Confidential Medical and Dental History for Your Child or Teenager
Patient Name: ________________________ Nickname: _____________
Date of Birth: ___________________
Primary Care Physician: _________________ Phone: ________________
DENTAL HISTORY:
Is today your child’s first dental visit? Yes __ No __
If no, how long since your child’s last dental visit? ___________________
Which dental practice did your child go to? ________________________
Has your child had dental x-rays in the past? Yes __ No __
What brings you to the dental office today? _______________________
________________________________________________________
Has your child ever had an unpleasant dental experience? Yes __ No __
If yes, please explain: ________________________________________
How do you think your child will behave toward the dentist? ____________
How often does your child brush/floss? ____________________________
Is your water supply fluoridated? Yes __ No __
Does your child take fluoride supplements? Yes __ No __
Does your child have or do any of the following:
☐ Thumb/ finger sucking
☐ Pacifier
☐ Nail biting
☐ Lip biting/tongue thrusting
☐ Nursing bottle habits
☐ Breast feeding
☐ Teeth grinding
☐ Sippy cup with sugary liquids
☐ Sugary drinks (juice, soda, Gatorade)
☐ Sugary snacks/chips/crackers
MEDICAL HISTORY:
Is your child in good health? Yes __ No__
Have there been any changes in your child’s general health within the
past year? Yes __ No__
Your child’s last physical was on _____________.
Is your child currently under a physician’s care for any medical,
emotional, or behavioral condition? Yes __ No __ If yes, please explain:
________________________________________________________
Was your child born prematurely? Yes ___ No___
Did your child spend time in the Neonatal ICU after birth? Yes ___ No___
Has your child had surgery? If yes, please explain ____________________
Has your child been hospitalized for a medical condition or because of
significant injuries? Yes ___ No ___
Does your child take any prescription or OTC medications? Yes __ No __
If yes, please list: ____________________________________________
Does your child have any allergies to medications, latex, foods or metals?
Yes __ No __ If yes, please list: ___________________________________
Is your child’s immunization up to date? Yes __ No __ If not, which ones
and why? ____________________________________________________
Has your child had any of the following diseases or problems?
☐ ADD/ADHD: _____________________________________________
☐ Anemia: ________________________________________________
☐ Artificial Joints: __________________________________________
☐ Asthma/Lung Disease: ______________________________________
☐ Autism: _________________________________________________
☐ Bleeding Disorder/Hemophilia: _________________________________
☐ Cancer: _________________________________________________
☐ Cleft Palate/Lip: __________________________________________
☐ Developmental Disabilities: ___________________________________
☐ Diabetes: _______________________________________________
☐ Eating Disorder: ___________________________________________
☐ Emotional Disorder: ________________________________________
☐ Endocrine Disorder: ________________________________________
☐ Epilepsy/Seizures: _________________________________________
☐ Gastrointestinal or Digestive Problems: __________________________
☐ Hearing/Speech Problems: ___________________________________
☐ Heart Disease/Defect/Murmur: _______________________________
☐ Hepatitis: _______________________________________________
☐ HIV/AIDS: ______________________________________________
☐ Hydrocephalus: ___________________________________________
☐ Kidney Disease: ___________________________________________
☐ Liver Disease: ____________________________________________
☐ Rheumatic Fever: __________________________________________
☐ Sickle Cell Disease/Trait: ____________________________________
☐ Sleep Disorder/Snoring: _____________________________________
☐ Syndrome (specify): ________________________________________
☐ Thyroid Conditions: _________________________________________
☐ Tuberculosis: _____________________________________________
☐ Other: _________________________________________________
PATIENT REGISTRATION
Patient Information:
First Name: __________________________ Last Name: _______________________ Middle Initial: ________
Name of School: _______________________________________________________________ Grade: _____________
Sports/ Activities: ___________________________________________________________________________________
Responsible Party Information:
(Parent or Guardian/Primary Insurance Policy Holder)
First Name: _____________________________ Last Name: _______________________________________________
Address: _________________________________City, State, Zip: __________________________________________
Birth Date: ___________________ Soc Sec: ______________________ Drivers Lic: ________________________
Home Phone: ____________________ Work Phone: ___________________ Cellular: ____________________
Email: _________________________________________________________________________________________________
Employer: ___________________________________________________________________________________________
Dental Ins Company: __________________________________ Member ID: _____________________________
(Other Parent or Guardian/Secondary Insurance Policy Holder)
First Name: _____________________________ Last Name: _______________________________________________
Address: _________________________________City, State, Zip: __________________________________________
Birth Date: ___________________ Soc Sec: ______________________ Drivers Lic: ________________________
Home Phone: ____________________ Work Phone: ___________________ Cellular: ____________________
Employer: _____________________________ Employer Phone Number: _____________________________
Dental Ins Company: __________________________________ Member ID: _____________________________
Emergency Contact Information:
Name: __________________________________________ Relationship to patient: ________________________
Home Phone: ____________________ Work Phone: ___________________ Cellular: ____________________
HIPAA Notice of Privacy Practices
Acknowledgement of Receipt
SmileZ Pediatric Dental Group, 7521 Virginia Oaks Drive, Suite 210,
Gainesville, VA 20155
Anna M. Holmes, Privacy Officer, (703) 754-7151
I hereby acknowledge that I have read and received a copy of the attached dental
practice’s HIPAA Notice of Privacy Practices of SmileZ Pediatric Dental Group.
