Notice of Privacy Practices

NOTICE OF PRIVACY PRACTICES‍

THIS NOTICE IS FOR DIAMOND CARE DENTAL, LLC AND FOLLOWS THE TERMS OF THIS NOTICE AND IS REFERRED TO IN THIS NOTICE AS “WE”, “US”, “OUR”, OR “PROVIDER.” IN ADDITION, THIS NOTICE APPLIES TO ALL OUR EMPLOYEES, MANAGEMENT, CONTRACTORS, STUDENT INTERNS, AND VOLUNTEERS.

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

We respect our legal obligation to keep health information that identifies you private. We are obligated by law to give you notice of our privacy practices. This Notice describes how we protect your health information and what rights you have regarding it.

TREATMENT, PAYMENT AND HEALTH CARE OPERATIONS

The most common reason why we use or disclose your health information is for treatment, payment or health care operations. Examples of how we use or disclose information for treatment purposes are: setting up an appointment for you; examining your teeth, mouth, and oral health; prescribing medications and faxing them to be filled; prescribing dental appliances and dental prostheses; showing you treatment options; referring you to another dentist for specialty care; or getting copies of your health information from another professional that you may have seen before us. Examples of how we use or disclose your health information for payment purposes are: asking you about your dental or medical care plans, or other sources of payment; preparing and sending bills or claims; and collecting unpaid amounts (either ourselves or through a collection agency or attorney. "Health care operations" mean those administrative and managerial functions that we have to do in order to run our office.

Examples of how we use or disclose your health information for health care operations are: financial or billing audits; internal quality assurance; personal decisions; participation in managed care plans; defense of legal matters; business planning; and outside storage of our records.

We routinely use your health information inside our office for these purposes without any special permission. If we need to disclose your health information outside of our office for these reasons, we will ask you for special permission.

(We will ask for special written permission in the following situations: anything related to HIV/AIDS status, any use of information for marketing or fundraising purposes.)

USES AND DISCLOSURES FOR OTHER REASONS WITHOUT PERMISSION

In some limited situations, the law allows or requires us to use or disclose your health information without your permission. Not all of these situations will apply to us; some may never come up at our office at all.

Such uses or disclosures are:

We may use and disclose your health information for different purposes, including treatment, payment, and health care operations. For each of these categories, we have provided a description and an example. Some information, such as HIV-related information, genetic information, alcohol abuse records, substance abuse records subject to 42 CFR Part 2, and mental health records may be entitled to special confidentiality protections under applicable state or federal law. We will abide by these special protections as they pertain to applicable cases involving these types of records.

• When a state or federal law mandates that certain health information be reported for a specific purpose
• For public health purposes, such as contagious disease reporting, investigation or surveillance; and notices to and from the federal Food and Drug Administration regarding drugs or medical devices
• Disclosures to governmental authorities about victims of suspected abuse, neglect or domestic violence
• Uses and disclosures for health oversight activities, such as licensing of doctors; audits by Medicare or Medicaid; or investigation of possible violations of health care laws
• Disclosures for judicial and administrative proceedings, such as in response to subpoenas or orders of courts or administrative agencies
• Disclosures for law enforcement purposes
• Disclosure to a medical examiner to identify a dead person or determine the cause of death; or to funeral directors to aid in burial; or to organizations that handle organ or tissue donations
• Uses or disclosures for health related research
• Uses and disclosures to prevent a serious threat to health or safety
• Uses or disclosures for specialized government functions
• Disclosures of de-identified information
• Disclosures relating to workers’ compensation programs
• Disclosures of a “limited data set” for research, public health, or health care operations
• Incidental disclosures that are an unavoidable by-product of permitted uses or disclosures
• Disclosures to “business associates” who perform health care operations for us and who commit to respect the privacy of your health information

MARKETING

We may use your health information to communicate about a product covered by your health plan, treatment alternatives related to your care coordination, or health-related services or benefits that may interest you. We may also use your health information for streamlined marketing communications.

Authorization is not required for face-to-face communication.

Sale of Personal Information

We do not market or sell personal health information. Out of respect to your right to privacy we provide you within such marketing materials with means to decline receiving further marketing offers from us.

If you unsubscribe, we will remove your email address or telephone number from our marketing distribution lists.

Please note that even if you have unsubscribed from receiving marketing emails from us, we may send you other important email communications without offering you the opportunity to opt out. These may include customer service announcements or administrative notices.

MINORS

We understand the importance of protecting children’s privacy, especially in an online environment. The Site is not designed for or directed at children.

Under no circumstances shall we allow use of our services by minors without prior consent or authorization by a parent or legal guardian.

We do not knowingly collect Personal Information from minors. If a parent or guardian becomes aware that his or her child has provided us with Personal Information without consent, he or she should contact us at the address shown at the bottom of this Notice.

CORPORATE TRANSACTION

We may share information in the event of a corporate transaction (e.g. sale of a substantial part of our business, merger, consolidation, or asset sale).

In the event of the above, the transferee or acquiring company will assume the rights and obligations as described in this Privacy Policy.

VIDEO MONITORING

We may utilize HIPAA-compliant cameras in open areas of a facility to monitor patient safety.

Video recordings are never distributed, sold, or played on the internet, social media, or YouTube for general viewing.

Videos will not be part of the medical record.

