Privacy Policy
Privacy Policy in Renton, WA
Our Commitment to Your Privacy
At Evergreen Dental Care, we are deeply committed to protecting your personal information and maintaining the confidentiality of your dental and health records. This Privacy Policy explains how we collect, use, protect, and share your information in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable privacy laws.
Dr. Bartolo Espana and our entire team understand that your trust is essential to the doctor-patient relationship. We take our responsibility to safeguard your privacy seriously and have implemented comprehensive policies and procedures to ensure your information remains secure.
Privacy Policy
Information We Collect
To provide you with exceptional dental care, we collect and maintain several types of information:
Personal Identification Information
- Full name, date of birth, and contact information (address, phone number, email)
- Emergency contact details
- Insurance information and payment details
- Social Security number (when required for insurance or payment purposes)
Health Information
- Complete dental and medical history
- Current medications and allergies
- Treatment plans, procedures performed, and clinical notes
- Diagnostic images including X-rays and photographs
- Lab results and consultation reports from specialists
Visit Information
- Appointment dates and times
- Treatment received and associated costs
- Communication preferences and special needs
We collect this information directly from you through our patient forms, during conversations with our team, from your insurance provider, and from other healthcare providers involved in your care when you authorize such communication.
How We Use Your Information
We use your personal and health information exclusively for purposes related to your dental care and the operation of our practice:
Treatment Purposes
- Providing comprehensive dental examinations, diagnoses, and treatment
- Coordinating care with specialists when referrals are necessary
- Following up on treatment outcomes and patient satisfaction
- Managing your ongoing care and maintaining continuity between visits
Payment Processing
- Processing payments for services rendered
- Submitting claims to your dental insurance provider
- Verifying insurance coverage and benefits
- Establishing payment plans and processing financing applications through third-party providers
Healthcare Operations
- Improving the quality of care we provide
- Training our staff and conducting quality assurance activities
- Conducting business planning and management activities
- Maintaining compliance with legal and regulatory requirements
Appointment Communications
- Sending appointment reminders via phone, text, or email (based on your preferences)
- Following up after procedures to ensure proper healing and patient comfort
- Notifying you of recommended preventive care or recall appointments
- Providing educational information about your oral health
Privacy Policy
Information Sharing and Disclosure
We respect your privacy and limit the sharing of your information. We will only disclose your personal and health information in the following circumstances:
With Your Written Authorization We will obtain your written consent before sharing your information for purposes not directly related to treatment, payment, or healthcare operations.
Treatment Coordination We may share relevant portions of your health information with other healthcare providers involved in your care, including specialists to whom we refer you, your primary care physician (with your consent), and laboratories that process diagnostic work.
Insurance and Payment We share necessary information with your dental insurance company to verify coverage, obtain pre-authorizations, and process claims for reimbursement. We may also share information with collection agencies if payment arrangements cannot be resolved directly.
Legal Requirements We may disclose information when required by law, including:
- In response to court orders or subpoenas
- To public health authorities for disease prevention and control
- To appropriate authorities if we suspect abuse, neglect, or domestic violence
- To law enforcement in specific circumstances defined by law
- To comply with workers’ compensation laws
Business Associates We work with trusted vendors and service providers who require access to your information to perform services on our behalf. These include our practice management software provider, billing service, laboratory services, and IT support. All business associates are required to protect your information and use it only for the specified purposes.
Your Privacy Rights
Under HIPAA and applicable state laws, you have important rights regarding your health information:
Right to Access Your Records You have the right to review and obtain copies of your dental records. Please submit a written request to our office, and we will provide copies within 30 days. A reasonable copying fee may apply.
Right to Request Amendments If you believe information in your record is incorrect or incomplete, you may request that we amend it. We will review your request and respond within 60 days.
Right to Request Restrictions You may request that we limit how we use or disclose your information. While we will consider your request, we are not required to agree to all restrictions.
Right to Confidential Communications You may request that we communicate with you in a specific way or at a specific location. We will accommodate reasonable requests.
Right to an Accounting of Disclosures You may request a list of certain disclosures we have made of your information. This does not include disclosures for treatment, payment, or healthcare operations.
Right to Receive This Privacy Notice You have the right to receive a paper copy of this Privacy Policy at any time, even if you have previously agreed to receive it electronically.