Signed: _______________________________ Date: __________________________
Print Name: ____________________________Telephone: ________________________
If not signed by the patient, please indicate relationship:
☐ Parent or guardian of minor patient
☐ Guardian or conservator of an incompetent patient
☐ Beneficiary or personal representative of deceased patient
Name of Patient:
_____________________________________________________________________
_________________________________Do not write below this line_____________________________
For Office Use Only:
Signed form received by: ________________________________________
Acknowledgement refused: _____________________________________
Efforts to obtain:
__________________________________________________________________
__________________________________________________________________
Reason for refusal:
__________________________________________________________________
_________________________________________________________________
SmileZ Pediatric Dental Group, 7521 Virginia Oaks Drive, Suite 210,
Gainesville, VA 20155 (703) 468-0700
SmileZ Pediatric Dental Group
Notice of Privacy Practices
Effective Date: July 1, 2012
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED
AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE
REVIEW THIS NOTICE CAREFULLY.
If you have any questions, please contact our privacy officer:
Lynn Boyd
7521 Virginia Oaks Drive, #110
Gainesville, Virginia 20155
703-468-0700
1.
Summary of Rights and Obligations Concerning Health Information. SmileZ Pediatric
Dental Group (SMILEZ) is committed to preserving the privacy and confidentiality of your
health information, which is required both by federal and state law. We are required by law
to provide you with this notice of our legal duties, your rights and our privacy practices, with
respect to using and disclosing your health information that is created or retained by
SMILEZ. Each time you visit us, we make a record of your visit. Typically, this record
contains any symptoms, examination results, our assessment of your dental condition, a
record of your treatment interventions and recommendations, any test results and a plan
for future care and/or treatment. We have an ethical and legal obligation to protect the
privacy of your health information, and we will only use or disclose this information in
limited circumstances. In general, we may use and disclose your health information to:
•
•
•
•
•
•
•
plan your care and treatment;
provide treatment;
communicate with other providers such as referring physicians;
receive payment from you, your dental plan, your dental insurer or your health plan;
make quality assessments and work to improve the care we render and the
outcomes we achieve;
make you aware of services and treatments that may be of interest to you, and
comply with state and federal laws that require us to disclose your health information.
We may also use or disclose your health information where you have authorized us to do
so. Although your dental health record belongs to SMILEZ, the information in your record
belongs to you. You have the right to:
•
•
•
ensure the accuracy of your health record;
request confidential communications between you and your therapist and request
limits on the use and disclosure of your health information, and
request an accounting of certain uses and disclosures of health information we have
made about you.
We are required to:
•
maintain the privacy of your health information;
•
•
•
•
provide you with notice, such as this Notice of Privacy Practices, as to our legal
duties and privacy practices with respect to information we collet and maintain about
you;
abide by the terms of our most current Notice of Privacy Practices;
notify you if we are unable to agree to a requested restriction; and
accommodate reasonable requests you may have to communicate health information
by alternative means or at alternative locations.
We reserve the right to change our practices and to make the new provisions effective for
all your health information that we maintain
Should our information practices change, a revised Notice of Privacy Practices will be available
upon request. If there is a material change, a revised Notice of Privacy Practices will be
distributed to the extent required by law. We will not use or disclose your health information
without your authorization, exept as described in our most current Notice of Privacy Practices. In
the following pages we explain our privacy practices and your rights to your health information in
more detail.
2.
We may use or disclose your medical information in the following ways:
A. Treatment. We may use and disclose your protected health information to provide,
coordinate and manage your dental care. That may include consulting with other dental
care providers and about your dental and or medical health or referring you to another
dental or health care provider for treatment including dentists, physicians and other
health care providers involved in your care. For example, we will release your protected
health information to a specialist to whom you have been referred to ensure that the
specialist has the necessary information he or she needs to diagnose and/or treat you.
B. Payment:.We may use and disclose your health information so that we may bill and
collect payment for the services that we provided to you. For example, we may contact
your health insurer to verify your eligibility for benefits, and may need to disclose to it
some details of your dental condition or expeted course of treatment. We may use or
disclose your information so that a bill may be sent to you, your health insurer, or a family
member. The information on or accompanying the bill may include information that
identifies you and your diagnosis, as well as services rendered, any procedures
performed, and supplies used. Also, we may provide health information to another health
care provider, such as a referred physician, to assist in their billing and collection efforts.
C. Health Care Operations. We may use and disclose your health information to assist in
the operation of our practice. For example, members of our staff may use information in
your health record to assess the care and outcomes in your case and others like it as part
of a continuous effort to improve the quality and effectiveness of the healthcare and
services we provide. We may use and disclose your health information to conduct costmanagement and business planning activities for our practice. We may also provide such
information to other health care entities for their health care operations. For example, we
may provide information to your health insurer for its quality review purposes.
D. Students. Students/interns in dental or health service related programs work in our
facility from time to time to meet their educational requirements or to get health care
experience. These students may observe or participate in your treatment or use your
health information to assist in their training. You have the right to refuse to be examined,
observed, or treated by any student or intern. If you do not want a student or intern to
observe or participate in your care, please notify your provider.
E. Business Associates. SmileZ Pediatric Dental Group sometimes contracts with thirdparty business associates for services. Examples include labs, merchant services,
collection agencies and legal counsel. We may disclose your health information to our
business associates so that they can perform the job we have asked them to do. To
protect your health information, however, we require our business associates to
appropriately safeguard your information.
