Hipaa Notice Of Privacy Practices

Effective Date: October 1, 2026

THIS NOTICE DESCRIBES HOW MEDICAL AND DENTAL INFORMATION ABOUT YOUR CHILD MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

At Everyday Smiles Pediatric Dentistry, we are committed to protecting the privacy of your child’s health information. This Notice of Privacy Practices explains how we may use and disclose protected health information (PHI), how we protect that information, and the rights you have regarding your child’s health information.

This notice applies to health information created, received, or maintained by Everyday Smiles Pediatric Dentistry in connection with the dental care we provide to our patients.

OUR RESPONSIBILITIES

Everyday Smiles Pediatric Dentistry is required by law to:

• Protect the privacy of your child’s protected health information.
• Provide you with this notice describing our privacy practices.
• Follow the terms of the notice currently in effect.
• Notify you as required by law if a breach occurs that may compromise the privacy or security of your protected health information.
• Use and disclose health information only as permitted by applicable law.

HOW WE MAY USE AND DISCLOSE YOUR HEALTH INFORMATION

We may use or disclose your child’s health information for purposes related to treatment, payment, healthcare operations, and other purposes permitted or required by law.

TREATMENT

We may use and share health information to provide, coordinate, or manage your child’s dental care.

This may include:

• Reviewing your child’s medical and dental history.
• Evaluating your child’s oral health.
• Planning and providing dental treatment.
• Coordinating care with other healthcare professionals when necessary.
• Providing treatment recommendations and follow-up instructions.

PAYMENT

We may use or disclose health information when necessary to obtain payment for dental services.

This may include:

• Processing dental insurance claims.
• Verifying insurance coverage and benefits.
• Billing patients or responsible parties.
• Communicating with insurance companies regarding treatment and payment.
• Collecting payment for services provided.

HEALTHCARE OPERATIONS

We may use health information for activities necessary to operate our dental practice and provide quality care.

These activities may include:

• Quality improvement.
• Staff training.
• Appointment scheduling.
• Patient communication.
• Practice administration.
• Reviewing treatment and services.
• Insurance and billing activities.
• Maintaining and managing patient records.

COMMUNICATIONS WITH PARENTS AND LEGAL GUARDIANS

Because Everyday Smiles Pediatric Dentistry provides dental care to infants, children, teens, and patients with special healthcare needs, we may communicate with parents or legal guardians regarding a child’s dental care when permitted by law. everydaysmilespediatricdentistry.com

Communications may include:

• Appointment information.
• Dental treatment recommendations.
• Oral health instructions.
• Follow-up care.
• Billing and insurance information.
• Information related to your child’s dental records.

If you authorize another person to receive information about your child’s care, we may require appropriate written authorization.

APPOINTMENT REMINDERS AND COMMUNICATIONS

We may contact you using the phone number, email address, or other contact information you provide to our office.

Communications may include:

• Appointment reminders.
• Appointment confirmations.
• Scheduling information.
• Treatment follow-ups.
• Patient care instructions.
• Responses to questions or requests.

Our patient information page explains that appointment-related forms may be sent by email or text message for families to complete. everydaysmilespediatricdentistry.com

USES AND DISCLOSURES REQUIRED BY LAW

We may use or disclose protected health information when required by federal, state, or local law.

Depending on the circumstances, this may include disclosures:

• Required by a court order or other legal process.
• Related to public health activities.
• Related to suspected abuse or neglect.
• To health oversight agencies.
• To prevent or address a serious threat to health or safety.
• To comply with other legal requirements.

We will disclose only the information permitted or required for the applicable purpose.

OTHER PERMITTED USES AND DISCLOSURES

We may disclose health information without your written authorization when permitted by HIPAA or other applicable law.

Examples may include disclosures for:

• Public health activities.
• Health oversight activities.
• Judicial and administrative proceedings.
• Law enforcement purposes when legally permitted.
• Workers’ compensation purposes when applicable.
• Certain activities involving serious threats to health or safety.

