Your Privacy
Our personal information procedures
The personal information we collect and share
Protection of your personal information in our records
Access to your personal information
Storage and distruction of personal information
Our privacy protection partnership
Our privacy policy
OUR PERSONAL INFORMATION PROCEDURES
We have appointed a Privacy Officer as our principal advisor and issues manager regarding personal information protection. On your behalf, our staff are trained in personal information protection, we review our information collection procedures and consent forms on an ongoing basis, and we ensure that any contractors we hire who might have access to your personal information also take steps to protect the privacy of your personal information.
At Icon Orthodontics, we have a privacy policy in place for both patients and employees.
The Personal Information Protection Procedures below tell you how we fulfill the commitment to patients in our Privacy Policy at Icon Orthodontics.
THE PERSONAL INFORMATION WE COLLECT AND SHARE
We collect contact information, financial information, and medical information about our patients. The reasons we collect this information are outlined on the Personal Information Consent Form that you sign at the time of collection. The information is used and disclosed only for those purposes.
Contact Information is disclosed to third party health benefit providers and insurance companies with the consent of the patient, where the patient has submitted a claim for reimbursement or payment of all or part of the cost of orthodontic treatment or has requested the orthodontist to submit a claim on the patient's behalf.
Financial Information is collected for payment processing purposes. It is not shared with third parties without your consent, unless permitted by law for outstanding bill collection purposes.
Patients' Medical Information is disclosed to third party health benefit providers and insurance companies, with the consent of the patient, where the patient has submitted a claim for reimbursement. Medical Information is disclosed, with the consent of the patient, to other dentists and dental specialists, or to other health care professionals such as physicians.
PROTECTION OF YOUR PERSONAL INFORMATION IN OUR RECORDS
Our records containing your personal information are stored in a secure place.
Our electronic records are stored on hardware that is secure. Passwords are used on all of our computers. We take care to protect screen monitors from public viewing in the office.
Paper records are transferred outside our office in sealed envelopes by secure methods and with reputable carriers. Telephone discussions with patients in the office are carried out with sensitivity to protecting personal information. Electronic information is transferred in secure files, and anonymized and encrypted.
We do not share your personal information outside our office for any marketing, promotional, publicity, educational or research purposes with your consent.
Our staff is trained to handle your information only through the protective measure outlined in our privacy procedures.
If we hire consultants or contractors whom might have access to any of your personal information, we will take steps to ensure that the consultant or contractor takes steps to protect the privacy of your personal information.
ACCESS TO YOUR PERSONAL INFORMATION
You can make a request to look at your personal information by asking our reception staff. They may refer you to our Privacy Officer. We will attempt to help you understand the reasons we have the information that is in your record.
You may request that we consider making changes to your personal information if it is not accurate, incomplete, or not up to date. If you believe there his a mistake in your personal information, you may ask for consideration that it be changed.
If you request a copy of your record, we will provide it in a reasonable time. If we charge you for the cost of copying we will let you know in advance what the cost will be.
STORAGE AND DESTRUCTION OF PERSONAL INFORMATION
We are required by legislation and regulation to keep records containing personal information for specified period of time. We keep your records a minimum of 10 years from your last service, even if you move from our office.
We destroy personal information in paper records by shredding it. We destroy electronic personal information by deleting it. When discarding hardware, we make sure the hard drive is destroyed.
OUR PRIVACY PROTECTION PARTNERSHIP
Privacy is a value and Privacy Protection is a partnership. We hope you will support the culture of privacy protection we have built in our office. We have laid out our commitment to you. Here is how YOU can help:
At Icon Orthodontics, we protect the privacy of our patients by:
Our Privacy Officer is Ms. Shannon Low, who can be reached in the following ways:
Telephone: 403 242 4111
Postal Address: Suite 216, 555 Strathcona Boulevard SW Calgary, Alberta T3H 2Z9
For more information about the Alberta Personal Information Protection Act (PIPA) or the Federal Personal Information Protection and Electronic Documents Act (PIPEDA), you may wish to visit the website of the Office of the Alberta Information and Privacy Commissioner at www.oipc.ab.ca/about/commissioner.cfm or the Office of the Privacy Commissioner of Canada at www.privcom.gc.ca
Our personal information procedures
The personal information we collect and share
Protection of your personal information in our records
Access to your personal information
Storage and distruction of personal information
Our privacy protection partnership
Our privacy policy
OUR PERSONAL INFORMATION PROCEDURES
We have appointed a Privacy Officer as our principal advisor and issues manager regarding personal information protection. On your behalf, our staff are trained in personal information protection, we review our information collection procedures and consent forms on an ongoing basis, and we ensure that any contractors we hire who might have access to your personal information also take steps to protect the privacy of your personal information.
At Icon Orthodontics, we have a privacy policy in place for both patients and employees.
The Personal Information Protection Procedures below tell you how we fulfill the commitment to patients in our Privacy Policy at Icon Orthodontics.
