Geneseo Orthodontics & Pediatric Dentistry
Effective Date: August 3, 2026
Introduction
Geneseo Orthodontics & Pediatric Dentistry ("Practice," "we," "us," "our") is committed to protecting the privacy and security of your health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information, including your Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA) and applicable state privacy laws.
Our practice is located at: 70 Main Street, Geneseo, NY 14454 | Phone: (585) 245-0050
1. Information We Collect
We collect health information and personal information necessary to provide you with quality dental and orthodontic care. This includes:
Protected Health Information (PHI):
Medical and dental history, current medications, allergies, clinical examination findings, radiographs and digital images, treatment plans and progress notes, diagnoses, laboratory results, and information from prior providers.
Personal Information:
Name, date of birth, gender, contact information (address, phone, email), emergency contact information, Social Security Number or Tax ID (for billing purposes), insurance information, financial/payment information, and employment information.
Website Information:
If you visit our website, we may collect information such as your IP address, device type, browser type, pages visited, referring website, and length of visit through cookies and similar tracking technologies. Google Analytics is used to understand website usage patterns.
2. How We Use Your Information
We use the information we collect for the following purposes:
Patient Care & Treatment: To provide, coordinate, and manage your dental and orthodontic treatment, follow-up care, and related services.
Billing & Payment: To process payments, submit claims to your insurance, manage accounts receivable, and handle billing inquiries.
Appointment Management: To schedule and confirm appointments, send appointment reminders, and communicate about cancellations or changes.
Communication: To send treatment updates, educational materials, health tips, and information about new services or treatment options.
Legal & Regulatory Compliance: To comply with HIPAA, state dental board requirements, and other applicable laws and regulations.
Practice Operations: To improve our services, conduct quality assurance, manage our business, prevent fraud, and protect the security of our systems.
3. Protected Health Information Under HIPAA
Geneseo Orthodontics & Pediatric Dentistry is a HIPAA-covered entity and a healthcare provider. We are required by law to:
Maintain the privacy, security, and integrity of your Protected Health Information (PHI).
Limit the use and disclosure of your PHI to purposes permitted by HIPAA.
Notify you of our privacy practices and your rights under HIPAA.
Safeguard your information against unauthorized access, use, and disclosure.
4. How We Share Your Information
We may share your information in the following circumstances:
Treatment: We share information with other healthcare providers, specialists, or facilities involved in your care (e.g., referring orthodontists, pediatricians, oral surgeons).
Payment & Insurance: We disclose information to insurance companies, dental plans, and other payers to process claims, verify coverage, and handle billing.
Healthcare Operations: We share information with our staff, consultants, and business associates (such as billing services, IT support, and office management software providers) as necessary to operate our practice. Business associates are contractually required to safeguard your information.
Legal Requirements: We may disclose your information when required by law, court order, subpoena, or government agencies (e.g., child protective services, law enforcement).
Public Health Activities: We may report disease outbreaks, adverse reactions to medications or devices, or suspected child abuse to public health authorities as required by law.
Marketing: With your authorization, we may contact you about dental health education, new treatment options, or services we offer. You can opt out of marketing communications at any time.
5. Your Privacy Rights Under HIPAA
You have the following rights regarding your Protected Health Information:
Right to Access: You have the right to request and receive a copy of your dental and medical records. We will provide this within 30 days of your request.
Right to Amend: If you believe your health information is inaccurate or incomplete, you may request that we amend it. We will respond to your request within 60 days.
Right to Accounting of Disclosures: You may request a list of all instances in which we disclosed your PHI, except for disclosures made for treatment, payment, or healthcare operations.
Right to Request Restrictions: You may request that we limit how we use or disclose your information, though we are not required to agree to all requests.
Right to Confidential Communications: You may request that we communicate with you about your health information in a specific manner or location (e.g., at a work address instead of home).
Right to Opt Out of Marketing: You may opt out of receiving marketing communications by notifying our office in writing.
6. Data Security & Safeguards
We implement comprehensive physical, technical, and administrative safeguards to protect your information, including:
Secure Facilities: Patient records are stored in locked, secure areas with restricted access.
Electronic Security: Our computer systems use encryption, firewalls, and access controls to protect electronic health information.
Staff Training: All employees receive HIPAA privacy and security training and are contractually bound to maintain confidentiality.
Minimum Necessary: We follow the principle of "minimum necessary" and only access, use, or disclose the minimum amount of information needed.
Business Associate Agreements: Third parties with access to patient information are required to sign Business Associate Agreements (BAAs) committing them to protect your data.
7. Data Retention & Destruction
We retain your dental records in accordance with New York State dental board regulations, which require retention for a minimum period after your last treatment. Once the retention period expires and there is no legal requirement to maintain records, we securely destroy them through shredding or secure deletion of electronic data. Minors' records are retained until the patient reaches age 18, then for an additional period as required by law.
8. Cookies & Website Tracking
Our website may use cookies and similar tracking technologies to improve user experience, analyze traffic, and remember your preferences. By continuing to use our website, you consent to our use of cookies in accordance with this policy. You can control cookie settings through your browser preferences.
9. Breach Notification
In the event of a breach of your unsecured PHI that could compromise your privacy or security, we are required to notify you without unreasonable delay and no later than 60 days after discovery of the breach. We will provide information about the breach, steps you can take to protect yourself, and our investigation findings.
10. Children's Privacy
Our practice provides pediatric dental services. For patients under age 18, we collect health information from parents or legal guardians. Parents or guardians have the right to access, review, and request amendments to their child's health records. We treat children's health information with the same confidentiality protections as adult information.
11. Third-Party Links & Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices of external sites. Please review their privacy policies before providing any personal information.
12. Changes to This Privacy Policy
We reserve the right to modify this Privacy Policy at any time. Changes will be effective upon posting to our website or notification to patients. We will notify you of material changes in accordance with applicable law. Your continued use of our services following notification of changes constitutes your acceptance of the updated Privacy Policy.
13. Contact Information
If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about our privacy practices, please contact us:
Geneseo Orthodontics & Pediatric Dentistry
70 Main Street
Geneseo, NY 14454
Phone: (585) 245-0050
Email: info@geneseosmiles.com
HIPAA Privacy Officer Contact:
Dr. Michael Molisani
Phone: (585) 245-0050
14. Notice of Privacy Practices
You have the right to receive a written Notice of Privacy Practices (NPP) from our office. This Notice describes how we use and disclose your Protected Health Information, your rights under HIPAA, and our legal obligations. You will be asked to sign an acknowledgment confirming you have received this Notice at your first visit or upon request.
Last Updated: August 2026
