Privacy Policy & SMS/Text Terms of Service

Apex Oral Surgery
Effective Date: October 13, 2025
Last Revised:

1. Introduction :

At Apex Oral Surgery ("we", "our", "us"), your privacy is important to us. We are a Florida-based oral surgery and dental practice. This Privacy Policy describes how we collect, use, and protect your information, especially personal health data. It also explains your rights under HIPAA and includes our SMS/Text Terms of Service in compliance with federal and state laws, as well as RingCentral requirements.

2. Scope & HIPAA Compliance :

We operate in the United States and comply with the Health Insurance Portability and Accountability Act (HIPAA). This policy applies to all individuals who interact with us, including patients, prospective patients, and guardians of minors. We are committed to maintaining patient confidentiality and data protection as required by HIPAA and Florida law. (Florida Statutes 456.057 for medical records confidentiality)

2.1

Your Rights Under HIPAA. You have the following rights regarding your Protected Health Information (PHI), subject to certain limitations under HIPAA and Florida law:

Right to Access: You may request to view or obtain a copy of your medical and billing records in our possession.
Right to Request Amendment: If you believe your information is incorrect or incomplete, you may request that we amend your records.
Right to Receive an Accounting of Disclosures: You may request a list of instances where we have disclosed your PHI for reasons other than treatment, payment, or healthcare operations.
Right to Request Restrictions: You may ask us to restrict or limit the use or disclosure of your PHI, though we are not required to agree if it would affect your care.
Right to Confidential Communications: You may request that we communicate with you in a certain way or at a certain location.
Right to File a Complaint: If you believe your rights have been violated, you may file a complaint directly with our practice or with the U.S. Department of Health & Human Services.

To exercise any of these rights, please contact us at info@apexoralsurgery.org

3. Information We Collect:

3.1 Personal and Medical Information

We collect personal and health information through multiple channels, including:

Referral from a dentist
In-person registration at our office
Over-the-phone intake
Online forms or via our mobile app

This information may include your name, address, contact details, date of birth, insurance information, medical history, billing information, and treatment records. If you engage with our practice through telehealth platforms, please note that all video, audio, and data transmissions are encrypted and secured. Recordings or content from telehealth appointments are only stored when required for patient care, and are subject to the same safeguards as other PHI.

Our website may use cookies or analytics tools to enhance user experience and for security. These tools may collect basic usage information such as IP address, browser type, and session duration. This information does not include PHI and is used solely for operational and security purposes.

You can adjust your browser settings to block cookies or be notified when cookies are being used.

3.2 SMS Consent and Communication

We use RingCentral to send SMS/text messages. We collect consent in person, over the phone, or through our website. All consent is logged with a timestamp. Patients can opt out at any time by replying STOP or contacting us directly.

3.3 Insurance, Payment & Third-Party Vendors

We securely process and store insurance and payment information through third-party services, including Stripe. Insurance eligibility is processed electronically. If applicable, loan applications for treatment are also submitted online. We may use platforms such as Open Dental or Telehealth, which comply with HIPAA.

4. Use of Collected Information:

We use your information to :

Provide dental and surgical treatment
Schedule and confirm appointments
Process insurance and payments
Manage patient records and referrals
Conduct follow-up communications and reminders

We share your personal information only with authorized vendors and health service providers who have signed HIPAA-compliant Business Associate Agreements (BAAs). These vendors include electronic medical record platforms, payment processors, telecom/SMS providers, and other partners required for delivering healthcare services.

We do not share or sell your information for marketing purposes without your express written consent. Any marketing communications will require separate opt-in.

5. SMS/Text Terms of Service :

We record patient opt-in and opt-out requests for SMS communication, including the phone number, date, time, and method of consent or revocation. If you opt out of SMS messaging, we will not send further messages unless you specifically opt in again.

By opting in to receive SMS messages from us, you agree to the following:

Types of Messages: Appointment reminders, treatment updates, pre/post-op instructions, and limited promotional content (with prior consent).
Frequency: Varies by patient interaction (e.g., 1–5 messages per month).
Charges: Standard message and data rates may apply from your mobile carrier.
Opt-Out: Reply STOP to unsubscribe. For help, reply HELP or contact us directly.
Compliance: We follow all relevant rules and regulations, including those from RingCentral, CTIA, and U.S. telecom carriers. All SMS campaigns are registered and compliant with 10DLC rules.

6. Data Security & Retention :

We use industry-standard safeguards including encryption, secure access controls, and backup systems. Records are retained only as long as required under HIPAA and applicable law and are securely destroyed when no longer needed. All digital records are stored using industry-standard encryption (e.g., TLS and AES-256). Physical records, if any, are kept in locked and monitored facilities. When records reach the end of their legal retention period, they are destroyed using secure methods such as shredding, digital wiping, or de-identification, in accordance with HIPAA and Florida law.

7. Accessibility & Services to Minors:

We are committed to maintaining website accessibility in line with WCAG standards. If you require accommodations, please contact us. We also provide services to minors with the consent of a parent or legal guardian. We follow all applicable privacy and consent laws when collecting information about minors.

We provide services to minors only with the consent of a parent or legal guardian. Records for minors are protected under both HIPAA and Florida law. Parents or legal guardians may request access to these records, unless prohibited by law or court order.

All communications regarding minors comply with safeguards for child data privacy.

Changes to This Policy

We may update this Privacy Policy and SMS/Text Terms of Service from time to time. Changes are effective when posted to this page or communicated to patients directly. If material changes are made, we will notify you through appropriate channels (e.g., email, text message, website notification, or in-person notice).

Continued use of our services after a Privacy Policy update constitutes acceptance of those changes.

8. Contact Us

To exercise your privacy rights, request information, or file a complaint, please contact

Apex Oral Surgery
448-233-0984
Info@apexoralsurgery.org

You may also file a complaint with the US Department of Health & Human Services Office for Civil Rights.

Notice:

This Privacy Policy is for informational purposes and is not a substitute for medical or legal advice. Please review it carefully and contact us if you have questions about how your data is handled.