Privacy Policy & Notice of Privacy Practices
Part 1: Website Privacy Policy
How We Manage Your Information
Vincent & Bullwinkel Orthodontics is committed to respecting your privacy and protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit www.smilelowcountry.com, submit a new-patient inquiry, request a virtual consultation, or contact our practice.
Our website provides information about our orthodontic services and helps patients and families connect with our team. We handle information in accordance with applicable privacy laws and our privacy practices.
Information We Collect
We may collect information directly from you when you interact with our website or communicate with our office.
New-patient information
Our new-patient inquiry form may collect:
Patient's first and last name
Date of birth
Gender, where requested
Phone number
Email address
Billing party's first name and middle initial
Billing party's last name
Billing party's email address
We use this information to identify prospective patients, respond to inquiries, and coordinate the next steps in scheduling a consultation.
Health and treatment information
If you become a patient, we may collect additional information needed to evaluate your orthodontic needs and provide treatment. This may include medical and dental history, diagnostic images, X-rays, treatment plans, insurance details, and billing records.
Website usage information
When you visit our website, certain information may be collected automatically, depending on the technologies in use. This may include your IP address, browser type, device information, pages visited, referring website, and general website activity.
How We Use Your Information
We may use the information we collect to:
Respond to inquiries and consultation requests.
Contact prospective patients and coordinate appointments.
Evaluate orthodontic needs and provide treatment.
Communicate with patients, parents, guardians, and authorized representatives.
Manage billing and insurance-related matters.
Maintain patient records and operate our practice.
Improve our website, content, and user experience.
Understand website traffic and measure website performance.
Protect our website and comply with applicable legal requirements.
We will use and disclose protected health information only as permitted or required by applicable law.
How We Share Your Information
We do not sell personal information.
We may share information, when appropriate and legally permitted, with:
Healthcare providers involved in your treatment.
Insurance companies and billing or payment service providers.
Website hosting, IT, and technology providers, including providers of our online forms and virtual consultation tools.
Appointment scheduling and practice management platforms.
Other authorized service providers supporting our operations.
Government authorities or other parties when disclosure is required or permitted by law.
When third-party service providers handle protected health information on our behalf, we will use the safeguards and agreements required by applicable law, including business associate agreements.
We will obtain your written authorization before using or disclosing protected health information when authorization is required.
Cookies and Website Analytics
Our website may use cookies and similar technologies to support functionality and understand how visitors interact with our content.
These technologies may help us measure website traffic, identify popular pages, troubleshoot issues, and improve the browsing experience. We currently use Anywhere Dolphin, and these providers may collect certain information about your visit. We do not place advertising pixels or other third-party tracking technologies on pages where you submit new-patient, consultation, or health information.
You can manage cookies through your browser settings. Disabling certain cookies may affect some website features.
Email, Phone, and Text Message Communications
We may use the contact information you provide to respond to inquiries, coordinate appointments, and communicate about treatment or administrative matters.
If we offer text message or promotional communications, we will obtain consent where required and provide applicable opt-out instructions.
Standard email and text messages may not be completely secure. Our new-patient form requests only the basic information needed to schedule a consultation. Please do not include medical history, photos, or other detailed health information in general website forms, ordinary email, or text messages unless we direct you to an appropriate channel.
Protecting Your Information
We use reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, or loss.
Access to information is limited according to authorized business and healthcare needs. However, no internet transmission or electronic storage system can be guaranteed to be completely secure.
If a security breach involving protected health information requires notification under applicable law, we will provide the required notifications.
Information Retention
We retain information for as long as reasonably necessary to provide services, manage our practice, maintain appropriate records, and meet applicable legal and regulatory obligations.
Retention periods depend on the type of information and the requirements that apply to it.
Third-Party Websites
Our website may link to external websites, online scheduling tools, patient portals, or other third-party services.
These services may have their own privacy policies. We encourage you to review those policies before submitting information because we do not control the privacy practices of independent third parties.
Children's Privacy
Our practice provides orthodontic care to children, teenagers, and adults.
Parents and legal guardians may submit information on behalf of a child when seeking orthodontic care. We handle information about minors in accordance with applicable law.
Please contact our office if you have questions about a child's personal information or believe information has been submitted improperly.
Changes to This Privacy Policy
We may update this Privacy Policy when our website, services, technology, or legal obligations change.
We will update the effective date at the top of this page when revisions are made. We encourage you to review this page periodically.
Part 2: HIPAA Notice of Privacy Practices
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
Your Health Information. Your Rights. Our Responsibilities.
This Notice of Privacy Practices explains how Vincent & Bullwinkel Orthodontics may use and disclose your protected health information and how you can access that information.
Please review this notice carefully.
This notice applies to protected health information maintained by our practice, subject to applicable law.
Our Responsibilities
As a HIPAA-covered entity, we are required by law to:
Maintain the privacy and security of your protected health information.
Provide you with notice of our legal duties and privacy practices.
Follow the terms of the Notice of Privacy Practices currently in effect.
Notify you if a breach occurs that may have compromised the privacy or security of your protected health information, as required by law.
Obtain your written authorization for uses and disclosures that require authorization.
We will not use or disclose your protected health information for purposes not described in this notice unless you authorize us in writing or the use or disclosure is otherwise permitted or required by law.
