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HIPAA Notice of Privacy Practices (NPP)

HIPAA Privacy Policy

Your Information. Your Rights. Our Responsibilities. This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully.

Your Rights

When it comes to your health information, you have certain rights. This section explains your rights and some of our responsibilities to help you.
Get an electronic or paper copy of your medical record
  • You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. Ask us how to do this.
  • We will provide a copy or a summary of your health information, usually within 30 days of your request. We may charge a reasonable, cost-based fee.
Ask us to correct your medical record
  • You can ask us to correct health information about you that you think is incorrect or incomplete. Ask us how to do this.
  • We may say “no” to your request, but we’ll tell you why in writing within 60 days. Request confidential communication
  • You can ask us to contact you in a specific way (for example, home or office phone) or to send mail to 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 health information for treatment, payment, or our operations. We are not required to agree to your request, and we may say “no” if it would affect your care.
  • If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that information.
Get a list of those with whom we’ve shared information
  • You can ask for a list (accounting) of the times we’ve shared your health information for six years prior to the date you ask, who we shared it with, and why.
  • We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We’ll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.
Get a copy of this privacy notice
  • You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice electronically. We will provide you with a paper copy promptly.
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 and can act for you before we take any action.
File a complaint if you feel your rights are violated
  • You can complain if you feel we have violated your rights by contacting us using the information on page 1.
  • You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting www.hhs.gov/ocr/privacy/hipaa/complaints/.
  • We will not retaliate against you for filing a complaint.

Your Choices

For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.

In these cases, you have both the right and choice to tell us to:

  • Share information with your family, close friends, or others involved in your care
  • Share information in a disaster relief situation
  • Include your information in a hospital directory
  • If you cannot tell us your preference, for example if you are unconscious, we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety.
In these cases, we never share your information unless you give us written permission:
  • Sales of your information
  • Most sharing of psychotherapy notes
In the case of fundraising:
  • We may contact you for fundraising efforts, but you can tell us not to contact you again.

Our Uses and Disclosures

How do we typically use or share your personal or health information?
  • We typically use or share your health information in the following ways.
Treat you
  • We can use your health information and share it with other professionals who are treating you. Example: A doctor treating you for an injury asks another doctor about your overall health condition.
Run our organization
  • We can use and share your health information to run our practice, improve your care, and contact you when necessary. Example: We use health information about you to manage your treatment and services. We also may send you emails to notify you of appointments, offers and specials, organizational initiatives and notifications, and other activities directly related to our business. You may opt-out simply by clicking the unsubscribe link.
Bill for your services
  • We can use and share your health information to bill and get payment from health plans or other entities. Example: We give information about you to your health insurance plan so it will pay for your services.
How else can we use or share your personal or health information?
  • We are allowed or required to share your information in other ways – usually in ways that contribute to the public good, such as public health and research. We must meet many conditions in the law before we can share your information for these purposes.
Help with public health and safety issues

We can share health information about you for certain situations such as:

  • Preventing disease
  • Helping with product recalls
  • Reporting adverse reactions to medications
  • Reporting suspected abuse, neglect, or domestic violence
  • Preventing or reducing a serious threat to anyone’s health or safety
Do research
  • We can use or share your information for health research.
Comply with the law
  • We will share information about you if state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we’re complying with federal privacy law.
Respond to organ and tissue donation requests
  • We can share health information about you with organ procurement organizations.
Work with a medical examiner or funeral director
  • We can share health information with a coroner, medical examiner, or funeral director when an individual dies.
  • Address workers’ compensation, law enforcement, and other government requests
We can use or share health information about you:
  • For workers’ compensation claims
  • For law enforcement purposes or with a law enforcement official
  • With health oversight agencies for activities authorized by law
  • For special government functions such as military, national security, and presidential protective services
Respond to lawsuits and legal actions
  • We can share health information about you in response to a court or administrative order, or in response to a subpoena.