F. Appointment Reminders. We may use and disclose information in your medical record
to contact you as a reminder that you have an appointment. We usually will call you at
the home and/or cell phone number provided one or two days prior to your appointment
and leave a message for you on your answering machine or with an individual who
answers our telephone call. However, you may request that we call you only at a certain
number or that we refrain from leaving message and we will endeavor to accommodate
all reasonable requests. Email or text message reminders are always an option as well.
G. Treatment Options. We may use and disclose your health information in order to inform
you of alternative treatments.
H. Release to Family/Friends. Our staff, using the professional judgment, may disclose to
a family member, other relative, close personal friend or any other person you identify,
your health information to the extent it is relevant to that person’s involvement in your
care or payment related to your care. We will provide you with an opportunity to object to
such a disclosure whenever we practicably can do so. We may disclose the health
information of minor children to their parents or guardians unless such disclosure is
otherwise prohibited by law. However, please note that under Virginia state law, if a child
age eighteen (18) or oder request that their medical information not be disclosed to a
parent or guardian, we much comply with their request. Please let your provider know if
you would not like us to release information to a family member or friend.
I. Health–Related Benefits and Services. We may use and disclose health information to
tell you about health-related benefits or services that may be of interest to you. In faceto-face communications, such as appointments with your provider, we may tell you about
other products and services that may be of interest to you.
J. Newsletters and Other Communications. We may use your personal information in
order to communicate to you via newsletters (including electronic newsletters), mailings,
or other means regarding treatment options, health related information, disease
management programs, wellness programs, or other community based initiatives or
activities in which our practice is participating.
K. Disaster Relief. We may disclose your health information in disaster relief situations
where disaster relief organizations seek your health information to coordinate your care,
or notify family and friends of your location and condition. We will provide you with an
opportunity to agree or object to such a disclosure whenever we practicably can do so.
L. Marketing. In most circumstances, we are required by law to receive your written
authorization before we use or disclose your health information for marketing purposes.
However, we may provide you with promotional gifts of a nominal value. Under no
circumstances will we sell our patient lists or your health information to a third party
without your written authorization.
M. Public Health Activities. We may disclose medical information about you for public
health activities. These activities generally include the following:
 Licensing and certification carried out by public health authorities;
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

Prevention or control of disease, injury, or disability;
Reports or births and deaths;
Reports of child abuse or neglect;
Notifications to people who may have been exposed to a disease or may be at risk
for contracting or spreading a disease or condition;
Organ or tissue donation; and
Notifications to appropriate government authorities if we believe a patient that has
been the victim of abuse, neglect, or domestic violence. We will make this disclosure
when required by law, or if you agree to the disclosure, or when authorized by law
and in our professional judgment disclosure is required to prevent serious harm.
N. Food and Drug Administration (FDA). We may disclose to the FDA and other
regulatory agencies of the federal and state government health information relating to
adverse events with respect to food, supplements, products and product defects, or post
marketing monitoring information to enable product recalls, repairs, or replacement.
O. Research. We may disclose your health information to researchers when the information
does not directly identify you as the source of the information or when a wavier has been
issued by an institutional review board or a privacy board that has reviewed the research
proposal and protocols for compliance with standards to ensure the privacy of your health
information.
P. Workers Compensation. We may disclose your health information to the extent
authorized by and to the extent necessary to comply with laws relating to workers
compensation or other similar programs established by law.
Q. Law Enforcement. We may release your health information:

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

In response to a court order, subpoena, warrant, summons, or similar process of
authorized under state or federal law;
To identify or locate a suspect, fugitive, material witness, or similar person;
About the victim of a crime if, under certain limited circumstances, we are unable to
obtain the person’s agreement;
About a death that we believe may be the result of criminal conduct;
About criminal conduct at SmileZ Pediatric Dental Group;
To coroners or medical examiners;
In emergency circumstances to report a crime, the location of the crime or victims, or
the identity, description, or location of the person who committed the crime;
To authorized federal officials for intelligence, counterintelligence, and other national
security authorized by law; and
To authorized federal officials so they may conduct special investigations or provide
protection to the President, other authorized persons, or foreign heads of state.
R. De-identified Information. We may use your health information to create “de-identified”
information or we may disclose your information to a business associate so that the
business associate can create de-identified information on our behalf. When we “deidentify” health information, we remove information that identifies you as the source of the
information. Health information is considered “de-identified” only if there is no reasonable
basis to believe that the health information could be used to identify you.
S. Personal Representative. If you have a personal representative, such as a legal
guardian, we will treat that person as if that person is you with the respect to disclosures
of your health information. If you become deceased, we may disclose health information
to an executor or administrator of our estate to the extent that person is acting as your
personal representative.
T. Limited Data Set. We may use and disclose a limited data set that does not contain
specific readily identifiable information about you for research, public health, and health
care operations. We may not disseminate the limited data set unless we enter into a data
use agreement with the recipient in which the recipient agrees to limit the use of that data
set to the purpose for which it was provided, ensure the security of the data, and not
identify the information or use it to contact any individual.
3. Authorization for Other Uses Of Medical Information. Uses of medical information not
covered by our most current Notice of Privacy Practices or the laws that apply to us will be made
only with your written authorization. You should be aware that we are not responsible for any
further disclosures made by the party you authorize us to release information to. If you provide
us with authorization to use or disclose medical information about you, you may revoke that
authorization, in writing, at any time. If you revoke your authorization, we will no longer use or
disclose medical information about you for the reasons covered by your written authorization,
except to the extent that we have already taken action in reliance on your authorization or, if the
authorization was obtained as a condition of obtaining insurance coverage and the insurer has
the right to contest a claim or the insurance coverage itself. We are unable to take back any
disclosures we have already made with your authorization, and we are required to retain our
records of the care that we provided to you.