USES AND DISCLOSURES REQUIRING YOUR AUTHORIZATION

Certain uses and disclosures of protected health information require your written authorization.

If an authorization is required, you may choose whether to provide that authorization. You may also revoke an authorization in writing when permitted by law.

Revoking an authorization will not affect actions already taken based on the authorization before it was revoked.

YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION

You have certain rights regarding your child’s protected health information.

RIGHT TO INSPECT AND RECEIVE COPIES

You may request to inspect or receive a copy of your child’s dental and health information maintained by our practice, subject to applicable legal limitations.

RIGHT TO REQUEST AN AMENDMENT

If you believe information in your child’s records is incorrect or incomplete, you may request an amendment to the information.

RIGHT TO REQUEST RESTRICTIONS

You may ask us to restrict certain uses or disclosures of your child’s health information.

We will consider your request, although we may not be required to agree to every requested restriction.

RIGHT TO REQUEST CONFIDENTIAL COMMUNICATIONS

You may request that we communicate with you about your child’s health information through a specific method or at a specific location.

For example, you may request that we contact you at a particular phone number or address.

RIGHT TO RECEIVE A COPY OF THIS NOTICE

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

RIGHT TO FILE A COMPLAINT

If you believe your privacy rights have been violated, you may file a complaint with Everyday Smiles Pediatric Dentistry or with the U.S. Department of Health & Human Services Office for Civil Rights.

You will not be retaliated against for filing a complaint.

ELECTRONIC COMMUNICATIONS

We may use electronic communication methods, including email, text messages, and other electronic systems, to communicate with families about appointments and dental care.

While we take reasonable steps to protect your information, electronic communications may carry certain privacy and security risks.

If you prefer to communicate with our office through another method, please contact our team to discuss your preferences.

PROTECTION OF PATIENT INFORMATION

Everyday Smiles Pediatric Dentistry takes reasonable administrative, technical, and physical measures to protect patient information from unauthorized access, use, or disclosure.

Patient information may include dental history, health information, treatment information, insurance information, and other information needed to provide and manage dental care.

Our practice uses patient information to help develop personalized treatment plans based on each child’s individual needs and health history. everydaysmilespediatricdentistry.com

DATA BREACH NOTIFICATION

If a breach occurs involving unsecured protected health information, Everyday Smiles Pediatric Dentistry will provide notification as required by applicable federal and state law.

Notifications will include information about the breach and any steps you may need to take to help protect your information when required.

CHANGES TO THIS NOTICE

Everyday Smiles Pediatric Dentistry reserves the right to change this Notice of Privacy Practices.

Any revised notice will apply to protected health information maintained by our practice and will be made available as required by law.

We encourage patients and families to review the current notice periodically.

OUR NOTICE OF PRIVACY PRACTICES

This notice explains our general privacy practices regarding protected health information. It does not replace any rights or protections provided to patients under applicable federal or state privacy laws.

If you have questions about this notice or our privacy practices, please contact our office.

COMPLAINTS

If you believe your privacy rights have been violated or you have concerns about how your health information has been handled, you may contact:

Everyday Smiles Pediatric Dentistry
374 Windsor Hwy Suite 368E
New Windsor, NY 12553
Phone: (845) 237-4080 everydaysmilespediatricdentistry.com

You may also contact the:

U.S. Department of Health & Human Services
Office for Civil Rights

You will not be penalized or treated differently for filing a privacy complaint.

FOR MORE INFORMATION

If you have questions about this HIPAA Notice of Privacy Practices, your privacy rights, or how Everyday Smiles Pediatric Dentistry handles your child’s health information, please contact our office at (845) 237-4080. everydaysmilespediatricdentistry.com

Everyday Smiles Pediatric Dentistry
374 Windsor Hwy Suite 368E
New Windsor, NY 12553
Phone: (845) 237-4080