Privacy Policy
How Elite Oral Surgery & Dental Implants collects, uses, and protects your information, including protected health information under HIPAA.
Who we are
Elite Oral Surgery & Dental Implants, PLLC is an oral and maxillofacial surgery practice led by Dr. Jonathan Volland, located at 9907 205th Ave E, Bonney Lake, WA 98391.
This policy covers information collected through this website and through our practice management systems. It applies to prospective patients, current patients, referring doctors, and anyone who contacts us.
This is a single-doctor surgical practice, not a chain. Your information stays with this practice and the vendors listed below who help us run it.
Information we collect
We collect only what we need to answer your question, schedule your care, and meet our legal obligations.
- Contact information - Name, phone number, email address, and mailing address.
- Appointment requests - The reason for your visit, your preferred timing, and your referring dentist if you have one.
- Clinical information - Medical and dental history, imaging including CBCT scans, treatment records, medications, and allergies.
- Payment information - Insurance details, billing address, and financing application status. Card numbers are processed by our payment processor and are not stored by us.
- Website usage - Pages visited, approximate location by IP address, device and browser type, and the site you arrived from.
Information you give us voluntarily
Forms on this site ask for your name, phone, email, and optionally a short description of what you are hoping to address. You do not need to describe your medical history in a web form, and we ask that you do not. Clinical detail belongs in the consultation, on a secure channel.
Do not send medical records, photographs, or diagnoses through the website form or ordinary email. We will give you a secure way to send them.
Protected health information and HIPAA
Once you become a patient, the clinical information we hold about you is protected health information (PHI) under the Health Insurance Portability and Accountability Act. PHI is governed by our Notice of Privacy Practices, which you receive at your first appointment and which controls if it conflicts with this policy.
How we may use and disclose PHI
- For treatment: planning and performing your surgery, and coordinating with your general dentist or physician when your care requires it.
- For payment: submitting claims, verifying benefits, and processing financing applications you have authorised.
- For health care operations: quality review, staff training, and audits.
- As required by law: public health reporting, court orders, and regulatory requests.
What we will not do
- We do not sell your information, and we never sell PHI.
- We do not use PHI for marketing without your written authorisation.
- We do not post identifiable patient photographs, including before-and-after images, without separate written consent that you may withdraw.
Before-and-after photographs on this site are published only with signed consent, and you can withdraw that consent at any time by contacting the office.
How we use website information
Information collected through this website is used to respond to your enquiry, add you to the opening list if you have asked us to, improve the site, and keep it secure. We do not use website analytics to make clinical decisions.
Text messages
If you provide a mobile number and consent on the form, we may text you about scheduling. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help. Your consent to receive texts is never a condition of receiving care.
Advertising
We may run advertising that measures whether a visit to this site followed an advertisement. Where those measurements use cookies, they are described in our Cookie Policy and are only set with your consent where consent is required.
Who we share information with
We share information with service providers who need it to do work for us, and who are bound by contract, including a HIPAA business associate agreement where PHI is involved, to protect it and use it only for that work.
- Practice management and records - Scheduling, charting, and clinical record keeping.
- Imaging and surgical planning - CBCT storage and digital planning of your case.
- Dental laboratory - Fabrication of your provisional and definitive bridge.
- Payment processor and lenders - Card processing, and financing applications you initiate.
- Communications - Appointment reminders, secure messaging, and email.
- Website and analytics - Hosting, form delivery, and site measurement.
We also disclose information when the law requires it, when necessary to prevent serious harm, or in connection with a sale or transfer of the practice, in which case your records would continue to be protected under HIPAA.
Your rights
Under HIPAA and Washington law you have the right to:
- Inspect and receive a copy of your records, including your imaging.
- Request a correction to information you believe is inaccurate.
- Request an accounting of certain disclosures we have made.
- Request that we communicate with you by a particular method or at a particular address.
- Request a restriction on certain uses and disclosures.
- Receive a paper copy of our Notice of Privacy Practices on request.
- Withdraw a marketing or photography authorisation you previously gave.
To exercise any of these, contact the office using the details in the final section. We will respond within the timeframes required by law. If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services Office for Civil Rights. We will not retaliate against you for filing a complaint.
How long we keep information
Clinical records are retained for the period required by Washington State law and professional standards, which for adult patients is a minimum of ten years after the last treatment, and longer for minors. Website enquiries that do not become patient records are kept for up to twenty-four months and then deleted.
Security
We use administrative, physical, and technical safeguards appropriate to a surgical practice: encrypted transmission, access controls limited to staff who need the information for their role, audit logging in the practice management system, and staff training on privacy obligations.
No method of transmission over the internet is completely secure. Ordinary email is not a secure channel. If you need to send us clinical information, ask the office for a secure link.
Children
This website is not directed to children under thirteen and we do not knowingly collect information from them through it. We do treat minors as patients, in which case a parent or legal guardian provides consent and holds the applicable rights over the record.
Changes to this policy
If we change this policy we will update the date at the top of this page. Material changes affecting how we use PHI will also be reflected in our Notice of Privacy Practices and posted in the office.
Contact us
Questions about this policy, or a request to exercise a right described above, can be directed to the Privacy Officer:
Elite Oral Surgery & Dental Implants, PLLC
Attn: Privacy Officer
9907 205th Ave E, Bonney Lake, WA 98391