4. Your Health Information Rights. You have the following rights regarding medical information
we gather about you:
A. Right to Obtain a Paper Copy of This Notice. You have the right to a paper copy
of this Notice of Privacy Practices at any time. Even if you have agreed to receive this
notice electronically, you are still entitled to a paper copy.
B. Right to Inspect and Copy. You have the right to inspect and copy medical
information that may be used to make decisions about your care. This includes
medical and billing records.
To inspect and copy medical information, you must submit a written request to our
privacy officer. We will supply you with a form for such a request. If you request a
copy of your medical information, we may charge a reasonable fee for the cost of
labor, postage, and supplies associated with your request. We may not charge you a
fee if you require your medical information for a claim for benefits under the Social
Security Act (such as claims for Social Security, Supplementary Security Income, and
any other state or federal needs-based benefit program).
If your medical information is maintained in an electronic health record, you also have
the right to request that an electronic copy of your record be sent to you or to another
individual or entity. We may charge you a reasonable cost based fee limited to the
labor costs associated with transmitting the electronic health record.
C. Right to Amend. If you feel that medical information we have about you is incorrect
or incomplete, you may ask us to amend the information. You have the right to request
an amendment for as long as we retain the information.
To request an amendment, your request must be made in writing and submitted to our
privacy officer. In addition, you must provide a reason that supports your request. We
may deny your request for an amendment if it is not in writing or does not include a
reason that supports your request. In addition, we may deny your request if you ask
us to amend information that:
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


Was not created by us, unless the person or entity that created the information is no
longer available to make the amendment;
Is not part of the medical information kept by or for SmileZ Pediatric Dental Group;
Is not part of the information which you would be permitted to inspect and copy; or
Is accurate and complete.
If we deny your request for amendment, you may submit a statement of disagreement.
We may reasonably limit the length of this statement. Your letter of disagreement will be
included in your medical record, but we may also include a rebuttal statement.
D. Right to an Accounting of Disclosures. You have the right to request an
accounting of disclosures of your health information made by us. In your accounting, we
are not required to list certain disclosures, including:
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
Disclosures made for treatment, payment, and health care operations purposes or
disclosures made incidental to treatment, payment, and health care operations.
However, if the disclosures were made thru an electronic health record, you have the
right to request an accounting for such disclosures that were made during the
previous 3 years:
Disclosures made pursuant to your authorization;
Disclosures made to create a limited data set;
Disclosures made directly to you.
To request an accounting of disclosures, you must submit your request in writing to our
privacy officer. Your request must state a time period that may not be longer than six
years and may not include dates before February 5, 2005. Your request should indicate
in what form you would like the accounting of disclosures (for example, on paper or
electronically by e-mail). The first accounting of disclosures you request within any 12
month period will be free. For additional requests within the same period, we may charge
you for the reasonable costs of providing the accounting of disclosures. We will notify
you of the costs involved and you may choose to withdraw or modify your request at that
time, before any costs are incurred. Under limited circumstances mandated by federal
and state law, we may temporarily deny your request for an accounting of disclosures.
E. Right to Request Restrictions. You have the right to request a restriction or
limitation on the medical information we use or disclose about you for treatment,
payment, or health care operations. If you paid out-of-pocket for a specific item or
service, you have the right to request that medical information with respect to that item or
service not to be disclosed to a health plan for purposes of payment or health care
operations, and we are required to honor that request. You also have the right to request
a limit on the medical information we communicate about you to someone who is
involved in your care or the payment of your care.
Except as noted above, we are not required to agree to your request. If we do agree, we
will comply with your request unless the restricted information is needed to provide you
with emergency treatment. To request restrictions, you must make your request in
writing to our privacy officer. In your request, you must tell us:



What information you want to limit;
Whether you want to limit our use, disclosure, or both; and
To whom you want the limits to apply.
F. Right to Request Confidential Communications. You have the right to request that
we communicate with you about medical matters in a certain way or at a certain location.
For example, you can ask that we only contact you at work or by e-mail. To request
confidential communications, you must make your request in writing to your provider or
our privacy officer. We will not ask you the reason for the request. We will accommodate
all reasonable requests. Your request must specify how or where you wish to be
contacted.
G. Right to Receive Notice of a Breach. We are required to notify you by first class
mail or by e-mail (if you have indicated a preference to receive information by e-mail), of
any breaches of Unsecured Protected Health Information as soon as possible, but in any
event, no later than 60 days following the discovery of the breach. “Unsecured Protected
Health Information” is information that is not secured through the use of a technology or
methodology identified by the Secretary of the U.S. Department of Health and Human
Services to render the Protected Health Information unusable, unreadable, and
undecipherable to unauthorized users. The notice is required to include the following
information:
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
A brief description of the breach, including the date of the breach and the date of the
discovery, if known;
A description of the type of Unsecured Protected Health Information involved in the
breach;
Steps you should take to protect yourself from potential harm resulting from the
breach;
A brief description of actions we are taking to investigate the breach, mitigate losses,
and protect against further breaches;
Contact information, including a toll-free telephone number, e-mail address, Web site
or postal address to permit you to ask questions or obtain additional information. In
the event the breach involves 10 or more patients whose contact information is out of
date we will post a notice of the breach on the home page of our Web site or in a
major print or broadcast media. If the breach involves more than 500 patients in the
state or jurisdiction, we will send notices to prominent media outlets. If the breach
involves more than 500 patients, we are required to immediately notify the Secretary.
