Privacy Policy

This notice describes how medical information about you may be used and disclosed and how you can obtain access to this information. Please review it carefully.

Introduction

We are required by law to maintain the privacy of “protected health information.” “Protected health information” includes any identifiable information that we obtain from you or others that relates to your physical or mental health, the health care you have received, or payment for your health care.

As required by law, this notice provides you with information about your rights and our legal duties and privacy practices with respect to the privacy of protected health information. This notice also discusses the uses and disclosures we will make of your protected health information. We must comply with the provisions of this notice, although we reserve the right to change the terms of this notice from time to time and to make the revised notice effective for all protected health information we maintain. You can always request a copy of our most current privacy notice from our office.

Permitted Uses and Disclosures

We can use or disclose your protected health information for purposes of treatment, payment and health care operations.

  • Treatment means the provision, coordination or management of your health care, including consultations between health care providers regarding your care and referrals for health care from one health care provider to another. For example, a doctor treating you for a broken leg may need to know if you have diabetes because diabetes may slow the healing process. Therefore, the doctor may review your medical records to assess whether you have potentially complicating conditions like diabetes.
  • Payment means activities we undertake to obtain reimbursement for the health care provided to you, including determinations of eligibility and coverage and other utilization review activities. For example, prior to providing health care services, we may need to provide to your insurance carrier (or other third party payor) information about your medical condition to determine whether the proposed course of treatment will be covered. When we subsequently bill the carrier or other third party payor for the services rendered to you, we can provide the carrier or other third party payor with information regarding your care if necessary to obtain payment.
  • Health Care Operations mean the support functions of our practice related to treatment and payment, such as quality assurance activities, case management, receiving and responding to patient complaints, physician reviews, compliance programs, audits, business planning, development, management and administrative activities. For example, we may use your medical information to evaluate the performance of our staff in caring for you. We may also combine medical information about many patients to decide what services are not needed, and whether certain new treatments are effective.

Disclosures Related To Communications With You Or Your Family

We may contact you to provide appointment reminders or information about treatment alternatives or other health-related benefits and services that may be of interest to you or relate specifically to your medical care through our office. For example, we may leave appointment reminders on your answering machine or with a family member or other person who may answer the telephone at the number that you have given us in order to contact you.

We may disclose your protected health information to your family or friends or any other individual identified by you when they are involved in your care or the payment for your care. We will only disclose the protected health information directly relevant to their involvement in your care or payment. We may also use or disclose your protected health information to notify, or assist in the notification of, a family member, a personal representative, or another person responsible for your care of your location, general condition or death. If you are available, we will give you an opportunity to object to these disclosures, and we will not make these disclosures if you object. If you are not available, we will determine whether a disclosure to your family or friends is in your best interest, and we will disclose only the protected health information that is directly relevant to their involvement in your care.

We will allow your family and friends to act on your behalf to pick up prescriptions, medical supplies, X-rays, and similar forms of protected health information, when we determine, in our professional judgment, that it is in your best interest to make such disclosures.

Other Situations

Organ and Tissue Donation. If you are an organ donor, we may release medical information to organizations that handle organ procurement or organ, eye or tissue transplantation or to an organ donation bank, as necessary to facilitate organ or tissue donation and transplantation.

Military and Veterans. If you are a member of the Armed Forces, we may release medical information about you as required by military command authorities. We may also release medical information about foreign military personnel to the appropriate foreign military authority.

Public Health Risks. We may disclose medical information about you for public health activities. These activities generally include the following:

  • To prevent or control disease, injury or disability
  • To report births and deaths
  • To report victim of abuse, neglect, or domestic violence
  • To report reactions to medications
  • To notify people of product, recalls, repairs or replacements
  • To notify a person who may have been exposed to a disease or may be at risk for contracting or spreading a disease or condition

Health Oversight Activities. We may disclose medical information to federal or state agencies that oversee our activities. These activities are necessary for the government to monitor the health care system, government programs, and compliance with civil rights laws. We may disclose protected health information to persons under the Food and Drug Administration’s jurisdiction to track products or to conduct post-marketing surveillance.

