NOTICE of Patient Privacy Policy & electronic communications policy

This Notice is provided to you in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA); it requires all healthcare records and other individually identifiable health information used or disclosed to us in any form, whether electronically, on paper, or orally, to be kept confidential. This federal law gives you, the patient, significant rights to understand and control how your health information is used. Without specific written authorization, we are permitted to use and disclose your healthcare records for the purpose of treatment, payment and healthcare operations. We may also disclose protected health information for any lawful purpose as required by HIPAA regulations.

We are committed to protecting your Protected Health Information (PHI). This notice explains how we may collect, use, and share your information, and the choices you have about how your information is handled.

Collecting Protected Health Information:

We will only request personal information needed to provide our standard of quality care, implement payment activities, conduct normal practice operations and comply with the law. This may include your name, address, telephone number(s), Social Security Number, employment data, medical history, health records, etc. While most of the information will be collected from you, we may obtain information from third parties if it is deemed necessary. Regardless of the source, your personal information will always be protected to the full extent of the law.

How We May Use or Disclose Your Information:

We may use or share your PHI for the following purposes:

  • Treatment – To provide, coordinate, or manage your healthcare.
  • Payment – To bill for services and obtain payment from insurance or third parties.
  • Healthcare Operations – For administrative, quality improvement, and internal training purposes.
  • As Required by Law – Including for public health, law enforcement, and health oversight agencies.

How We Safeguard Your Information:

We comply with HIPAA security standards and state privacy laws by implementing administrative, technical, and physical safeguards to protect your data. We also enter into Business Associate Agreements (BAAs) with third-party service providers handling protected health information on our behalf. Our office and electronic systems are secure from unauthorized access and our privacy policy applies to all former, current and future patients.

Substance Use Disorder (SUD) Records – Federal Confidentiality:

Records identifying a patient as having sought, received, or been referred for substance use disorder diagnosis or treatment are protected by enhanced federal confidentiality requirements under 42 CFR Part 2, in addition to HIPAA and applicable state law. Such records may not be used or disclosed by the Practice except as expressly permitted by federal law or pursuant to the patient’s written consent that meets Part 2 requirements, and patients retain the right to control, revoke, and receive information regarding such disclosures as allowed by law. The Practice is legally obligated to safeguard SUD records through restricted access and minimum-necessary use, and such records may not be used or disclosed in response to subpoenas or legal proceedings unless authorized by a court order that complies with Part 2. Any permitted disclosure is subject to strict prohibitions on redisclosure. Where laws conflict, the Practice will apply the standard that provides the greatest level of patient confidentiality.

Text Messaging, Email, and Electronic Communications Terms of Use:

Under HIPAA we are permitted to contact you via text message, email, or telephone for:

  • Appointment reminders
  • Scheduling updates
  • Follow-up care instructions
  • Administrative notices (e.g., billing, insurance)

Important – Risk of Unencrypted Communication:

These methods may not be secure, and your health information could be viewed or intercepted by unauthorized individuals.

By providing your mobile number or email address, you:

  • Acknowledge and accept the privacy risks of unencrypted communication, and
  • Authorize us to send non-sensitive health information via these channels.
  • Understand that standard text/SMS rates may apply.

Electronic Billing:

We use secure, encrypted electronic billing notices and payment requests when possible. You may opt out at any time for all billing notices and payment requests to be sent in paper form. We will honor your communication preferences.

You may opt out of all electronic communications at any time by:

  • Calling our office at 360-456-5678.
  • Replying “STOP” to any text message from our office.

Acknowledgment of Understanding and Consent:

By using electronic communication to interact with our practice, you confirm that you have read, understood, and agree to these Terms of Use and are aware of your rights under HIPAA and Washington State law.

Your Rights:

By using electronic communication to interact with our practice, you confirm that you have read, understood, and agree to these Terms of Use and are aware of your rights under HIPAA and Washington State law.

You have the right to:

  • Access, inspect and request a copy of your protected health information; request an amendment to your protected health information.
  • Request confidential communications of protected health information from us by alternative means.
  • Receive an accounting of disclosures of your protected health information, outside of treatment, payment and healthcare operations.
  • Obtain a paper copy of this notice from us upon your request.
  • Without retaliation, you have the right to file a formal complaint with us at the address below or with the U.S. Department of Health and Human Services for Civil Services, if you feel your privacy rights have been violated.

We are required by law to maintain the privacy of your protected health information and to provide you with notice of our legal duties and privacy practices with respect to protected health information.

Changes to This Notice

We may update this Notice at any time. The most current version will always be posted on our website at https://www.southsoundoralsurgery.com.