We also are required to submit an annual report to the Secretary of a breach that
involved less than 500 patients during the year and will maintain a written log of
breaches involving less than 500 patients.
5. Complaints. If you believe your privacy rights have been violated, you may file a complaint with us or
with the Secretary of the U.S. Department of Health and Human Services, 200 Independence Ave, S.W.,
Washington, D.C. 20201. To file a complaint with us, contact our privacy officer at the address listed
above. All complaints must be submitted in writing and should be submitted within 180 days of when you
knew or should have known that the alleged violation occurred. See the Officer for Civil Rights website,
www.hhs.gov/ocr/hipaa/ for more information. You will not be penalized for filing a complaint
ACKNOWLEGMENT OF PRIVACY NOTICE
SmileZ Pediatric Dental Group will use and disclose your personal
health information to treat you, to receive payment for care we provide, and
for other health care operations. Health care operations generally include
those activities we perform to improve the quality of care. We have
prepared a detailed NOTICE OF PRIVACY PRACTICES to help you
better understand our policies in regard to protected health information. The
terms of this notice may change with time, and we will post the current
notice at our facility and have copies available for distribution. I
acknowledge I have received, read and understand the NOTICE OF
PRIVACY PRACTICES.
I also give SmileZ Pediatric Dental Group permission to speak to
the following people (if any) regarding my health information:
________________________________________________________
________________________________________________________
________________________________________________________
____________________________
Parent / Guardian’s Signature
_____________________
Date
______________________________________________
Patient’s Printed Name
SmileZ Pediatric Dental Group, 7521 Virginia Oaks Drive, Suite 210,
Gainesville, VA 20155 (703) 468-0700
Gainesville Dental Associates
Notice of Privacy Practices
Effective Date: July 1, 2012
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED
AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE
REVIEW THIS NOTICE CAREFULLY.
If you have any questions, please contact our privacy officer:
Jessica Walker
7521 Virginia Oaks Drive, #230
Gainesville, Virginia 20155
703-754-7151
2.
Summary of Rights and Obligations Concerning Health Information. SmileZ Pediatric
Dental Group (SMILEZ) is committed to preserving the privacy and confidentiality of your
health information, which is required both by federal and state law. We are required by law
to provide you with this notice of our legal duties, your rights and our privacy practices, with
respect to using and disclosing your health information that is created or retained by
SMILEZ. Each time you visit us, we make a record of your visit. Typically, this record
contains any symptoms, examination results, our assessment of your dental condition, a
record of your treatment interventions and recommendations, any test results and a plan
for future care and/or treatment. We have an ethical and legal obligation to protect the
privacy of your health information, and we will only use or disclose this information in
limited circumstances. In general, we may use and disclose your health information to:
•
•
•
•
•
•
•
plan your care and treatment;
provide treatment;
communicate with other providers such as referring physicians;
receive payment from you, your dental plan, your dental insurer or your health plan;
make quality assessments and work to improve the care we render and the
outcomes we achieve;
make you aware of services and treatments that may be of interest to you, and
comply with state and federal laws that require us to disclose your health information.
We may also use or disclose your health information where you have authorized us to do
so. Although your dental health record belongs to SMILEZ, the information in your record
belongs to you. You have the right to:
•
•
•
ensure the accuracy of your health record;
request confidential communications between you and your therapist and request
limits on the use and disclosure of your health information, and
request an accounting of certain uses and disclosures of health information we have
made about you.
We are required to:
•
maintain the privacy of your health information;
•
•
•
•
provide you with notice, such as this Notice of Privacy Practices, as to our legal
duties and privacy practices with respect to information we collet and maintain about
you;
abide by the terms of our most current Notice of Privacy Practices;
notify you if we are unable to agree to a requested restriction; and
accommodate reasonable requests you may have to communicate health information
by alternative means or at alternative locations.
We reserve the right to change our practices and to make the new provisions effective for
all your health information that we maintain
Should our information practices change, a revised Notice of Privacy Practices will be available
upon request. If there is a material change, a revised Notice of Privacy Practices will be
distributed to the extent required by law. We will not use or disclose your health information
without your authorization, exept as described in our most current Notice of Privacy Practices. In
the following pages we explain our privacy practices and your rights to your health information in
more detail.
3.
We may use or disclose your medical information in the following ways:
B. Treatment. We may use and disclose your protected health information to provide,
coordinate and manage your dental care. That may include consulting with other dental
care providers and about your dental and or medical health or referring you to another
dental or health care provider for treatment including dentists, physicians and other
health care providers involved in your care. For example, we will release your protected
health information to a specialist to whom you have been referred to ensure that the
specialist has the necessary information he or she needs to diagnose and/or treat you.
U. Payment:.We may use and disclose your health information so that we may bill and
collect payment for the services that we provided to you. For example, we may contact
your health insurer to verify your eligibility for benefits, and may need to disclose to it
some details of your dental condition or expeted course of treatment. We may use or
disclose your information so that a bill may be sent to you, your health insurer, or a family
member. The information on or accompanying the bill may include information that
identifies you and your diagnosis, as well as services rendered, any procedures
performed, and supplies used. Also, we may provide health information to another health
care provider, such as a referred physician, to assist in their billing and collection efforts.