How We May Use and Disclose Your Health Information
Treatment
We may use and disclose your health information to evaluate your orthodontic needs, plan your treatment, and coordinate your care with other healthcare professionals when permitted by law.
For example, we may share relevant information with your dentist when necessary to coordinate your orthodontic treatment.
Payment
We may use and disclose appropriate health information to bill for services, collect payment, process insurance claims, and determine coverage or benefits.
For example, we may provide relevant information to your insurance company when processing an orthodontic claim.
Healthcare Operations
We may use and disclose health information for activities necessary to operate and manage our practice, improve care, maintain records, and support administrative functions, as permitted by law.
Individuals Involved in Your Care or Payment
We may share relevant health information with a family member, friend, or other person you identify who is involved in your care or helps pay for it, such as a parent or guardian who accompanies a patient to appointments. You have the right to tell us not to share this information, and we will follow your instructions unless the law provides otherwise. If you are not present or are unable to agree or object, we may share information if we believe, in our professional judgment, that it is in your best interest.
Other Permitted or Required Disclosures
We may disclose health information without your written authorization in circumstances permitted or required by law. These may include:
When disclosure is required by federal, state, or other applicable law.
For certain public health and health oversight activities.
To report suspected abuse or neglect when required or permitted by law.
In response to qualifying court orders or legal proceedings.
For certain law enforcement purposes permitted by law.
To prevent or reduce a serious threat to health or safety when legally permitted.
For workers' compensation claims or similar programs, as authorized by law.
For research, when approved under applicable privacy protections.
To coroners, medical examiners, and funeral directors, as permitted by law.
For organ and tissue donation purposes.
For specialized government functions, such as military, national security, and protective services, as permitted by law.
To correctional institutions or law enforcement officials having lawful custody of an individual, as permitted by law.
To the U.S. Department of Health and Human Services when it is reviewing our compliance with HIPAA.
For other purposes specifically permitted by applicable law.
The rules governing these disclosures vary by circumstance. We will follow the requirements that apply to the particular request.
Where South Carolina or other applicable law provides greater privacy protection than HIPAA, we will follow the more protective law.
Uses and Disclosures Requiring Your Authorization
Some uses and disclosures require your written authorization under HIPAA or other applicable law.
We will not use or disclose your health information for marketing purposes, and we will not sell your health information, unless you give us written authorization. Other uses and disclosures not described in this notice will be made only with your written authorization.
When authorization is required, we will obtain it before proceeding. You may revoke an authorization in writing, subject to limitations for actions already taken in reliance on it.
We will not use or disclose your protected health information for purposes requiring authorization without obtaining that authorization, except where the law provides otherwise.
Your Rights Regarding Your Health Information
You have the following rights under HIPAA, subject to applicable legal requirements and exceptions.
Right to Access Your Records
You may request to inspect or obtain a paper or electronic copy of your health information maintained by our practice.
We may charge a reasonable, legally permitted fee for copies. Certain exceptions may apply.
Right to Request Corrections
You may ask us to amend health information that you believe is incorrect or incomplete.
We may deny a request in certain circumstances permitted by law. If we deny your request, we will explain the reason and your applicable options.
Right to Request Confidential Communications
You may request that we contact you in a particular way or send communications to a specific location.
We will accommodate reasonable requests as required by law.
Right to Request Restrictions
You may ask us to limit how we use or disclose certain health information for treatment, payment, or healthcare operations.
We are not required to agree to every request. However, if you pay for a service or health care item out of pocket in full, you may ask us not to share information about that service with your health plan for purposes of payment or our operations, and we will agree to that request unless a law requires us to share that information.
Right to an Accounting of Disclosures
You may request an accounting of certain disclosures of your health information made during the six years before your request, subject to applicable exceptions.
Some disclosures, including many made for treatment, payment, and healthcare operations, are excluded from this accounting requirement.
Right to a Copy of This Notice
You may request a paper copy of this Notice of Privacy Practices at any time, even if you previously agreed to receive it electronically.
Right to Choose a Personal Representative
If a parent, legal guardian, or other individual has legal authority to act on your behalf, that person may exercise applicable privacy rights on your behalf, subject to the laws governing personal representatives and minors.
We may verify the individual's identity and authority before responding to a request.
Complaints and Reporting Privacy Concerns
If you believe your privacy rights have been violated, you may submit a complaint to our practice or to the U.S. Department of Health and Human Services, Office for Civil Rights. To file a complaint with our practice, contact our Privacy Officer using the information below. To file a complaint with the Office for Civil Rights, write to 200 Independence Avenue, S.W., Washington, D.C. 20201, call 1-877-696-6775, or visit www.hhs.gov/ocr/privacy/hipaa/complaints/. You will not be retaliated against for filing a complaint.
Changes to This Notice
We reserve the right to change this Notice of Privacy Practices as permitted by law.
Any revised notice will apply to all protected health information we maintain, including information we created or received before the change. The updated notice will be made available on our website and at our office.
Contact Us
For questions about this Privacy Policy or Notice of Privacy Practices, to exercise any of your rights, or to file a complaint, please contact:
Vincent & Bullwinkel Orthodontics
Attn: Dr. Katie Bullwinkel
125-H Wappoo Creek Drive, Suite B
Charleston, SC 29412
Phone: (843) 762-2304
Website: www.smilelowcountry.com