HIPAA Notice of Privacy Practices

Effective date: September 21, 2026

Who this notice applies to

This notice describes the privacy practices of Just Smile Miami, a dental practice located at 4649 Ponce de Leon Blvd Suite 300, Coral Gables, FL 33146. It applies to our dentists, dental hygienists, assistants, front-desk team, and anyone else who works with us, as well as to the business associates who perform services on our behalf.

Your rights at a glance

Our duties

We are required by law to:

• Maintain the privacy and security of your protected health information.
• Give you this notice of our legal duties and privacy practices, and follow the terms of the notice currently in effect.
• Let you know promptly if a breach occurs that may have compromised the privacy or security of your information.

We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time by letting us know in writing.

How we may use and share your health information

Your health information is information that identifies you and relates to your dental or medical care, your treatment, or payment for it. Federal law calls this protected health information. The categories below describe how we may use and share it. Not every use in a category is listed, but every way we use or share your information falls within one of them.

Treatment

We use your health information to provide your dental care. For example, your dentist reviews your X-rays and history to plan your treatment, and we may share information with a specialist, the dental laboratory that fabricates your crowns or veneers, your physician, or a pharmacy that fills a prescription we write.

Payment

We use your health information to bill and collect payment for the services we provide. We do not bill dental insurance. We charge you directly, and if you choose to finance your treatment, we share the information that the financing company you select (such as Cherry, Affirm, CareCredit, or Alphaeon Credit) needs to process your application and payments. If you ask, we give you an itemized receipt so you can seek reimbursement from a health plan yourself.

Health care operations

We use your health information to run our practice, improve the quality of our care, and train our team. For example, we may review records to evaluate treatment outcomes, or use information for scheduling, record keeping, and compliance.

Appointment reminders and communications

We may contact you by phone, text message, or email to remind you of appointments, follow up on your care, or answer your questions. Some of these messages and calls are sent automatically or by an AI assistant acting on our behalf. We keep these messages brief and avoid clinical detail. You can tell us how you prefer to be contacted, or stop these messages at any time. Our SMS & Messaging Policy explains this in detail.

Treatment options and health-related services

We may use your health information to tell you about treatment alternatives or health-related services that may interest you, such as financing options or a recommended follow-up visit.

Technology that supports your care

We use digital and automated tools, including AI-assisted tools, to support treatment, scheduling, communication, and practice operations. These tools are used under appropriate safeguards and do not replace the professional judgment of your dentist. Information handled through these tools is protected the same way as all other health information we keep.

People involved in your care or payment

We may share health information with a family member, friend, or other person you identify who is involved in your care or helps pay for it, unless you tell us not to. If you are not present or cannot agree, for example in an emergency, we may share the information we believe is in your best interest.

Business associates

We share health information with companies that perform services for us, such as our scheduling, messaging, records, payment, and financing systems. Each business associate is required by law and by contract to protect your information and may use it only as our agreement allows.

De-identified information

We may remove the details that identify you so the information can no longer be linked to you. Information de-identified under HIPAA is no longer protected health information.

Other uses and disclosures we may make

The law allows or requires us to share your health information in the following situations, usually to protect public health and safety or to comply with legal requirements.