V. Health Care Operations. We may use and disclose your health information to assist in
the operation of our practice. For example, members of our staff may use information in
your health record to assess the care and outcomes in your case and others like it as part
of a continuous effort to improve the quality and effectiveness of the healthcare and
services we provide. We may use and disclose your health information to conduct costmanagement and business planning activities for our practice. We may also provide such
information to other health care entities for their health care operations. For example, we
may provide information to your health insurer for its quality review purposes.
W. Students. Students/interns in dental or health service related programs work in our
facility from time to time to meet their educational requirements or to get health care
experience. These students may observe or participate in your treatment or use your
health information to assist in their training. You have the right to refuse to be examined,
observed, or treated by any student or intern. If you do not want a student or intern to
observe or participate in your care, please notify your provider.
X. Business Associates. SmileZ Pediatric Dental Group sometimes contracts with thirdparty business associates for services. Examples include labs, merchant services,
collection agencies and legal counsel. We may disclose your health information to our
business associates so that they can perform the job we have asked them to do. To
protect your health information, however, we require our business associates to
appropriately safeguard your information.
Y. Appointment Reminders. We may use and disclose information in your medical record
to contact you as a reminder that you have an appointment. We usually will call you at
the home and/or cell phone number provided one or two days prior to your appointment
and leave a message for you on your answering machine or with an individual who
answers our telephone call. However, you may request that we call you only at a certain
number or that we refrain from leaving message and we will endeavor to accommodate
all reasonable requests. Email or text message reminders are always an option as well.
Z. Treatment Options. We may use and disclose your health information in order to inform
you of alternative treatments.
AA.
Release to Family/Friends. Our staff, using the professional judgment, may
disclose to a family member, other relative, close personal friend or any other person you
identify, your health information to the extent it is relevant to that person’s involvement in
your care or payment related to your care. We will provide you with an opportunity to
object to such a disclosure whenever we practicably can do so. We may disclose the
health information of minor children to their parents or guardians unless such disclosure
is otherwise prohibited by law. However, please note that under Virginia state law, if a
child age eighteen (18) or oder request that their medical information not be disclosed to
a parent or guardian, we much comply with their request. Please let your provider know if
you would not like us to release information to a family member or friend.
BB.
Health–Related Benefits and Services. We may use and disclose health
information to tell you about health-related benefits or services that may be of interest to
you. In face-to-face communications, such as appointments with your provider, we may
tell you about other products and services that may be of interest to you.
CC.
Newsletters and Other Communications. We may use your personal
information in order to communicate to you via newsletters (including electronic
newsletters), mailings, or other means regarding treatment options, health related
information, disease management programs, wellness programs, or other community
based initiatives or activities in which our practice is participating.
DD.
Disaster Relief. We may disclose your health information in disaster relief
situations where disaster relief organizations seek your health information to coordinate
your care, or notify family and friends of your location and condition. We will provide you
with an opportunity to agree or object to such a disclosure whenever we practicably can
do so.
EE.
Marketing. In most circumstances, we are required by law to receive your
written authorization before we use or disclose your health information for marketing
purposes. However, we may provide you with promotional gifts of a nominal value.
Under no circumstances will we sell our patient lists or your health information to a third
party without your written authorization.
FF.Public Health Activities. We may disclose medical information about you for public
health activities. These activities generally include the following:
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Licensing and certification carried out by public health authorities;
Prevention or control of disease, injury, or disability;
Reports or births and deaths;
Reports of child abuse or neglect;
Notifications to people who may have been exposed to a disease or may be at risk
for contracting or spreading a disease or condition;
Organ or tissue donation; and
Notifications to appropriate government authorities if we believe a patient that has
been the victim of abuse, neglect, or domestic violence. We will make this disclosure
when required by law, or if you agree to the disclosure, or when authorized by law
and in our professional judgment disclosure is required to prevent serious harm.
GG.
Food and Drug Administration (FDA). We may disclose to the FDA and other
regulatory agencies of the federal and state government health information relating to
adverse events with respect to food, supplements, products and product defects, or post
marketing monitoring information to enable product recalls, repairs, or replacement.
HH.
Research. We may disclose your health information to researchers when the
information does not directly identify you as the source of the information or when a
wavier has been issued by an institutional review board or a privacy board that has
reviewed the research proposal and protocols for compliance with standards to ensure
the privacy of your health information.
II. Workers Compensation. We may disclose your health information to the extent
authorized by and to the extent necessary to comply with laws relating to workers
compensation or other similar programs established by law.
JJ. Law Enforcement. We may release your health information:
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In response to a court order, subpoena, warrant, summons, or similar process of
authorized under state or federal law;
To identify or locate a suspect, fugitive, material witness, or similar person;
About the victim of a crime if, under certain limited circumstances, we are unable to
obtain the person’s agreement;
About a death that we believe may be the result of criminal conduct;
About criminal conduct at SmileZ Pediatric Dental Group;
To coroners or medical examiners;
In emergency circumstances to report a crime, the location of the crime or victims, or
the identity, description, or location of the person who committed the crime;
To authorized federal officials for intelligence, counterintelligence, and other national
security authorized by law; and
To authorized federal officials so they may conduct special investigations or provide
protection to the President, other authorized persons, or foreign heads of state.