Our Responsibilities

  • We are required by law to maintain the privacy and security of your protected health information.
  • We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
  • We must follow the duties and privacy practices described in this notice and give you a copy of it.
  • 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. Let us know in writing if you change your mind.

Substance Use Disorder (SUD) Records

Special Protections for Substance Use Disorder (SUD) Records
Some of your health information may be protected by federal laws and regulations that provide additional privacy protections for records related to substance use disorder (SUD) treatment (42 CFR Part 2). These SUD records receive greater protection than other health information.
How SUD Records May Be Used and Disclosed
  • In general, we may not use or disclose SUD records for treatment, payment, or health care operations without your written consent, except as permitted or required by law.
  • When you provide a valid written consent, it may allow future uses and disclosures of your SUD records consistent with federal law.
  • Redisclosure: SUD records disclosed under a valid consent may be redisclosed by HIPAA-regulated entities in accordance with HIPAA, except as prohibited by law.
Legal Proceedings
  • SUD records (and testimony about them) will not be used or disclosed in civil, criminal, administrative, or legislative proceedings against you unless you provide written consent or a court issues an order after you are given notice and an opportunity to be heard.
Your Rights Regarding SUD Records
You have the right to:
  • Request restrictions on certain uses and disclosures of your SUD records;
  • Receive an accounting of certain disclosures of your SUD records;
  • File a complaint if you believe your SUD privacy rights have been violated.
Our Duties
We are required by law to maintain the privacy of your SUD records and to notify you following a breach of unsecured SUD records.

Marketing

Marketing Communications
  • We will not use or disclose your health information for marketing purposes without your written authorization, unless the communication is permitted by law. If we send marketing communications that require authorization, you may revoke that authorization at any time in writing.
No Sale of Health Information
  • We do not sell your health information without your written authorization.

Fundraising

Fundraising Communications
We may contact you for fundraising purposes. The information we may use includes limited details such as your name, contact information, dates of service, and department of service, as permitted by law.
  • You have the right to opt out of receiving fundraising communications at any time, and doing so will not affect your treatment or payment for services.
  • Each fundraising communication will include a clear and simple way to opt out.
Additional Protection for SUD Records
  • SUD records will not be used for fundraising purposes without your written consent.
  • If SUD records are ever used for fundraising as permitted by law, you will be given a clear and conspicuous opportunity to opt out before such use.

SMS Text Messaging Disclosure (Required for 10DLC/TCPA/CTIA Compliance)

SMS Communications
By providing your mobile phone number to our office (including through our website, patient intake forms, or verbally), you consent to receive SMS text messages from us for purposes such as appointment reminders, scheduling updates, care coordination, and other operational messages. Message frequency varies. Message and data rates may apply.
Opt-Out and Help
You may opt out of SMS messages at any time by replying STOP to any message. After opting out, you will receive a final confirmation message, and then no further messages will be sent. For assistance, reply HELP or contact us at: 503-230-0322 or [email protected].
No Mobile Information Sharing
No mobile information will be shared with third parties or affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
HIPAA Note
If you request or authorize communication by standard SMS text message, you acknowledge that such messages may not be encrypted and may carry privacy risks. You may withdraw this preference at any time. We offer alternative secure communication methods upon request.
Important Limitation: No Medical Advice via Text
Text messaging is not an appropriate method for clinical questions, urgent concerns, medical decision-making, or emergency communication. Patients must not rely on SMS messages for medical advice or care. Responses to SMS messages are available only during business hours and may not be monitored in real time. For medical questions, please call our office directly. In a medical emergency, dial 911 immediately.

Changes to the Terms of 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 upon request, in our office, and on our web site at https://www.portlandoralfacialsurgery.com.

Other Instructions for Notice

Effective Date of this Notice: 3/5/2026
portland oral and facial surgery

Our office will be closed on the following days:

Closed: Wednesday, 12/24 – Friday, 12/26
Early Close: Wednesday, 12/31 at 12:00 PM
Closed: Thursday, 1/1

Thank you!