Maison Dentists Privacy Policy
Effective Date: May 20, 2025
This Privacy Policy describes how Maison Dentists, located at 2115 N Mason Rd, Ste 110, Katy, TX 77449 ("Maison Dentists," "we," "us," or "our"), collects, uses, and discloses your personal information, including Protected Health Information (PHI), and your rights regarding that information. We are committed to protecting the privacy and security of your personal and health information in accordance with all applicable laws, including the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
1. Our Commitment to Privacy
Maison Dentists understands that your personal and health information is private. We are required by law to maintain the privacy of your PHI and to provide you with this notice of our legal duties and privacy practices with respect to PHI. We are required to abide by the terms of this Notice currently in effect.
2. What Information We Collect
We collect various types of personal information, including Protected Health Information (PHI), to provide you with dental care and manage our operations. This information may include:
Identification and Contact Information: Your name, address, phone number, email address, date of birth.
Health Information: Dental history, medical history relevant to dental treatment, treatment plans, diagnoses, notes, and other records related to your care.
Insurance Information: Details of your dental insurance policy, such as carrier, policy number, and group number, necessary for billing and claims.
Payment Information: Financial information required for billing and processing payments for services, which may include credit card details (processed securely via third-party processors) or bank account information for payment plans.
Information from Minors: As we serve all age groups, we collect the above types of information for minors, with the understanding that parents or legal guardians are responsible for their healthcare decisions and data access.
3. How We Collect Your Information
We collect information through various methods:
Online Forms: When you complete forms on our website (e.g., appointment requests, new patient registration forms).
In-Person Registration: When you register as a new patient or provide updates at our office.
Phone Calls: When you communicate with us by phone for appointments, inquiries, or other services.
During Treatment: Information gathered by our dental professionals during your examinations and treatments.
4. How We Use Your Information
We use your personal and health information for the following purposes, primarily for treatment, payment, and healthcare operations (TPO), as permitted by HIPAA:
Treatment: To provide, coordinate, and manage your dental care. This includes scheduling appointments, examining, diagnosing, and treating your dental conditions, and referring you to specialists if necessary.
Payment: To bill and collect payment for the services we provide. This includes processing claims with your insurance company (e.g., Cigna, Blue Cross Blue Shield), verifying coverage, and managing payment plans.
Healthcare Operations: For our internal operations necessary to run our practice and ensure quality care. This includes:
Reviewing treatment and services for quality improvement.
Training and evaluating staff.
Conducting business planning and development activities.
Managing our administrative and financial functions.
Communication: To communicate with you regarding your appointments, treatment plans, billing, and other relevant information. This includes sending messages via SMS through our messaging service provider, Mango.
Public Health Activities: We may disclose your PHI for public health activities and purposes, such as reporting certain diseases.
Law Enforcement and Legal Proceedings: We may disclose your PHI when required by law, such as in response to a court order, subpoena, or in certain law enforcement situations.
Health Oversight Activities: We may disclose PHI to health oversight agencies for activities authorized by law, such as audits, investigations, and inspections.
5. How We Share Your Information
We may share your information with third parties in certain circumstances:
Insurance Companies: We share necessary information with your dental insurance providers (e.g., Cigna, Blue Cross Blue Shield) for the purpose of verifying benefits, submitting claims, and processing payments.
Third-Party Service Providers (Business Associates): We engage third-party companies that perform services on our behalf and may have access to your PHI. These include:
Messaging Service Providers: We use Mango for patient messaging and appointment reminders. Mango is a Business Associate and is legally obligated to protect your PHI.
Billing services, practice management software providers, and IT support services.
These Business Associates are required by law and by contract to protect the privacy and security of your PHi.
Referral Specialists/Laboratories: If we refer you to another dental specialist or send your impressions to a dental lab for custom prosthetics, we will share necessary information for your continued care.
As Required by Law: We will disclose PHI when required to do so by federal, state, or local law.
Emergencies: In situations involving a serious threat to your health or safety or the health or safety of the public.
We do NOT sell, rent, or lease your personal or health information to third parties for marketing purposes.
6. Your Rights Regarding Your Health Information
You have the following rights concerning your PHI:
Right to Inspect and Copy: You have the right to inspect and obtain a copy of your PHI that we maintain. We may charge a reasonable, cost-based fee for copies.
Right to Amend: If you believe that the PHI we have about you is incorrect or incomplete, you may request an amendment to your information. We may deny your request under certain circumstances.
Right to an Accounting of Disclosures: You have the right to request an "accounting" of certain disclosures of your PHI made by us.
Right to Request Restrictions: You have the right to request a restriction or limitation on the PHI we use or disclose for treatment, payment, or healthcare operations. We are not required to agree to all requests for restrictions, especially if it impairs our ability to provide proper care. However, we must agree to a request to restrict disclosure of PHI to a health plan if the disclosure is for payment or healthcare operations and pertains solely to a healthcare item or service for which you have paid out of pocket in full.
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. We will accommodate all reasonable requests.
Right to a Paper Copy of This Notice: You have the right to a paper copy of this Privacy Policy at any time, even if you have agreed to receive it electronically. You may obtain a copy at our office.
7. How We Protect Your Information
We implement reasonable administrative, technical, and physical safeguards to protect the privacy and security of your PHI. This includes:
Storing digital patient information in encrypted files on secure systems.
Maintaining the security of physical files in our office.
Limiting access to your PHI to authorized personnel who need it to perform their job duties.
Regularly training our staff on privacy and security practices.
8. Children's Privacy
As we serve all age groups, we understand the importance of protecting the privacy of minors. For patients under 18 years of age, a parent or legal guardian typically has the right to access and manage their child's health information, consistent with applicable state and federal laws.
9. Consent to Messaging
When you text our designated phone number to consent to messaging, you are agreeing to receive text messages from Maison Dentists for purposes such as appointment reminders, scheduling, and other communications related to your dental care. Standard message and data rates may apply. You may opt out of receiving text messages at any time by replying "STOP" or contacting our office.
10. Changes to This Privacy Policy
We reserve the right to change this Privacy Policy at any time. Any changes will be effective immediately upon the posting of the revised Privacy Policy on our website and/or in our office. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.
11. Complaints
If you believe your privacy rights have been violated, you may file a complaint with us or with the Secretary of the Department of Health and Human Services. To file a complaint with Maison Dentists, please contact our office. We will not retaliate against you for filing a complaint.
12. Contact Information
If you have any questions about this Privacy Policy or our privacy practices, please contact us at:
Address: 2115 N Mason Rd, Ste 110 Katy, TX 77449
Phone: (281) 676-4123
Email: info@maisondentistskaty.com