Right to File a Complaint If you believe your privacy rights have been violated, you may file a complaint with our Privacy Officer or with the U.S. Department of Health and Human Services. We will not retaliate against you for filing a complaint.
How We Protect Your Information
We implement multiple layers of security to protect your personal and health information:
Physical Safeguards
- Secure storage of paper records in locked cabinets and restricted-access areas
- Controlled access to treatment and records areas
- Secure disposal of records through shredding when no longer needed
Technical Safeguards
- Encrypted electronic health records and secure cloud-based storage
- Password-protected computer systems with automatic logoff features
- Regular security updates and firewall protection
- Secure backup systems to prevent data loss
- Encrypted email communication when transmitting sensitive information
Administrative Safeguards
- Comprehensive staff training on privacy and security policies
- Limited access to information based on staff roles and responsibilities
- Regular privacy and security audits
- Written confidentiality agreements with all staff members and business associates
- Incident response procedures for potential security breaches
Privacy Policy
Website and Online Security
Our website uses industry-standard security measures to protect information you submit through our online forms:
Secure Forms All contact forms and online appointment requests are transmitted through secure, encrypted connections.
Cookies and Tracking Our website uses cookies to improve your browsing experience and understand how visitors use our site. These cookies do not collect personal health information. You can disable cookies in your browser settings, though some website features may not function properly.
Third-Party Links Our website may contain links to third-party websites, including our social media profiles and educational resources. We are not responsible for the privacy practices of these external sites and encourage you to review their privacy policies.
Google Analytics We use Google Analytics to understand website traffic patterns and improve our online presence. This service collects anonymous information about your visit and does not identify you personally.
Email and Text Message Communications
If you choose to communicate with our office via email or text message, please be aware that these methods may not be completely secure. We recommend not including detailed health information in unencrypted email or text messages.
For appointment reminders and general practice communications, we may send text messages or emails to the contact information you provide. You can opt out of these communications at any time by contacting our office.
Patient Portal
Our secure patient portal allows you to:
- View portions of your dental record
- Request appointments
- Communicate with our team through secure messaging
- Review treatment plans and cost estimates
- Access financial information
Access to the patient portal requires a unique username and password. You are responsible for maintaining the confidentiality of your login credentials.
Payment Information Security
We process credit card payments through PCI-compliant payment processors that encrypt your financial information. We do not store complete credit card numbers in our practice management system.
For patients using third-party financing options, your application information is transmitted securely directly to the financing company. We receive only approval status and necessary account information to process your treatment.
Children’s Privacy
We provide dental care to patients of all ages, including children. For patients under 18 years of age, we obtain consent from parents or legal guardians for treatment and collection of information. Parents and legal guardians have the right to access their child’s health records.
In certain circumstances, state law may grant minors privacy rights for specific types of care. We comply with all applicable laws regarding minor consent and privacy.
Changes to This Privacy Policy
We reserve the right to modify this Privacy Policy at any time. Any changes will be effective immediately upon posting to our website and will apply to all information we maintain. We will provide a copy of the current Privacy Policy at each appointment or upon request.
We will notify you of significant changes through:
- Updated notices in our office
- Email notifications to the address on file
- Prominent announcements on our website
Contact Information
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact:
Privacy Officer
Evergreen Dental Care
Northeast 11th Street
Renton, WA
Phone: (425) 264-4400
Email: info@evergreengracdental.com
To File a Complaint
If you believe your privacy rights have been violated, you may file a complaint with:
Evergreen Dental Care Privacy Officer (contact information above)
Or:
U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue, S.W.
Washington, D.C. 20201
Phone: 1-877-696-6775
Website: www.hhs.gov/ocr/privacy/hipaa/complaints/
Effective Date
This Privacy Policy is effective as of [INSERT DATE] and supersedes all previous versions.
Acknowledgment
By providing your information and receiving treatment at Evergreen Dental Care, you acknowledge that you have been provided access to this Privacy Policy and understand how your information will be used and protected. You have the right to request a paper copy of this policy at any time.
At Evergreen Dental Care, your trust and confidence are paramount to us. We are honored to serve you and your family’s dental health needs while maintaining the highest standards of privacy and security.
Contacts
Questions?
Text or call — we’re here to help you plan your first visit.
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CLOSED: Tuesday, Wednesday, Saturday & Sunday