CORE SMILES OFFICE PRIVACY POLICIES – HIPAA & NEW YORK PATIENT RIGHTS

INTRODUCTION
This notice describes the privacy policies of Core Smiles Aesthetic | Implant Dentistry, PLLC. Our primary goal is to maintain the confidentiality of your dental treatment information. Certain identifiable health information may need to be disclosed to entities such as your insurance carrier. This notice explains how we use and disclose your dental and health information and how you may access it under federal HIPAA law and New York State patient rights regulations.

BACKGROUND INFORMATION
Dental offices in New York are required by federal HIPAA law and New York State law to maintain the confidentiality of dental health information generated during patient care. New York law also requires that patients are notified of privacy practices, legal duties, and their rights regarding health information. This Office Privacy Policy is effective as of November 2025 and will remain in effect until amended.

We reserve the right to amend our privacy practices in accordance with applicable law. Changes may apply to all health information collected before and after any amendments. Amended policies will be available upon request.

USES AND DISCLOSURES OF HEALTH INFORMATION
We use and disclose health information for treatment, payment, and dental practice operations:

  1. Treatment: Health information may be shared with dental colleagues, physicians, or other healthcare providers involved in your care.

  2. Payment: Health information may be disclosed to insurance carriers or billing services to obtain payment for services rendered.

  3. Dental Practice Operations: Health information may be used for quality assessment, staff training, accreditation, licensing, legal consultations, and other operational needs.

AUTHORIZATION
Beyond treatment, payment, and operations, you may provide written authorization to use or disclose your health information for other purposes. You may revoke this authorization in writing at any time. Revocation does not affect disclosures made while the authorization was in effect.

DISCLOSURE TO FAMILY AND FRIENDS
We may disclose your health information to a family member, friend, or other person involved in your care or payment if you consent. Only information directly relevant to their involvement will be shared.

PERSONS INVOLVED IN CARE
In emergencies or if you are incapacitated, we may use professional judgment to disclose necessary information to appropriate entities. We may also allow individuals to pick up prescriptions, dental supplies, x-rays, or other forms of health information based on reasonable judgment.

MARKETING
Your health information or images will not be used for marketing without your written authorization.

LEGAL REQUIREMENTS

  • Subpoenas & Legal Requests: Health information may be disclosed when required by law.

  • Abuse or Neglect: Health information of minors may be disclosed to authorities if abuse or neglect is suspected.

  • Threat to Health or Safety: Disclosure may occur to prevent serious threats to health or safety.

  • National Security & Law Enforcement: Health information may be disclosed to authorized federal or military authorities as required.

APPOINTMENT REMINDERS
Basic health information may be used for appointment reminders via voicemail, letters, postcards, or email.

MINIMUM NECESSARY DISCLOSURE
We limit disclosure to only the minimum health information necessary to achieve the purpose.

CONSUMER DATA
We do not sell consumer information to third parties or marketing agencies.

PATIENT RIGHTS – NEW YORK STATE

  1. Access:

    • You have the right to inspect and obtain a copy of your dental health information in our possession.

    • Requests can be made in writing or in person.

    • We will provide access within 10 business days for electronic records and 20 business days for paper records, per NY law (PHL §18).

    • Reasonable, cost-based fees may apply for copies, postage, and staff time. Fee structure is disclosed upon request.

    • You may request a summary or explanation of your health information instead of a full copy, for a reasonable fee.

  2. Amendment / Correction:

    • You have the right to request corrections or amendments to your health information if you believe it is inaccurate or incomplete.

    • Requests must be in writing. We may deny requests if the information is accurate and complete, but will provide a written explanation.

  3. Confidential Communications:

    • You may request to receive communications in a specific manner or at a specific location if standard methods could endanger you.

  4. Accounting of Disclosures:

    • You have the right to request a list of certain disclosures of your health information made by us in the past six years (except for disclosures for treatment, payment, or operations).

  5. Right to File Complaints:

    • You may file complaints regarding privacy practices with our Privacy Officer, Core Smiles management, or the Office for Civil Rights (OCR) at the U.S. Department of Health & Human Services.

FEES FOR COPIES / DUPLICATION

  • Paper copies: $0.75 per page for first 30 pages; $0.50 per page thereafter.

  • Administrative fee to locate and process records: $15.00

  • Radiographs (x-rays), study models, photographs, and slides: cost-based duplication fee.

CONTACT INFORMATION
Core Smiles Aesthetic | Implant Dentistry, PLLC
1182 Broadway, Suite 4B
New York NY 10001
(212) 251 - 0044