SmileWise DentistryPrivacy Policy
Reem Akel DDS PC DBA SmileWise Dentistry
Effective date of this Notice: 03/30/2026
OUR COMMITMENT TO YOUR PRIVACY
We respect our legal and ethical obligation to keep health information that identifies you private. We are required by law to maintain the privacy and security of your protected health information (PHI) and to provide you with notice of our privacy practices.
WHAT INFORMATION WE COLLECT
1. Health Information (Protected Health Information – PHI) Medical and dental history, treatment records, X-rays, imaging, and diagnostic information, prescription information, insurance and billing records, appointment history.
2. Personal Identifying Information Name, address, phone number, email address, date of birth, emergency contact information, employer information (if relevant for insurance).
3. Financial Information Payment information, credit or financing application information (if applicable), insurance policy information.
4. Website & Digital Information When you visit our website, we may collect: IP address, browser type, device type, pages visited, time spent on pages, referring website, and cookies and tracking data.
HOW WE USE YOUR INFORMATION
Treatment: Diagnosing and treating dental conditions, coordinating care with specialists, prescribing medications, providing telehealth services.
Payment: Submitting insurance claims, verifying benefits, processing payments, financing applications, collecting outstanding balances.
Health Care Operations: Quality assurance, staff training, compliance audits, business planning, legal defense, record storage.
Communication: Appointment reminders, treatment follow-up, patient education, marketing communications (with appropriate consent).
Legal & Regulatory Compliance: Reporting required by law, responding to subpoenas or court orders, public health reporting.
WEBSITE COOKIES & TRACKING TECHNOLOGIES
Our website may use cookies, pixels, and tracking technologies (such as Google Analytics or advertising platforms) to improve website performance, analyze visitor behavior, personalize content, and deliver relevant advertising. Cookies are small files stored on your device that help us improve user experience. You may disable cookies through your browser settings; however, some website features may not function properly.
We do not sell your personal health information. Any tracking technologies used comply with applicable privacy laws.
HOW WE SHARE YOUR INFORMATION
We share your information only as described in this policy and as permitted or required by law. We do not share information for purposes beyond treatment, payment, health care operations, and legal compliance.
No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties, excluding aggregators and providers of the Text Message services.
DATA SECURITY MEASURES
We implement reasonable and appropriate safeguards to protect your information, including encrypted electronic systems, secure practice management software, access controls and password protection, staff privacy training, Business Associate Agreements with vendors, secure cloud storage (where applicable), and physical safeguards for paper records.
Despite our efforts, no electronic system can be guaranteed 100% secure. In the event of a breach of unsecured protected health information, we will notify you in accordance with federal and state law.
TREATMENT, PAYMENT, AND HEALTH CARE OPERATIONS
The most common reason why we use or disclose your health information is for treatment, payment, or health care operations. Examples of how we use or disclose information for treatment purposes are: setting up an appointment for you; examining your teeth; prescribing medications and faxing them to be filled; referring you to another doctor or clinic for other health care or services; or getting copies of your health information from another professional that you may have seen before us. Examples of how we use or disclose your health information for payment purposes are: asking you about your health or dental care plans, or other sources of payment; preparing and sending bills or claims; and collecting unpaid amounts (either ourselves or through a collection agency or attorney). "Health care operations" mean those administrative and managerial functions that we have to do in order to run our office. Examples include financial or billing audits; internal quality assurance; personnel decisions; participation in managed care plans; defense of legal matters; business planning; and outside storage of our records.
We routinely use your health information inside our office for these purposes without any special permission. If we need to disclose your health information outside of our office for these reasons, we usually will not ask you for special written permission.
SPECIAL PROTECTIONS FOR SUBSTANCE USE DISORDER (SUD) RECORDS
For patients receiving treatment for substance use disorders, federal law (42 CFR Part 2) provides additional privacy protections beyond standard health information.
- Heightened Confidentiality: We will not disclose records identifying you as having a substance use disorder in civil, criminal, administrative, or legislative proceedings without your specific written consent or a specialized court order.
- Single Consent for TPO: You may choose to provide a single, written "Global Consent" that allows us to use and disclose your SUD records for all future treatment, payment, and health care operations.
- Right to Revoke: You have the right to revoke this consent at any time in writing, except to the extent that we have already taken action based on your prior permission.
