipaa/complaints