APPOINTMENT REMINDERS

We may call or write to remind you of scheduled appointments, or that it is time to make a routine appointment.

We may also call or write to notify you of other treatments or services available at our office that might help you.

Unless you tell us otherwise, we will:

• Mail you an appointment reminder on a postcard
• Leave you a reminder message on your home answering machine
• Leave a message with someone who answers your phone if you are not home

OTHER USES AND DISCLOSURES

We will not make any other uses or disclosures of your health information unless you sign a written “authorization form.”

The content of an authorization form is determined by federal law.

Sometimes, we may initiate the authorization process if the use or disclosure is our idea. Sometimes, you may initiate the process if it is your idea for us to send your information to someone else.

If we initiate the process and ask you to sign an authorization form, you do not have to sign it.

If you do not sign the authorization, we cannot make the use or disclosure.

If you do sign one, you may revoke it at any time unless we have already acted in reliance upon it.

Revocations must be in writing and sent to the office address at the bottom of this Notice.

YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION

The law gives you many rights regarding your health information. You can:

• Ask us to restrict our uses and disclosures for purposes of treatment (except emergency treatment), payment or health care operations. We do not have to agree to do this, but if we agree, we must honor the restrictions that you want. We must honor a restriction not to send information to a health care plan regarding any service for which you have already made full payment. To ask for a restriction, send a written request to the office contact person at the address, or phone number shown at the bottom of this Notice.

• Ask us to communicate with you in a confidential way, such as by phoning you at work rather than at home, by mailing health information to a different address, or by using Email to your personal Email address. We will accommodate these requests if they are reasonable, and if you pay us for any extra cost. If you want to ask for confidential communications, send a written request to the office contact person at the address, or phone number shown at the bottom of this Notice.

• Ask to see or get photocopies of your health information. By law, there are a few limited situations in which we can refuse to permit access or copying. For the most part, however, you will be able to review or have a copy of your health information within 10 days of asking us. You may have to pay for photocopies in advance. If we deny your request, we will send you a written explanation, and instructions about how to get an impartial review of our denial if one is legally available. If you want to review or get photocopies of your health information, send a written request to the office contact person at the address, or phone number shown at the bottom of this Notice.

• Ask us to amend your health information if you think that it is incorrect or incomplete. If we agree, we will amend the information within 60 days from when you ask us. We will send the corrected information to persons who we know got the wrong information, and others that you specify. If we do not agree, you can write a statement of your position, and we will include it with your health information along with any rebuttal statement that we may write. Once your statement of position and/or our rebuttal is included in your health information, we will send it along whenever we make a permitted disclosure of your health information. By law, we can have one 30 day extension of time to consider a request for amendment if we notify you in writing of the extension. If you want to ask us to amend your health information, send a written request, including your reasons for the amendment, to the office contact person at the address, or phone number shown at the bottom of this Notice.

• Get a list of the disclosures that we have made of your health information within the past six years(or shorter period if you want). By law, the list will not include: disclosures for purposes of treatment, payment or health care operations; disclosures with your authorization; incidental disclosures; disclosures required by law; and some other limited disclosures. You are entitled to one such list per year without charge. If you want more frequent lists, you will have to pay for them in advance. We will usually respond to your request within 60 days of receiving it, but by law we can have one 30 day extension of time if we notify you of the extension in writing. If you want a list, send a written request to the office contact person at the address or phone number shown at the bottom of this Notice.

• Get additional paper copies of this Notice of Privacy Practices upon request. It does not matter whether you got one electronically or in paper form already. If you want additional paper copies, send a written request to the office contact person at the address, or phone number shown at the bottom of this Notice. You will be notified by us in a timely manner of any breach of the privacy and confidentiality of your un secured protected health information, which we will provide to you in accordance with law and take all appropriate measures to address.

FUNDRAISING

We may contact you regarding sponsored activities, including fundraising programs, as permitted by law.

If you do not wish to receive such information, you may opt out.

We will provide clear notice and choice regarding fundraising communications.

OUR NOTICE OF PRIVACY PRACTICES

By law, we must abide by the terms of this Notice until we choose to change it.

We reserve the right to change this Notice at any time as allowed by law.

If we change this Notice:

• The new practices will apply to existing and future health information
• The updated Notice will be posted in our office
• Copies will be available in our office
• The Notice will be posted on our website

COMPLAINTS

If you believe we have not properly respected the privacy of your health information, you may file a complaint with us or with the U.S. Department of Health and Human Services, Office for Civil Rights.

To complain to us, send a written complaint to the office contact person at the address or phone number below.

You may also discuss your complaint in person or by phone.

FOR MORE INFORMATION

If you want more information about our privacy practices, contact our office at the address or phone number below:

Diamond Care Dental

1149 Route 601

Skillman, NJ, 08558

📞 609-874-7474

All complaints must be submitted in writing.  There will be no retaliation for filing a complaint.

EFFECTIVE DATE

This revised Notice is updated and effective May 5, 2026. We reserve the right to amend, change, or eliminate provisions in our privacy practices and access practices and to enact new provisions regarding the health information we maintain within the scope of federal and state privacy laws. If our information practices change, we will amend our Notice. Any changes we make in our privacy practices will affect all health information we maintain. We can change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available upon request, in our office, and on our website.