Optima Dental Surgery Center
Notice of Privacy Practices & Privacy Policy
Effective Date: April 15, 2026
Privacy Official: Dr. Kris W. Owens
Phone: (512) 341-2321 | Email: [email protected]
990 Hesters Crossing Rd, Round Rock, TX 78681 | optimaimplants.com
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.
Special Note: Optima Dental Surgery Center will never market or sell your personal information to third parties.
Introduction
Optima Dental Surgery Center (“we,” “us,” or “our”) is committed to protecting the privacy and security of your personal information. This Notice of Privacy Practices explains how we collect, use, disclose, and safeguard your information when you visit our website optimaimplants.com and use our services.
By using our website or services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use our website.
Your Rights
You have the right to:
- Get a copy of your paper or electronic medical record
- Correct your paper or electronic medical record
- Request confidential communication
- Ask us to limit the information we share
- Get a list of those with whom we’ve shared your information
- Get a copy of this privacy notice
- Choose someone to act for you
- File a complaint if you believe your privacy rights have been violated
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.
You may also access your health information through our secure online patient portal at optimaimplants.com. Contact our office for login assistance.
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 communications
You can ask us to contact you in a specific way (for example, home, office, or cell 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,” for example, if it could affect your care. If we agree to your request, we may still share this information in the event that you need emergency treatment.
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 someone has authority to act as your personal representative, such as if someone has your 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 Dr. Kris W. Owens at (512) 341-2321 or [email protected].
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 https://www.hhs.gov/hipaa/filing-a-complaint/index.html.
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 or payment for your care
- Share information in a disaster relief situation
- Include your information in a hospital directory
If you are not able to 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:
- Marketing purposes
- Sale 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. If we have your substance use disorder patient records, subject to 42 CFR part 2, we will give you clear and obvious notice in advance and a choice about whether to receive fundraising communications that use your Part 2 information.
Information We Collect
Personal Information
We may collect personal information that you voluntarily provide to us when you:
- Schedule an appointment or consultation
- Contact us via phone, email, or contact forms
- Sign up for newsletters or promotional communications
- Complete patient intake forms
- Use our patient portal
This information may include full name, date of birth, contact information (email address, phone number, mailing address), dental and medical history, insurance information, payment and billing information, and emergency contact information.
Protected Health Information (PHI)
As a healthcare provider, we collect Protected Health Information as defined under the Health Insurance Portability and Accountability Act (HIPAA). Your PHI is handled in accordance with all applicable HIPAA regulations and Texas state law.
Automatically Collected Information
When you visit our website, we may automatically collect certain information about your device, including IP address, browser type and version, operating system, pages visited and time spent on pages, referring website, and date and time of visit.
Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small data files stored on your device. You can control cookie preferences through your browser settings, though disabling cookies may limit certain website functionality.
How We Use Your Information
To Provide Medical Services
- Schedule and manage appointments
- Provide dental implant and oral surgery services
- Maintain your medical records
- Process insurance claims and payments
- Communicate treatment plans and follow-up care
To Improve Our Services
- Analyze website usage and performance
- Understand patient needs and preferences
- Improve our website functionality and user experience
To Communicate With You
- Send appointment reminders and confirmations
- Provide treatment updates and post-operative instructions
- Respond to inquiries and requests
- Send newsletters and promotional materials (with your consent)
- Notify you of changes to our services or policies
For Legal and Safety Purposes
- Comply with legal obligations and regulations
- Protect the rights and safety of our patients, staff, and practice
- Prevent fraud and abuse
Our Uses and Disclosures
We may use and share your information as we treat you, run our organization, bill for your services, help with public health and safety issues, do research, comply with the law, respond to organ and tissue donation requests, work with a medical examiner or funeral director, address workers’ compensation, law enforcement, and other government requests, and respond to lawsuits and legal actions.
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.
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.
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, and 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, and 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.
Substance use disorder records
To the extent that we have your substance use disorder patient records, subject to 42 CFR part 2, we will not share that information for investigations or legal proceedings against you without (1) your written consent or (2) a court order and a subpoena. In all cases, including those listed above, if we have substance use disorder patient records about you, subject to 42 CFR part 2, we cannot use or share information in those records in civil, criminal, administrative, or legislative investigations or proceedings against you without (1) your consent or (2) a court order and a subpoena.
How We Share Your Information
We do not sell, rent, or trade your personal information to third parties. We may share your information only in the following circumstances:
Healthcare Providers: With referring dentists, specialists, laboratories, and other healthcare providers involved in your treatment.
Insurance Companies: To process insurance claims and verify coverage.
Service Providers: With trusted third-party vendors who assist us with website hosting and maintenance, payment processing, appointment scheduling systems, email and communication services, and analytics and marketing. These service providers are contractually obligated to protect your information and use it only for the purposes we specify.
Legal Requirements: When required by law, court order, subpoena, or governmental authority, or to protect our legal rights.
Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity.
HIPAA Compliance
As a covered healthcare provider, Optima Dental Surgery Center complies with the Health Insurance Portability and Accountability Act (HIPAA). Your Protected Health Information (PHI) is handled in accordance with HIPAA regulations.
For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/noticepp.html
Data Security
We implement appropriate technical, administrative, and physical security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:
- Secure socket layer (SSL) encryption for data transmission
- Firewall protection
- Secure servers and data storage
- Access controls and authentication
- Regular security assessments
- Staff training on privacy and security
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
Texas State Law — Greater Privacy Protections
Your health information privacy rights are protected under both federal HIPAA regulations and Texas state law. The Texas Medical Records Privacy Act (TMRPA) provides additional protections in certain areas that are more stringent than federal HIPAA requirements. Where Texas law provides greater privacy protections than federal law, we will follow the Texas standard.
For example, we will not share your mental health treatment records without your written consent unless it is for treatment or another law requires us to share the information.
If you have questions about your specific rights under Texas law, please contact Dr. Kris W. Owens at [email protected] or (512) 341-2321.
Children’s Privacy
Our website and services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us, and we will take steps to delete such information.
Third-Party Links
Our website may contain links to third-party websites, such as insurance providers or educational resources. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
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 in this notice 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.
For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/noticepp.html
Optima Dental Surgery Center | 990 Hesters Crossing Rd, Round Rock, TX 78681 | (512) 341-2321 | [email protected] | optimaimplants.com