De-identified Information. We may use your health information to create “deidentified” information or we may disclose your information to a business associate so
that the business associate can create de-identified information on our behalf. When we
“de-identify” health information, we remove information that identifies you as the source
of the information. Health information is considered “de-identified” only if there is no
reasonable basis to believe that the health information could be used to identify you.
KK.
LL.Personal Representative. If you have a personal representative, such as a legal
guardian, we will treat that person as if that person is you with the respect to disclosures
of your health information. If you become deceased, we may disclose health information
to an executor or administrator of our estate to the extent that person is acting as your
personal representative.
MM.
Limited Data Set. We may use and disclose a limited data set that does not
contain specific readily identifiable information about you for research, public health, and
health care operations. We may not disseminate the limited data set unless we enter into
a data use agreement with the recipient in which the recipient agrees to limit the use of
that data set to the purpose for which it was provided, ensure the security of the data,
and not identify the information or use it to contact any individual.
3. Authorization for Other Uses Of Medical Information. Uses of medical information not
covered by our most current Notice of Privacy Practices or the laws that apply to us will be made
only with your written authorization. You should be aware that we are not responsible for any
further disclosures made by the party you authorize us to release information to. If you provide
us with authorization to use or disclose medical information about you, you may revoke that
authorization, in writing, at any time. If you revoke your authorization, we will no longer use or
disclose medical information about you for the reasons covered by your written authorization,
except to the extent that we have already taken action in reliance on your authorization or, if the
authorization was obtained as a condition of obtaining insurance coverage and the insurer has
the right to contest a claim or the insurance coverage itself. We are unable to take back any
disclosures we have already made with your authorization, and we are required to retain our
records of the care that we provided to you.
4. Your Health Information Rights. You have the following rights regarding medical information
we gather about you:
A. Right to Obtain a Paper Copy of This Notice. You have the right to a paper copy
of this Notice of Privacy Practices at any time. Even if you have agreed to receive this
notice electronically, you are still entitled to a paper copy.
B. Right to Inspect and Copy. You have the right to inspect and copy medical
information that may be used to make decisions about your care. This includes
medical and billing records.
To inspect and copy medical information, you must submit a written request to our
privacy officer. We will supply you with a form for such a request. If you request a
copy of your medical information, we may charge a reasonable fee for the cost of
labor, postage, and supplies associated with your request. We may not charge you a
fee if you require your medical information for a claim for benefits under the Social
Security Act (such as claims for Social Security, Supplementary Security Income, and
any other state or federal needs-based benefit program).
If your medical information is maintained in an electronic health record, you also have
the right to request that an electronic copy of your record be sent to you or to another
individual or entity. We may charge you a reasonable cost based fee limited to the
labor costs associated with transmitting the electronic health record.
C. Right to Amend. If you feel that medical information we have about you is incorrect
or incomplete, you may ask us to amend the information. You have the right to request
an amendment for as long as we retain the information.
To request an amendment, your request must be made in writing and submitted to our
privacy officer. In addition, you must provide a reason that supports your request. We
may deny your request for an amendment if it is not in writing or does not include a
reason that supports your request. In addition, we may deny your request if you ask
us to amend information that:
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Was not created by us, unless the person or entity that created the information is no
longer available to make the amendment;
Is not part of the medical information kept by or for SmileZ Pediatric Dental Group;
Is not part of the information which you would be permitted to inspect and copy; or
Is accurate and complete.
If we deny your request for amendment, you may submit a statement of disagreement.
We may reasonably limit the length of this statement. Your letter of disagreement will be
included in your medical record, but we may also include a rebuttal statement.
D. Right to an Accounting of Disclosures. You have the right to request an
accounting of disclosures of your health information made by us. In your accounting, we
are not required to list certain disclosures, including:
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Disclosures made for treatment, payment, and health care operations purposes or
disclosures made incidental to treatment, payment, and health care operations.
However, if the disclosures were made thru an electronic health record, you have the
right to request an accounting for such disclosures that were made during the
previous 3 years:
Disclosures made pursuant to your authorization;
Disclosures made to create a limited data set;
Disclosures made directly to you.
To request an accounting of disclosures, you must submit your request in writing to our
privacy officer. Your request must state a time period that may not be longer than six
years and may not include dates before February 5, 2005. Your request should indicate
in what form you would like the accounting of disclosures (for example, on paper or
electronically by e-mail). The first accounting of disclosures you request within any 12
month period will be free. For additional requests within the same period, we may charge
you for the reasonable costs of providing the accounting of disclosures. We will notify
you of the costs involved and you may choose to withdraw or modify your request at that
time, before any costs are incurred. Under limited circumstances mandated by federal
and state law, we may temporarily deny your request for an accounting of disclosures.
E. Right to Request Restrictions. You have the right to request a restriction or
limitation on the medical information we use or disclose about you for treatment,
payment, or health care operations. If you paid out-of-pocket for a specific item or
service, you have the right to request that medical information with respect to that item or
service not to be disclosed to a health plan for purposes of payment or health care
operations, and we are required to honor that request. You also have the right to request
a limit on the medical information we communicate about you to someone who is
involved in your care or the payment of your care.
Except as noted above, we are not required to agree to your request. If we do agree, we
will comply with your request unless the restricted information is needed to provide you
with emergency treatment. To request restrictions, you must make your request in
writing to our privacy officer. In your request, you must tell us:
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What information you want to limit;
Whether you want to limit our use, disclosure, or both; and
To whom you want the limits to apply.
F. Right to Request Confidential Communications. You have the right to request that
we communicate with you about medical matters in a certain way or at a certain location.
