HIPAA Notice of Privacy Practices

Effective Date: December 12, 2025

THIS NOTICE DESCRIBES HOW MEDICAL AND DENTAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY. THE PRIVACY OF YOUR HEALTH INFORMATION IS IMPORTANT TO US.

OUR LEGAL DUTY

Aura Dental Arts, PLLC (DBA Aura Dental Arts) is required by the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations, as amended (collectively, “HIPAA”), as well as applicable Florida law, to maintain the privacy of your protected health information (PHI). We are required to provide you with this Notice of Privacy Practices (“Notice”) detailing our legal duties and privacy practices regarding your health information.

We encrypt electronic files containing your health information to protect them from unauthorized access. In the event of a breach of your unencrypted health information, we will notify you as required by law. We must follow the privacy practices described in this Notice while it is in effect. We will not use or share your health information other than as described in this Notice unless you authorize us to do so in writing.

We reserve the right to change our privacy practices and the terms of this Notice at any time, provided such changes are permitted by applicable law. Revised notices will be posted in our office, made available upon request, and updated on our website at auradentalarts.com.

USES AND DISCLOSURES OF HEALTH INFORMATION WITHOUT WRITTEN AUTHORIZATION

1. Treatment, Payment, and Health Care Operations We may use and share your health information without your written authorization for the following purposes:

Treatment: We may use and disclose your PHI to provide, coordinate, or manage your dental care. This includes sharing information with dental hygienists, specialists, laboratories fabricating dental prostheses or appliances, or pharmacies.

Payment: We may use and disclose your PHI to bill and collect payment from you, your insurance company, or third parties for services rendered.

Health Care Operations: We may use and disclose your PHI to support our business activities, including quality assessment, employee evaluations, training, licensing, and accreditation.

Communications & Operational Technology: We utilize modern communications technology, including phone systems provided by services such as Mango Voice. Telephone calls may be recorded for quality, training, and documentation purposes. We may also utilize artificial intelligence (AI) or automated tools for call routing, scheduling, administrative support, and text messaging (SMS) for appointment reminders, care follow-ups, or operational updates.

Appointment Reminders & Service Updates: We may contact you via voicemail, text message, email, or postcard to remind you of appointments or provide information about treatment alternatives and health-related benefits.

2. Disclosures to Family and Friends Unless you object, we may disclose relevant health information to a family member, close friend, or personal representative involved in your care or payment for care. If you are incapacitated or in an emergency, we will exercise professional judgment to determine whether a disclosure is in your best interest.

3. Business Associates We may share your PHI with third-party vendors (“Business Associates”) who perform functions on our behalf (such as billing services, software providers, or communications platforms). All Business Associates must sign written agreements committing to protect your information to the same standard we do.

4. Public Need and Legal Requirements We may use or disclose your PHI without your authorization when required by federal or Florida law, including:

Public Health & Safety: Reporting disease outbreaks, injury, vital statistics, or child/vulnerable adult abuse or neglect to appropriate Florida authorities.

Health Oversight: Assisting government agencies with audits, investigations, inspections, and licensure evaluations (including Florida Department of Health and Medicaid oversight).

Law Enforcement & Judicial Proceedings: Responding to court orders, subpoenas, warrants, or other lawful legal processes.

Serious Threat to Safety: Preventing or lessening a serious, imminent threat to the health or safety of a person or the public.

Workers’ Compensation: Complying with Florida workers’ compensation laws.

Coroners and Funeral Directors: Assisting coroners, medical examiners, or funeral directors in carrying out their duties.

SPECIAL PRIVACY PROTECTIONS UNDER FLORIDA LAW

Certain categories of sensitive health information receive heightened protection under Florida and federal laws. Specific consent or written authorization is generally required before disclosing information related to:

HIV/AIDS testing, diagnosis, or treatment

Mental health treatment records

Substance abuse (alcohol or drug) treatment records

Genetic information

USES AND DISCLOSURES REQUIRING WRITTEN AUTHORIZATION

Any other uses and disclosures of your health information not covered by this Notice or applicable laws will be made only with your explicit written authorization. Specific examples requiring written authorization include:

Uses and disclosures for marketing purposes.

Disclosures that constitute the sale of your PHI.

You may revoke a written authorization at any time in writing, except to the extent that we have already acted in reliance on it.

YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION

Right to Inspect and Copy: You have the right to inspect and obtain a copy of your health and billing records. You may request electronic or paper copies. In accordance with Florida administrative guidelines, we respond to inspection requests promptly and provide requested records within reasonable timeframes. We may charge a reasonable, cost-based fee for copying, labor, and postage.

Right to Request Restrictions: You may ask us not to use or share certain health information for treatment, payment, or operations. While we will consider all requests, we are not required to agree, except when you ask us to restrict disclosure to a health plan for services you paid for entirely out-of-pocket.

Right to Request Alternative Communications: You may request that we communicate with you in a specific way (e.g., calling a specific phone number or mailing to a specific address).

Right to an Accounting of Disclosures: You may request a list of certain disclosures of your PHI made over the past six years. The first list in a 12-month period is free; additional requests may incur a reasonable cost-based fee.

Right to Amend: If you feel health information we have about you is incorrect or incomplete, you may submit a written request for an amendment detailing the reasons for the request.

Right to Notification of a Breach: You have the right to be notified following any breach of unsecured PHI.

Right to a Paper Copy: You may request a physical paper copy of this Notice at any time, even if you agreed to receive it electronically.

CONTACT INFORMATION AND COMPLAINTS

If you have questions about this Notice, wish to exercise any of your rights, or believe your privacy rights have been violated, please contact our Privacy Officer:

Office Manager / Privacy Officer

Aura Dental Arts

10815 W Colonial Dr

Ocoee, FL 34761

Phone: (407) 877-0333

Email: [email protected]

Website: auradentalarts.com

You may also submit a written complaint to the U.S. Department of Health and Human Services Office for Civil Rights. We will not retaliate or take any adverse action against you for filing a complaint.