Effective Date: January 01, 2025

WriteDent is committed to protecting the privacy and security of patient information as required by the Health Insurance Portability and Accountability Act (HIPAA). This policy outlines how our dental website adheres to HIPAA regulations to ensure the confidentiality, integrity, and availability of protected health information (PHI).

1. Scope of Policy

This policy applies to all PHI collected, stored, transmitted, or processed through [Dental Clinic Name]’s website. PHI includes any individually identifiable information related to a patient’s health, treatment, or payment for healthcare services.

2. Purpose

The purpose of this policy is to:

• Protect patient information collected via the website.
• Ensure compliance with HIPAA Privacy and Security Rules.
• Mitigate risks of unauthorized access, disclosure, or breaches of PHI.

3. Website Security Measures

a. Secure Transmission of Data

• All data transmitted through the website is encrypted using SSL (Secure Socket Layer) technology.
• Forms used to collect PHI (e.g., appointment requests, patient intake forms) are hosted on HIPAA-compliant platforms.

b. Data Encryption

• PHI is encrypted both in transit and at rest.
• Access to encrypted data is restricted to authorized personnel only.

c. Access Controls

• Access to PHI is role-based and limited to authorized individuals within the organization.
• Strong password policies and two-factor authentication are required for administrative access to the website’s backend.

d. Firewall and Monitoring

• The website is hosted on a HIPAA-compliant server with firewalls and intrusion detection systems in place.
• Regular monitoring is conducted to detect and address potential vulnerabilities.

4. Collection and Use of PHI

a. Types of Information Collected

The website may collect the following PHI through secure forms:

• Patient name, contact information (phone number, email address, address).
• Dental and medical history (provided by the patient).
• Insurance information for billing purposes.

b. Purpose of Collection

Collected information is used for:

• Appointment scheduling and confirmations.
• Understanding patient needs to provide quality care.
• Insurance billing and claims processing.

c. Patient Consent

Patients must provide explicit consent before submitting any PHI via the website. Consent is obtained through checkboxes on forms, confirming agreement with our privacy policy and HIPAA practices.

5. Third-Party Vendors

Any third-party vendors handling PHI (e.g., hosting providers, appointment scheduling platforms) must:

• Be HIPAA-compliant.
• Sign a Business Associate Agreement (BAA) with [Dental Clinic Name].

Examples of third-party services:

• Website hosting and data storage.
• Appointment scheduling and reminders.
• Secure email or SMS communication platforms.

6. Breach Notification

In the event of a breach involving PHI:

• Affected individuals will be notified within 60 days of discovery.
• The Department of Health and Human Services (HHS) will be notified as required.
• Steps will be taken to contain the breach and prevent future occurrences.

7. Patient Rights

Patients have the following rights regarding their PHI collected via the website:

• Access: Request access to their data.
• Correction: Request corrections to inaccurate information.
• Deletion: Request deletion of their data, subject to legal or operational requirements.
• Restrictions: Restrict the use or disclosure of their PHI.

Patients can exercise these rights by contacting us at [email protected]

8. Employee Training

All employees with access to PHI collected via the website are trained on HIPAA Privacy and Security Rules, including proper handling, storage, and disclosure of PHI.

9. Risk Assessment and Audits

Regular risk assessments are conducted to:

• Identify potential threats to PHI security.
• Evaluate existing safeguards and implement improvements as needed.
• Ensure compliance with HIPAA requirements.

10. Updates to This Policy

This policy may be updated periodically to reflect changes in technology, regulations, or practices. Updates will be posted on our website, and the effective date will be revised accordingly.

11. Contact Information

For questions about this HIPAA Compliance Policy or concerns about the handling of PHI, please contact:

WriteDent
City of Santa Rosa, Laguna, Philippines
+63 123 456 7690
[email protected]

By implementing this HIPAA Compliance Policy, WriteDent ensures the protection of patient information while providing a safe and trustworthy digital environment for our website users.