Legal & Privacy

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Legal & Privacy

NoviCare Orthodontics & Pediatric Dentistry

Effective Date: 01-01-2026

This Legal & Privacy page describes how NoviCare Orthodontics & Pediatric Dentistry (collectively, “the Practice,” “we,” or “our”) handle health information, protect privacy, and govern the use of our websites and electronic services.

PART I — NOTICE OF PRIVACY PRACTICES (HIPAA)

1. Our Legal Duties

We are required by law, including the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the HIPAA Privacy Rule (45 CFR Parts 160 and 164), and the HITECH Act, to:

- Maintain the privacy and security of your Protected Health Information (PHI)

- Provide you with this Notice of our legal duties and privacy practices

- Follow the terms of this Notice currently in effect

This Notice applies to all PHI we create, receive, maintain, or transmit in paper, electronic, or oral form.

2. What Is Protected Health Information (PHI)

PHI is individually identifiable health information that relates to:

- Your dental or medical condition

- The care provided to you

- Payment for healthcare services

PHI includes demographic information and any data that can reasonably identify you.

3. How We May Use and Disclose PHI (No Authorization Required)

A. Treatment

To provide, coordinate, or manage your care among dentists, specialists, hygienists, laboratories, and other healthcare providers.

B. Payment

For billing, claims submission, eligibility verification, collections, and related payment activities.

C. Healthcare Operations

Including but not limited to:

- Quality assessment and improvement

- Compliance and audits

- Credentialing and licensing

Risk management

Business planning and administration

D. Minimum Necessary Standard

We limit PHI use and disclosure to the minimum necessary to accomplish the intended purpose, except where HIPAA permits otherwise (such as for treatment).

4. Uses and Disclosures Required or Permitted by Law

We may disclose PHI as required or permitted by law, including for:

- Public health and safety activities

- Health oversight agencies

- Judicial or administrative proceedings

- Law enforcement

- Workers’ compensation

- Coroners or medical examiners

- Serious threats to health or safety

5. Uses and Disclosures Requiring Authorization

Any use or disclosure of PHI not described in this Notice requires your written authorization. You may revoke an authorization in writing at any time, except where action has already been taken in reliance on it.

6. Breach Notification

In the event of a breach of unsecured PHI, we will notify affected individuals in accordance with the HIPAA Breach Notification Rule (45 CFR §§ 164.400–414) and applicable law.

7. Your Rights Under HIPAA

You have the right to:

- Inspect and obtain copies of your records

- Request amendments to your records

- Request restrictions on certain uses or disclosures

- Request confidential communications

- Receive an accounting of disclosures (as applicable)

- Obtain a paper or electronic copy of this Notice

- File a complaint without retaliation

- Requests must be submitted in writing.

8. HIPAA Contact & Complaints

Privacy Officer

Alexandria Dental Center | NoviCare Orthodontics & Pediatric Dentistry

Phone: Farsheed Yekta: 571-970-3783

Address: 715-717 Pendleton St., Alexandria, VA 22314

PART II — PRIVACY POLICY (WEBSITE & DIGITAL)

9. Electronic Systems & Communications

We use electronic systems and communication tools including:

- Cloud-based practice management and electronic records

- Online forms and digital signatures

- Automated reminders and messaging

- Text messages, emails, phone calls

- Call monitoring or recording where legally permitted

Electronic communications may not be encrypted. By communicating with us electronically, you acknowledge and accept the inherent risks of electronic transmission. You may request alternative communication methods in writing.

10. Website & Online Information

When you visit our websites, we may collect limited technical information such as:

- IP address

- Browser type

- Device information

- Pages visited

This information is used for security, functionality, and analytics. We do not sell personal or health information. Information submitted through website forms is treated as confidential.

11. Third-Party Service Providers

We may share information with trusted third-party vendors that assist with operations such as:

- Practice management systems

- Communication services

- Billing and payment processing

- IT and data hosting

Where required, these vendors operate under Business Associate Agreements (BAAs) and are contractually obligated to protect PHI.

12. Safeguards

We maintain administrative, technical, and physical safeguards designed to protect information, including access controls, workforce training, and secure systems. No system can be guaranteed to be 100% secure.

PART III — TERMS & CONDITIONS (WEBSITE USE)

13. Website Use & No Medical Advice

Content on our websites is provided for general informational purposes only and does not constitute medical or dental advice. Use of this website does not create a doctor-patient relationship.

14. No Emergency Use

Our websites and electronic communications are not intended for medical emergencies. If you have an emergency, call 911 or seek immediate medical care.

15. No Guarantees

We make no warranties regarding the accuracy, completeness, or availability of website content. Healthcare outcomes vary by individual.

16. Limitation of Liability

To the fullest extent permitted by law, the Practice is not liable for:

- Website downtime or errors

- Delays or failures in electronic communication

- Unauthorized access beyond reasonable safeguards

- Third-party websites or services linked from our site

17. Acceptable Use

Users agree not to:

- Misuse website forms or communication tools

- Submit false or misleading information

- Attempt unauthorized access to systems

18. Governing Law

These Terms & Conditions are governed by the laws of the Commonwealth of Virginia, without regard to conflict-of-law principles.

19. Changes to This Legal & Privacy Page

We reserve the right to modify this page at any time. Changes apply to all information we maintain and will be posted on our websites.