• As required by law. We share information when federal, state, or local law requires it.
• Public health and safety. We may report information to prevent or control disease, report suspected abuse, neglect, or domestic violence, report reactions to medications or problems with products, and help with product recalls.
• Serious threat to health or safety. We may share information when necessary to prevent a serious and imminent threat to you or others, and only with someone able to help prevent it.
• Health oversight. We may share information with agencies for activities authorized by law, such as audits, inspections, investigations, and licensure, including the Florida Board of Dentistry.
• Lawsuits and legal proceedings. We may share information in response to a court or administrative order, or to a subpoena or other lawful request, if efforts have been made to tell you about the request or to protect the information.
• Law enforcement. We may share information with law enforcement officials as permitted by law, for example in response to a court order or warrant, or to help identify or locate a suspect, missing person, or victim.
• Medical examiners and funeral directors. We may share information with a coroner or medical examiner, for example to identify a deceased person, since dental records are often used for identification. We may also share information with funeral directors as needed for their duties.
• Organ and tissue donation. We may share information with organizations that handle organ, eye, or tissue donation and transplantation.
• Workers' compensation. We may share information for workers' compensation or similar programs that provide benefits for work-related injuries.
• Military and veterans. If you are a member of the armed forces, we may share information as required by military command authorities.
• National security and protective services. We may share information with authorized federal officials for intelligence, national security, and the protection of the President and others.
• Individuals in custody. If you are in the custody of a correctional institution or law enforcement, we may share information as needed for your care, your safety, or the safety of others.
• Disaster relief. We may share information with organizations assisting in disaster relief so your family can be told about your location and condition.
• Research. We use or share information for research only when the research has been approved through a process that protects your privacy, or with your authorization.

Uses that require your written permission

We will not use or share your health information for the following purposes unless you give us written authorization:

• Marketing communications, other than face-to-face communication or a promotional gift of nominal value
• Selling your health information
• Most sharing of psychotherapy notes

Any use or disclosure not described in this notice also requires your written authorization. You may revoke an authorization at any time by writing to us, except to the extent we have already acted on it.

Substance use disorder records

If we receive records about you from a substance use disorder treatment program that are protected by federal law (42 CFR Part 2), we will not use or share those records in any civil, criminal, administrative, or legislative investigation or proceeding against you unless you give written consent or a court orders it after notice and an opportunity to be heard.

Florida law

Florida law also protects the confidentiality of your dental records. When state law gives you greater privacy protection or rights than HIPAA, we follow the more protective law.

Your rights

Get a copy of your records

You can ask to see or get an electronic or paper copy of your dental and health records. We provide a copy or a summary, usually within 30 days of your request, and may charge a reasonable, cost-based fee.

Ask us to correct your records

If you believe health information we have about you is incorrect or incomplete, you can ask us to correct it. We may say no, but we will tell you why in writing within 60 days.

Request confidential communications

You can ask us to contact you in a specific way, for example only on your cell phone or at a different address. We will say yes to all reasonable requests.

Ask us to limit what we use or share

You can ask us not to use or share certain information for treatment, payment, or our operations. We are not required to agree, and we may say no if it would affect your care. If you pay for a service or item in full out of pocket, you can ask us not to share that information with your health plan for payment or operations, and we will say yes unless a law requires us to share it.

Get a list of those we have shared information with

You can ask for a list, called an accounting, of the times we have shared your health information in the six years before your request, who we shared it with, and why. It includes all disclosures except those for treatment, payment, and health care operations, and certain others, such as any you asked us to make. We provide one accounting a year free of charge.

Get a copy of this notice

You can ask for a paper copy of this notice at any time, even if you agreed to receive it electronically.

Choose someone to act for you

If you have given someone medical power of attorney, or if someone is your legal guardian, that person can exercise your rights and make choices about your health information. We will make sure the person has this authority before we take any action.

Be notified of a breach

You have the right to be notified if a breach compromises the privacy or security of your unsecured health information.

How to exercise your rights

To exercise any of these rights, send a written request to our Privacy Officer using the contact information below. Our team can help you with the request.

Complaints

If you believe your privacy rights have been violated, you can file a complaint with us by contacting our Privacy Officer. You can also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by writing to 200 Independence Avenue SW, Washington, D.C. 20201, calling 1-877-696-6775, or visiting hhs.gov/ocr/complaints.

We will not retaliate against you for filing a complaint.

Changes to this notice

We can change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available at our office, on this page, and on request.

Nondiscrimination and language assistance

Just Smile Miami complies with applicable federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex. Our team is bilingual in English and Spanish, and this notice is also available in Spanish.

Contact our Privacy Officer

Privacy Officer, Just Smile Miami
4649 Ponce de Leon Blvd Suite 300, Coral Gables, FL 33146
Phone: 305-930-7745 or 786-396-5721
Email: info@justsmilemiami.com