Lawsuits and Disputes. If you are involved in a lawsuit or dispute, we may disclose medical information about you in response to a court or administrative order. We may also disclose medical information about you in a response to a subpoena, discovery request or other lawful process by someone else involved in the dispute.

Law Enforcement. We may release medical information if asked to do so by a law enforcement official:

  • In response to a court order, subpoena, warrant, summons or similar process
  • To identify or locate a suspect, fugitive, material witness, or missing person
  • About the victim of a crime if, under certain limited circumstances, we are unable to obtain the person’s agreement
  • About a death we believe may be the result of a criminal conduct
  • About criminal conduct on our premises
  • In emergency circumstances to report a crime; the location of the crime or victims or the identity, description or location of the person who committed the crime

Coroners, Medical Examiners and Funeral Directors. We may release medical information to a coroner or medical examiner. This may be necessary, for example, to identify a deceased person or determine the cause of death. We may also release medical information about patients to funeral directors as necessary to carry out their duties.

Inmates. If you are an inmate of a correctional institution or under the custody of a law enforcement official, we may release medical information about you to the correctional institution or law enforcement official. This release would be necessary for the institution to provide you with health care, to protect your health and safety or the health and safety of others, or for the safety and security of the correctional institution.

Serious Threats. As permitted by applicable law and standards of ethical conduct, we may use and disclose protected health information if we, in good faith, believe that the use of disclosure is necessary to prevent or lessen a serious and imminent threat to the health or safety of a person or the public.

Disaster Relief. When permitted by law, we may coordinate our uses and disclosures of protected health information with public or private entities authorized by law or by charter to assist in disaster relief efforts.

Your Rights

1. You have the right to request restrictions on our uses and disclosures of protected health information for treatment, payment and health care operations. However, we are not required to agree to your request.

2. You have the right to reasonably request to receive communications of protected health information by alternative means or at alternative locations.

3. Subject to payment of a reasonable copying charge as provided by state law, you have the right to inspect or obtain a copy of the protected health information contained in your medical and billing records and in any other practice records used by us to make decisions about you, except for:

  • Psychotherapy notes, which are notes recorded by a mental health professional documenting or analyzing the contents of conversation during a private counseling session or a group, joint or family counseling session and that have been separated from the rest of your medical record
  • Information compiled in a reasonable anticipation of, or for use in, a civil, criminal, or administrative action or proceeding.
  • Protected health information involving laboratory tests when your access is required by law
  • If you are a prison inmate and obtaining such information would jeopardize your health, safety, security, custody, or rehabilitation or that of other inmates, or the safety of any officer, employee, or other person at the correctional institution or person responsible for transporting you
  • If we obtained or created protected health information as part of a research study for as long as the research is in progress, provided that you agreed to the temporary denial of access when consenting to participate in the research
  • Your protected health information is contained in records kept by a federal agency or contractor when your access is required by law
  • If the protected health information was obtained from someone other than us under a promise of confidentiality and the access requested would be reasonably likely to reveal the source of the information

We may also deny a request for access to protected health information if:

  • A licensed health care professional has determined, in the exercise of professional judgment, that the access requested is reasonably likely to endanger your life or physical safety or that of another person
  • The protected health information makes reference to another person (unless such other person is a health care provider) and a licensed health care professional has determined, in the exercise of professional judgment, that the access requested is reasonably likely to cause substantial harm to such other person
  • The request for access is made by the individual’s personal representative and a licensed health care professional has determined, in the exercise of professional judgment, that the provision of access to such personal representative is reasonably likely to cause substantial harm to you or another person

If we deny a request for access for any of the three reasons described above, then you have the right to have our denial reviewed in accordance with the requirements of applicable law.

