Privacy Policy
This Privacy Policy explains how Berks Urgent Dental collects, uses, and protects personal information and protected health information (PHI) through this website and patient communications. This policy is intended to align with applicable federal healthcare privacy and security requirements, including HIPAA and HITECH, and applicable Pennsylvania privacy and medical record requirements.
1. Information We Collect
- Contact information you provide, such as name, phone number, email, and message content.
- Communication records from calls, voicemail, text messages, and emails.
- Medical or dental information you choose to share to coordinate care.
- Website usage data such as device/browser details and pages visited.
2. How We Use Information
- Schedule appointments and respond to patient requests.
- Coordinate treatment, payment, and healthcare operations.
- Send service-related updates such as appointment reminders, follow-up instructions, and care coordination messages.
- Comply with legal, regulatory, and patient-safety requirements.
3. HIPAA and HITECH Compliance
When information is PHI, we handle it according to HIPAA and HITECH requirements. We maintain administrative, physical, and technical safeguards designed to protect PHI against unauthorized use or disclosure. We limit access to workforce members and business associates who need it for permitted purposes.
We may disclose PHI without separate authorization when permitted or required by law, including for treatment, payment, healthcare operations, public health reporting, or law enforcement requests as applicable.
4. Multimedia Disclaimer (Photos, Video, Audio)
If you send photos, videos, or audio (for example, pictures of swelling, broken teeth, or medications), those files may contain PHI.
- Standard text messaging and consumer email may not be fully encrypted end-to-end.
- By sending multimedia content, you acknowledge these transmission risks.
- We use submitted multimedia only for patient communication, triage, and care coordination.
- We do not use patient-submitted multimedia for marketing, advertising, or public-facing content.
- Please do not send images or video of anyone other than yourself unless you are authorized to act for that person.
5. Text Message (SMS) Policy
We use SMS for patient communication, not for advertising or promotional marketing.
- Purpose of SMS: appointment reminders, scheduling updates, responses to patient questions, and care-related follow-up.
- No marketing texts: we do not use SMS to send promotional campaigns.
- Office SMS number: direct office line (610) 678-5700.
- How to opt in: you opt in by texting our office first or by giving verbal consent during a call or visit to receive care-related text messages.
- Message frequency: varies by your care and communication needs.
- Carrier charges: message and data rates may apply.
- How to opt out: reply STOP at any time to end SMS messages.
- Need help: reply HELP or call (610) 678-5700.
- Emergency use: do not use SMS for medical emergencies; call 911.
6. Sharing Information
We do not sell personal information or PHI. We may share information only as needed for care delivery, payment processing, required operations, legal obligations, or with vetted service providers/business associates under appropriate agreements.
7. Data Retention and Security
We retain records according to legal and operational requirements, including applicable Pennsylvania record retention rules. We use reasonable safeguards designed to protect information, but no storage or transmission method can be guaranteed 100% secure.
8. Your Rights
Depending on applicable law and whether information is PHI, you may have rights to request access, correction, restrictions, confidential communications, and an accounting of disclosures. You may also request a copy of our Notice of Privacy Practices.
9. Children
This site is not intended to independently collect information from children under 13 without parental or guardian involvement.
10. Changes to This Policy
We may update this policy from time to time. Updated versions will be posted on this page with a revised effective date.
11. Contact Us
Berks Urgent Dental
2211 Quarry Drive, Suite E-67
Reading, PA 19609
Phone: (610) 678-5700
Privacy email: hello@berksurgentdental.com