For example, you can ask that we only contact you at work or by e-mail. To request
confidential communications, you must make your request in writing to your provider or
our privacy officer. We will not ask you the reason for the request. We will accommodate
all reasonable requests. Your request must specify how or where you wish to be
contacted.
G. Right to Receive Notice of a Breach. We are required to notify you by first class
mail or by e-mail (if you have indicated a preference to receive information by e-mail), of
any breaches of Unsecured Protected Health Information as soon as possible, but in any
event, no later than 60 days following the discovery of the breach. “Unsecured Protected
Health Information” is information that is not secured through the use of a technology or
methodology identified by the Secretary of the U.S. Department of Health and Human
Services to render the Protected Health Information unusable, unreadable, and
undecipherable to unauthorized users. The notice is required to include the following
information:
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A brief description of the breach, including the date of the breach and the date of the
discovery, if known;
A description of the type of Unsecured Protected Health Information involved in the
breach;
Steps you should take to protect yourself from potential harm resulting from the
breach;
A brief description of actions we are taking to investigate the breach, mitigate losses,
and protect against further breaches;
Contact information, including a toll-free telephone number, e-mail address, Web site
or postal address to permit you to ask questions or obtain additional information. In
the event the breach involves 10 or more patients whose contact information is out of
date we will post a notice of the breach on the home page of our Web site or in a
major print or broadcast media. If the breach involves more than 500 patients in the
state or jurisdiction, we will send notices to prominent media outlets. If the breach
involves more than 500 patients, we are required to immediately notify the Secretary.
We also are required to submit an annual report to the Secretary of a breach that
involved less than 500 patients during the year and will maintain a written log of
breaches involving less than 500 patients.
5. Complaints. If you believe your privacy rights have been violated, you may file a complaint
with us or with the Secretary of the U.S. Department of Health and Human Services, 200
Independence Ave, S.W., Washington, D.C. 20201. To file a complaint with us, contact our
privacy officer at the address listed above. All complaints must be submitted in writing and
should be submitted within 180 days of when you knew or should have known that the alleged
violation occurred. See the Officer for Civil Rights website, www.hhs.gov/ocr/hipaa/ for more
information. You will not be penalized for filing a complaint.
SmileZ Pediatric Dental Group
Financial Policy and Dental Insurance
Dear Parent or Guardian:
Thank you for choosing our office for your child’s dental needs. We always strive to provide quality dentistry with
compassion in a comfortable and friendly atmosphere. We hope that you and your family will feel welcome at all times.
We would like to acquaint you with our policies regarding dental insurance, financial arrangements and schedule changes.
We do not want finances to be an issue for our patients. We want you to feel comfortable with us, and that includes feeling
satisfied with your financial arrangement regarding your child’s preventative and restorative dentistry. We encourage you to
enter into a financial arrangement that is comfortable for you. For your ease and convenience, we offer several types of
financial arrangements for out-of-pocket costs. Unless financial arrangements are made, payment is due at time of service.
 We offer comfortable financing through Care Credit which offers up to 12 months NO INTEREST financing as well
as long term plans with low interest rates. You must qualify to use any of the plans offered by Care Credit. Please do
not hesitate to ask us about this option. We will conveniently qualify you right here in the office today..
 We accept Visa, MasterCard, Discover and American Express, checks and cash.
Dental Insurance
 Dental Insurance - As a courtesy to you, if you have dental insurance we will complete your insurance form with all
the necessary information and submit it to the primary insurance company. Your co-payment will be estimated and is
due at the time of service unless other arrangements are made with this office. Unless we are a participating provider
with the carrier, any secondary coverage is the responsibility of the insured.
 If your insurance company has not made a payment within 60 days of billing, the balance will become your
responsibility. You will be billed for any balance due. Insurance coverage is a contractual agreement between the
insurance company and you and/or your employer. We have no control over this relationship. Again, unless we are a
participating provider with the carrier, any secondary coverage is the responsibility of the insured.
All accounts with an outstanding balance will receive a statement each month. We reserve the right to charge any
outstanding balance over 25 days a finance charge of 1.5 (18% APR).
Please understand that we take the time that we have scheduled for you child and your child’s dental health very
seriously and we hope for the same consideration. As a courtesy, we attempt to remind our patients of their
appointment by phone call and ask for a confirmation response. However, we hope that our patients do not rely
solely on our courtesy reminders. Therefore, we reserve the right to charge for appointments broken without the
proper 24 hours or 1 business day's notice.
SIGNIFICANT EXPOSURE - Section 32.1-45,1(A) and (B), Code of Va. (1950, as amended) provides that in the
event of significant exposure (e.g. needle stick), consent for testing for Human Immunodeficiency Virus (HIV),
Hepatitis B Virus and Hepatitis virus is considered to have been given by the patient and /or healthcare worker thereby
granting the Hospital the right to perform such tests. Test results are confidential and can only be released in accordance
with applicable laws and the policy of the local hospital.
I authorize and release information to and payment of my child’s dental benefits to the dentist. I have read and
understand fully my financial options and obligations. I understand that in the event my account becomes
delinquent I will be responsible for any collections, attorney fees at 33.3% court costs and any other charges
incurred to collect this account. Additionally, by signing this form I hereby authorize SmileZ Pediatric Dental
Group to process Credit Card transactions initiated by me either by mail or phone and authorize my credit
institution to pay.
Patient’s Name______________________________
___________________________________________
Signature of Patient or Guardian
____________________________
Date