4. You have the right to request a correction to your protected health information, but we may deny your request for correction, if we determine that the protected health information or record that is the subject of the request:

  • Was not created by us, unless you provide a reasonable basis to believe that the originator of protected health information is no longer available to act on the requested amendment
  • Is not part of your medical or billing records
  • Is not available for inspection as set forth above
  • Is not accurate and complete

In any event, any agreed upon correction will be included as an addition to, and not a replacement of, already existing records.

5. You have the right to receive an accounting of disclosures of protected health information made by us to individuals or entities other than to you for the period provided by law, except for disclosures:

  • To carry out treatment, payment and health care operations as provided above
  • To persons involved in your care or for other notification purposes as provided by law
  • For national security or intelligence purposes as provided by law
  • To correctional institutions or law enforcement officials as provided by law
  • That occurred prior to April 14, 2003
  • That are otherwise not required by law to be included in the accounting

6. You have the right to request and receive a paper copy of this notice from us.

7. The above rights may be exercised only by written communication to us. Any revocation or other modification of consent must be in writing delivered to us.

Complaints

If you believe that your privacy rights have been violated, you should immediately contact our Practice or our Privacy Officer. All complaints must be submitted in writing. We will not take action against you for filing a complaint. You also may file a complaint with the Secretary of Health and Human Services.

Roy Orthodontics – Virginia Beach

4388 Holland Road Suite 200
Virginia Beach, VA 23452
(757) 471-2900

Roy Orthodontics – Chesapeake

684 Battlefield Blvd. N, Suite B
Chesapeake, VA 23320
(757) 549-1115

Dr. Carl Roy Meet Dr Roy
My sincere thanks to Dr. Roy and his team for showing me the way! My baby teeth had to be crowned for years since 2 of my adult teeth never came in. This was just one piece of the puzzle that needed figuring out. I’m proud of my smile and it shows every time I meet someone!Liz