THE PERSONAL INFORMATION WE COLLECT AND SHARE
We collect contact information, financial information, and medical information about our patients. The reasons we collect this information are outlined on the Personal Information Consent Form that you sign at the time of collection. The information is used and disclosed only for those purposes.
Contact Information is disclosed to third party health benefit providers and insurance companies with the consent of the patient, where the patient has submitted a claim for reimbursement or payment of all or part of the cost of orthodontic treatment or has requested the orthodontist to submit a claim on the patient's behalf.
Financial Information is collected for payment processing purposes. It is not shared with third parties without your consent, unless permitted by law for outstanding bill collection purposes.
Patients' Medical Information is disclosed to third party health benefit providers and insurance companies, with the consent of the patient, where the patient has submitted a claim for reimbursement. Medical Information is disclosed, with the consent of the patient, to other dentists and dental specialists, or to other health care professionals such as physicians.
PROTECTION OF YOUR PERSONAL INFORMATION IN OUR RECORDS
Our records containing your personal information are stored in a secure place.
Our electronic records are stored on hardware that is secure. Passwords are used on all of our computers. We take care to protect screen monitors from public viewing in the office.
Paper records are transferred outside our office in sealed envelopes by secure methods and with reputable carriers. Telephone discussions with patients in the office are carried out with sensitivity to protecting personal information. Electronic information is transferred in secure files, and anonymized and encrypted.
We do not share your personal information outside our office for any marketing, promotional, publicity, educational or research purposes with your consent.
Our staff is trained to handle your information only through the protective measure outlined in our privacy procedures.
If we hire consultants or contractors whom might have access to any of your personal information, we will take steps to ensure that the consultant or contractor takes steps to protect the privacy of your personal information.
ACCESS TO YOUR PERSONAL INFORMATION
You can make a request to look at your personal information by asking our reception staff. They may refer you to our Privacy Officer. We will attempt to help you understand the reasons we have the information that is in your record.
You may request that we consider making changes to your personal information if it is not accurate, incomplete, or not up to date. If you believe there his a mistake in your personal information, you may ask for consideration that it be changed.
If you request a copy of your record, we will provide it in a reasonable time. If we charge you for the cost of copying we will let you know in advance what the cost will be.
STORAGE AND DESTRUCTION OF PERSONAL INFORMATION
We are required by legislation and regulation to keep records containing personal information for specified period of time. We keep your records a minimum of 10 years from your last service, even if you move from our office.
We destroy personal information in paper records by shredding it. We destroy electronic personal information by deleting it. When discarding hardware, we make sure the hard drive is destroyed.
OUR PRIVACY PROTECTION PARTNERSHIP
Privacy is a value and Privacy Protection is a partnership. We hope you will support the culture of privacy protection we have built in our office. We have laid out our commitment to you. Here is how YOU can help:
- Ensure the personal information you provide us is complete and accurate
- If you have questions or concerns about the purposes for collection, use, disclosure, sharing, storage, or destruction of your personal information by us please bring them to our attention
- Please complete the required consent forms for our collection, use, storage, disclosure, sharing and destruction of your personal information
- If you disclose personal information to another source that may need to share it with us (ex. Your physician), please complete the required consent forms presented by them to affect that authorized information exchange
- Please respect the privacy of other patients in our office when you are here
- Please respect the privacy of our staff in dealings with our office
- If you wish to see or change the personal information on your record other than for updating purposes, please make that request to our Privacy Officer
- If you have concerns or a complaint about our privacy policies or procedures, please contact our Privacy Officer to discuss the procedure for communicating those to our office.
At Icon Orthodontics, we protect the privacy of our patients by:
- Collecting only the personal information that is reasonable for our purposes in serving you
- Obtaining your consent for how we disclose or share your personal information
- Having safeguards in place to protect your personal information at times of collection, use, storage, disclosure, and exchange with others
- Sharing your personal information only for the purposes and with those agreed to in a signed consent form, or otherwise permitted by law
- Ensuring that any contractors we hire who may have access to any of your personal information also take steps to protect the privacy of your personal information
- Training our staff and adapting our physical, telephone and electronic environment to protect your personal information
- Processing the necessary forms and documentation to protect your personal information
- Ensuring the personal information we keep on you is complete, accurate, and up to date
- Letting you see and request corrections to the personal information we have on your record
- Making our Privacy Officer available to answer your questions and concerns about our Privacy Policy and to deal with written complaints regarding personal information, and
- Periodically reviewing implementation of our Privacy Policy to ensure fulfillment of our commitment to your privacy protection while we provide your orthodontic care.
Our Privacy Officer is Ms. Shannon Low, who can be reached in the following ways:
Telephone: 403 242 4111
Postal Address: Suite 216, 555 Strathcona Boulevard SW Calgary, Alberta T3H 2Z9
For more information about the Alberta Personal Information Protection Act (PIPA) or the Federal Personal Information Protection and Electronic Documents Act (PIPEDA), you may wish to visit the website of the Office of the Alberta Information and Privacy Commissioner at www.oipc.ab.ca/about/commissioner.cfm or the Office of the Privacy Commissioner of Canada at www.privcom.gc.ca
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