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Notice of Privacy Practices

Effective 21 September 2026. Questions to Kush Patel, DMD, Privacy Officer.

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.

Who follows this notice

Prime Time Smiles is a dental practice. This notice applies to every dentist, hygienist, assistant and front-desk team member who works here, and to the companies that help us run the office under written agreements that require them to protect your information.

How we may use and share your health information

We use and share your health information for three everyday reasons. You do not need to sign anything for these.

  • Treatment. Your dentist and hygienist read your chart, x-rays and health history to plan and provide care. We may share records with a specialist we refer you to, or with a dental lab making your crown.
  • Payment. We send your dental insurance the procedure codes and dates needed to get paid, check your coverage before a visit, and send you statements.
  • Running the office. We review charts for quality, train staff, and use scheduling, phone and text systems to run the practice. We may call, text or email you with appointment reminders, to tell you about treatment options, or about dental services we offer.

Other situations allowed or required by law. We may share your information without your permission when the law requires it, for example: with public health authorities; with agencies that oversee health care; in response to a court order or subpoena; with law enforcement in limited situations; for workers’ compensation claims; to prevent a serious threat to health or safety; with a coroner or medical examiner; or for specialized government functions such as military or national security purposes. We do not sell your information and we do not take part in research or fundraising.

Family and friends. We may share information with a family member or friend involved in your care or in paying for it, unless you tell us not to. For a child, we speak with the parent or guardian.

Uses that need your written permission

For anything not listed above, including most marketing and any sale of your information, we will ask you to sign an authorization first. You may cancel an authorization in writing at any time. Cancelling does not undo anything we did while it was in effect.

Massachusetts gives some information extra protection

Where Massachusetts law is stricter than federal law, we follow the stricter rule. HIV test results (M.G.L. c. 111, §70F) and genetic test results (M.G.L. c. 111, §70G) may not be shared without your specific written consent, even for the everyday reasons above.

Your rights

  • See and get a copy of your record. Ask in writing, by mail to 65A Drum Hill Road, Chelmsford, MA 01824 or by email to officemanager@ptsmiles.com. We will provide it within 30 days. We may charge a reasonable fee for copying, no more than our cost. We will never hold your record because of an unpaid balance (234 CMR 5.13).
  • Ask us to correct your record. If you believe something is wrong or missing, ask in writing and tell us why. We may decline in some cases and will explain in writing.
  • Get a list of who we shared it with. You may ask for a list of certain disclosures we made in the past 6 years, not counting treatment, payment, office operations, or ones you authorized.
  • Ask us to limit what we share. We will consider the request but are not required to agree, with one exception: if you pay for a service in full yourself and ask us not to tell your insurer, we must agree.
  • Choose how we reach you. Tell us to call a specific number, text instead of call, or write to a different address. We will honor reasonable requests. Reminder texts and emails travel over ordinary phone and email networks and are not encrypted, so they carry only your appointment details. Tell us if you prefer phone calls only.
  • Get a paper copy of this notice at any time, even if you received it electronically.
  • Have someone act for you. A legal guardian or someone with a health care power of attorney may exercise these rights for you.
  • Be told about a breach. If your information is compromised, we will notify you as the law requires.

Our duties

We are required by law to keep your health information private, to give you this notice, and to follow the notice currently in effect. We may change this notice. The new version will apply to all information we hold, will be posted in our office and on this page, and copies will be available at the front desk.

Questions or complaints

Privacy Officer: Kush Patel, DMD. Call (978) 770-2308, write to 65A Drum Hill Road, Chelmsford, MA 01824, or email officemanager@ptsmiles.com.

If you believe your privacy rights have been violated, you may file a complaint with us at the contact above. You may also file with the U.S. Department of Health and Human Services, Office for Civil Rights, online or by mail through www.hhs.gov/ocr/privacy/hipaa/complaints , which lists its mailing address and toll-free number. We will not retaliate against you for filing a complaint.

This notice took effect on 21 September 2026. Patients sign an acknowledgment of receipt when they register online or at the front desk.