Roy Orthodontics Locations

Virginia Beach Location

4388 Holland Rd
Ste. 200
Virginia Beach, VA 23452
(757) 471-2900  

Chesapeake Location

684 Battlefield Blvd. N
Ste. B
Chesapeake, VA 23320
(757) 549-1115

Google Reviews

Tina Roberts
Tina Roberts
03:31 26 Jun 18
My first experience with Dr.Roy and his staff was in 2004. The entire staff was always professional and very kind to me. I was treated for large spaces between my teeth and my end result was Phenomenal!! Here I am 14 years later, seeking slight help once again, but not as bad. I didn't wear my retainer faithfully. .so I have returned to the best orthodontic team in the area. I can honestly say,Dr.Roy and his team are the best! That's why I chose to come back to Roy Orthodontics this year for round #2. #satisfied returning patient.
Jennifer Grimes
Jennifer Grimes
01:13 26 Jun 18
Dr. Roy and his colleagues are the best. They are very professional and knowledgeable in what they do. I like how they take the time to get to know you as a person and not just a client. They even incorporate personal touches that takes the overall experience to new heights. I highly recommend them for orthodontic care!
Karen Bennett
Karen Bennett
22:42 23 Jun 18
We were visiting from Vermont and my daughter broke her braces. Dr. Roy and his office staff not only agreed to see us, but squeezed us in between regular scheduled patients AND made all the much needed repairs. Their willingness and professionalism, combined with their friendly personalities made this stressful time so much easier!! Huge thanks to Dr. Roy and his amazing staff!!
Kathy Knopp
Kathy Knopp
00:56 10 May 18
Great orthodontist with great results. I know I can be frustrating to deal with but Dr Roy hung in there. Thank you Dr Roy
Sherrilyn Olds-Cage
Sherrilyn Olds-Cage
11:13 09 May 18
My teenage daughter and I are in treatment. We love the care and the progress we are receiving from Dr. Roy. Everyone there is kind and knowledgeable. They are going far beyond the expected to give us top-knotch service.
gabrielle hopkins
gabrielle hopkins
16:25 08 May 18
Dr. Roy and his team has been nothing short of a blessing to me. I was stationed in Virginia four years ago, I came to Dr. Roy with braces from another Orthodontist, instead of pushing me away like most doctors due to not wanting to finish another's work he was more than welcoming. Due to after care with retainers I wasnt as diligent as I should to wear them often Dr. Roy and staff always made me feel wanted and warm to start the process over. Many days I didn't want to smile, his team always brought cheer. I was actually refereed to him by someone else and I shared the candor and referred someone also. I said to myself " does anyone here have a bad day, everyone is literally always smiling". It saddens me a bit to have my braces off because I wont see their smiling faces monthly. But, if you want fair over the top treatment, Dr. Roy and staff will ensure 5 star treatment. They are truly a blessing, I wish I could give more than 5 stars.
Colman Elis
Colman Elis
13:59 02 May 18
They were always super friendly and they always knew who you were when you walked in. Everytime I was there they were fast and I'm very happy with the outcome of my teeth.
Jorene Delacruz
Jorene Delacruz
15:07 27 Mar 18
Dr. Roy & his staff are more than wonderful. I would recommend this practice 10x if I could. They are amazing at what they do, especially Dr. Roy for understanding my past situation with my teeth. I’m so grateful & happy to have been a patient here for many years. The staff knows what they’re doing and is always so nice. I can’t thank you guys enough for dealing with my crazy teeth!
Tanya Barclift
Tanya Barclift
02:49 28 Feb 18
My son was need of palate expanders and braces and Dr. Roy and his staff have been such a blessing to us! He was only 8 years of age when this was all needed and they treated him with such professionalism and ease! Dr. Roy has such a love and compassion for his patients and families! What could have been a nightmare for my son was actually the exact opposite because of his expertise in this field. Karen, Sandy and the whole office staff is amazing!!! I would highly recommend this practice who is need of their services! Thank you Dr. Roy and staff for helping our son! May God continue to bless your wonderful practice and employees!!
judygirl03
judygirl03
04:50 24 Feb 18
Everyone was so welcoming and polite. They made me very comfortable which made me want to keep coming back. I love how they put their patients first, and they do everything they can to make sure their patients’ teeth are perfect👌🏾.
Jay Wang
Jay Wang
22:04 01 Feb 18
Dr. Roy and his team took great care of my son’s teeth. They are efficient, professional and knowledgeable. Everyone has been friendly and helpful. They fixed my niece’s braces for free during her visit!
Samantha Simmons-Conaway
Samantha Simmons-Conaway
16:09 09 Jan 18
Wonderful staff. Everything was always explained thoroughly and I felt comfortableAs an older adult I had lots of trepidation about doing braces but they made process clear and I always looked forward to my visitsHighly recommend this practice. Special kudos to Tracy who is a wonderful tech and a great person
Heather Ham
Heather Ham
16:41 15 Dec 17
Dr Roy and his staff have provided Orthodontic care for both of my children. The best thing I can say about Dr Roy is he always puts the needs of the child and their long term orthodontic care first. It isn’t just about putting braces on your kids to have straight teeth for pictures it is about treating them at the appropriate age so that the care they receive is appropriate and will last them into adulthood and more importantly won’t have to be repeated when they finish growing. As a parent it was so refreshing to deal with a practice as practical and professional as Roy Orthodontics. I recommend them to anyone seeking orthodontics for their children.
Sheila Field
Sheila Field
17:12 04 Dec 17
I am thrilled with my results from Roy Orthodontics. I am happy to say that my jaw is pain free for the first time in years. My joint popped, cracked and hurt after I had braces as a teenager. Now, I not only look good but I feel good too. Thank you Dr. Roy and your amazing staff for investing your time in being the best. This team of experts will certainly give you a reason to smile!
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