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Notice of Privacy Practices
Your Rights
at Bend Children's Dentistry
When it comes to your health information, you have certain rights. This section explains your rights and our responsibilities to support them.
Access Your Records
- Request a copy of your health records (paper or electronic).
- Records must be provided within 14 calendar days of a written request by the patient or their guardian.
- Request a list of disclosures (past six years), excluding those for treatment, payment, and operations.
- Clinic may charge a fee to cover the cost of copying and sending dental records.
Request a Correction
- Request corrections if your records are incomplete or inaccurate.
- If denied, you will receive a written explanation within 60 days.
Confidential Communication
- Request that we contact you in a specific way (e.g., phone number, email, text, address).
- We will accommodate reasonable requests.
Request Restrictions
- Ask us not to share certain health information for treatment, payment, or operations.
- We are not required to agree unless you paid in full out-of-pocket.
Receive a Copy of This Notice
- You may request this privacy notice in paper form at any time, even if you received it electronically.
Choose Someone to Act for You
- Your legal representative (DHS, guardian or power of attorney) may make decisions regarding your health information.
File a Complaint
- If you feel your rights were violated, contact us or:
U.S. Dept. of Health and Human Services
200 Independence Ave SW, Washington, D.C. 20201
1-877-696-6775 | www.hhs.gov/ocr/privacy/hipaa/complaints - We will not retaliate against you for filing a complaint.
Your Choices
In certain situations, you have the right to tell us how to share your information. Let us know if you want us to:
- Share with family, friends, or caregivers
- Share during disaster relief
- Include in facility directory
If you’re unable to express your wishes (e.g., unconscious), we may share your information if we believe it is in your best interest or to prevent serious harm.
We never share your information without written permission for:
- Marketing
- Sale of your information
Our Uses and Disclosures
We typically use or share your health information in these ways:
- To provide, coordinate, or manage your dental care.
Example: We share information with a specialist or your physician.
- To manage operations and improve care.
Example: Internal training, scheduling, and quality control.
- To obtain payment from insurers or payors.
Example: We send claims to your insurance provider.
Text Messaging Disclosure & Consent
- We may use text messaging for informational purposes.
- No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
- Request access to emergency notes or submitted photos.
- Ask how your information was used.
- Contact:
- You consent to receive informational text message responses in relation to your initial communication. Message frequency varies. Message and data rates may apply. You may opt out of receiving text SMS at any time by replying STOP or by sending an email to callcenter@opdconline.com Reply HELP for Support.
After-Hours Communication
This section explains how your health information may be used during urgent or off-hours care, including trauma or dental pain scenarios.
Communication with Parents/Guardians
We may share relevant health details with the responsible party (RP), usually the parent or guardian. If we cannot answer questions immediately, we will consult with a doctor or clinical manager and follow up.
Information Collected in Emergencies
We may ask:
- Time of event
- Pain, fever, or swelling
- Immunization status
- Consciousness or bleeding
- Tooth damage or symptoms
- Preferred pharmacy
- Whether the tooth is loose or broken
- Photo and Text Protocol
- In urgent cases, Responsible parties may need to text information to 541-225-5377
Example: 3 photos: (1) Affected area, (2) 2 ft profile, (3) 2 ft frontal smiling - Photos are securely reviewed by licensed providers to determine care urgency.
- Patient name and DOB
- In urgent cases, Responsible parties may need to text information to 541-225-5377
- All communications (texts, calls, images) are handled under HIPAA.
- Information is entered into Eaglesoft, our secure system.
- Notes are saved, and follow-up is coordinated with the front office.
- Voicemails are logged with reason and outcome.
- Doctor and staff meet at a clinic if necessary.
- Staff clock in/out and must remain with the provider.
- Admin is notified via support@opdconline.com.
- All visits are charted and billed properly.
- The front office or call center schedules emergency or next available LOE appointments.
- If not urgent, all calls are logged in charts and handled the next business day.
Other Permitted Disclosures
We may also share information as required or allowed by law for:
- Public health and safety (disease prevention, product recalls, abuse reports)
- Research (with safeguards)
- Legal compliance (as required by federal/state law)
- Workers’ compensation and law enforcement
- Coroner/funeral services
- National security and presidential protection
- Court orders or subpoenas
Our Responsibilities
- We are required by law to maintain the privacy of your health information.
- We will notify you promptly in case of a data breach.
- We follow this privacy notice unless you authorize changes in writing.
- You can request changes at any time.
Changes to This Notice
- We may update this notice. New terms apply to all existing information. The current version is available on our website, in our office, or upon request.