- Accounting of Disclosures: You have the right to request a list of certain disclosures of your SUD records made for treatment, payment, and health care operations for the three years prior to your request.
- Prohibition on Redisclosure: Anyone receiving your SUD records is generally prohibited from sharing that information further unless you provide express written consent or the law specifically permits it.
USES AND DISCLOSURES WITHOUT PERMISSION
In some limited situations, the law allows or requires us to use or disclose your health information without your permission, including: when a state or federal law mandates reporting for a specific purpose; for public health purposes such as contagious disease reporting; disclosures to governmental authorities about victims of suspected abuse, neglect, or domestic violence; health oversight activities; judicial and administrative proceedings; law enforcement purposes; disclosure to a medical examiner; uses for health-related research; uses to prevent a serious threat to health or safety; specialized government functions; disclosures of de-identified information; worker's compensation programs; disclosures of a "limited data set"; incidental disclosures; and disclosures to business associates who perform health care operations for us.
Unless you object, we will also share relevant information about your care with your family or friends who are helping you with your dental care.
TELEHEALTH & ELECTRONIC COMMUNICATIONS
If you choose to communicate via unencrypted email or text message, you acknowledge and accept the associated risks. You may opt out of electronic communications at any time.
SMS COMMUNICATION AND MOBILE INFORMATION
If you provide your phone number through our website forms, appointment requests, or other opt-in methods, you may receive text messages from SmileWise Dentistry related to appointment reminders, service updates, and promotional offers.
Message frequency varies. Message and data rates may apply. You may opt out of SMS communications at any time by replying STOP. For help, reply HELP or contact us directly.
Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except for aggregators and providers of the Text Message services.
YOUR RIGHTS REGARDING YOUR INFORMATION
You have the right to: request restrictions on certain disclosures; request confidential communications; access and obtain copies of your records; request amendments to your records; receive an accounting of certain disclosures; request additional copies of this Notice; restrict disclosures if you pay out-of-pocket in full; and revoke authorizations at any time (in writing).
We will respond to requests within the timeframes required by law.
NOTICE OF DATA BREACHES
In the event of a breach — the unauthorized acquisition, access, use, or disclosure of your unsecured health information — we will notify you promptly in writing via first-class mail (or via email if you have previously agreed to electronic communications). The notice will include a description of what happened, the types of information involved, and the steps we are taking to investigate and mitigate the breach.
CHANGES TO THIS PRIVACY POLICY
We reserve the right to update this Privacy Policy as permitted by law. Updates will be posted in our office and on our website with a revised effective date.
CONTACT INFORMATION
SmileWise Dentistry — Reem Akel DDS PC 623 W North Ave, Ste 1-2E, Elmhurst, IL 60126 (630) 415-0800 | info@smilewise-dentistry.com
To file a complaint with the federal government: U.S. Department of Health & Human Services, Office for Civil Rights https://www.hhs.gov/ocr/privacy/hipaa/complaints/
We will not retaliate against you for filing a complaint.
SMS TERMS & CONDITIONS
Reem Akel DDS PC DBA SmileWise Dentistry
SmileWise Dentistry SMS Messaging Program
- SmileWise Dentistry operates an SMS messaging program to communicate with patients and prospective patients. Messages may include appointment reminders, confirmations, follow-up care instructions, service updates, and promotional offers from SmileWise Dentistry.
- You can cancel SMS communications at any time. Simply reply STOP to any message. Upon sending STOP, we will confirm your unsubscribe status via SMS. Following this confirmation, you will no longer receive SMS messages from us. To rejoin, sign up as you did initially (via our website form, appointment booking, or other opt-in method) and we will resume sending SMS messages to you.
- If you experience issues with the messaging program, reply with the keyword HELP for more assistance, or reach out directly to us at (630) 415-0800 or info@smilewise-dentistry.com.
- Carriers are not liable for delayed or undelivered messages.
- Message and data rates may apply for messages sent to you from us and to us from you. Message frequency varies. For questions about your text plan or data plan, contact your wireless provider.
- For privacy-related inquiries, please refer to our Privacy Policy: [insert link to Privacy Policy URL]
Data & Privacy
Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except for aggregators and providers of the Text Message services.
Contact
SmileWise Dentistry — Reem Akel DDS PC 623 W North Ave, Ste 1-2E, Elmhurst, IL 60126 (630) 415-0800 | info@smilewise-dentistry.com