Billings West Dental HIPAA Compliance Policy

Billings West Dental is committed to protecting the privacy and security of our patients’ health information in compliance with the Health Insurance Portability and Accountability Act (HIPAA). We adhere to the highest standards to ensure the confidentiality, integrity, and availability of protected health information (PHI).

1. Protection of Patient Information

• We safeguard all PHI, including medical records, treatment plans, and personal data, from unauthorized access, use, or disclosure.
• PHI is only accessible to authorized personnel who require it to provide patient care and administrative functions.
• We implement administrative, technical, and physical security measures to protect patient information.

2. Use and Disclosure of PHI

• PHI is used solely for treatment, payment, and healthcare operations unless the patient provides written consent for other uses.
• Patient information is not shared with unauthorized individuals or entities without proper authorization or as required by law.
• We obtain patient consent before discussing or releasing information to third parties, except in cases permitted under HIPAA regulations.

3. Patient Rights

Patients have the right to:

• Access and obtain copies of their medical records.
• Request amendments to their health information.
• Receive an accounting of disclosures of their PHI.
• Request restrictions on the use or disclosure of their information, subject to legal limitations.
• File a complaint if they believe their privacy rights have been violated.

4. Employee Training and Responsibilities

• All staff members receive regular HIPAA training to ensure compliance with privacy and security regulations.
• Employees are required to follow strict confidentiality protocols and report any potential breaches immediately.
• Violations of HIPAA policies by staff members will result in disciplinary action, including termination if necessary.

5. Data Security Measures

• Electronic PHI is protected with encryption, secure access controls, and regular system audits.
• Paper records are stored in locked cabinets with restricted access.
• Secure disposal methods, including shredding and digital data deletion, are used for outdated patient records.

6. Breach Notification

• In the event of a data breach, affected individuals will be notified promptly in accordance with HIPAA regulations.
• We will take immediate corrective actions to prevent future breaches and mitigate potential harm.