Wells Family Dental Group & Loren Dentistry

Wells Family Dental Group, L. Brett Wells DDS II, PLLC, L Brett Wells DDS IV, PLLC, L. Brett Wells, DDS, V, PLLC, L. Brett Wells DDS VI, PLLC, L. Brett Wells DDS VII, PLLC, L. Brett Wells DDS VIII, PLLC, L. Brett Wells DDS X, PLLC

Notice of Privacy Practices

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.

If you have any questions about this Notice please contact the Privacy Officer: (919) 890-0653

Effective Date: April 14, 2003
Last Revised: 10/15/2026

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We are committed to protect the privacy of your personal health information (PHI).

This Notice of Privacy Practices (Notice) describes how we may use within our practice or network and disclose (share outside of our practice or network) your PHI to carry out treatment, payment or health care operations. We may also share your information for other purposes that are permitted or required by law. This Notice also describes your rights to access and control your PHI.

We are required by law to maintain the privacy of your PHI. We will follow the terms outlined in this Notice.

We may change our Notice, at any time. Any changes will apply to all PHI. Upon your request, we will provide you with any revised Notice by:

• Posting the new Notice in our office.
• If requested, making copies of the new Notice available in our office or by mail.
• Posting the revised Notice on our websites: wellsfamilydental.com & lorendentistry.com

Uses and Disclosures of Protected Health Information

We may use or disclose (share) your PHI to provide health care treatment for you.

Your PHI may be used and disclosed by your physician, our office staff and others outside of our office that are involved in your care and treatment for the purpose of providing health care services to you.

EXAMPLE: Your PHI may be provided to a physician to whom you have been referred for evaluation to ensure that the physician has the necessary information to diagnose or treat you. We may also share your PHI from time-to-time to another physician or health care provider (e.g., a specialist or laboratory) who, at the request of your physician, becomes involved in your care by providing assistance with your health care diagnosis or treatment to your physician.

We may also share your PHI with people outside of our practice that may provide medical care for you such as home health agencies.

We may use and disclose your PHI to obtain payment for services. We may provide your PHI to others in order to bill or collect payment for services. There may be services for which we share information with your health plan to determine if the service will be paid for.

 

PHI may be shared with the following:

• Billing companies
• Insurance companies, health plans
• Government agencies in order to assist with qualification of benefits
• Collection agencies

EXAMPLE: You are seen at our practice for a procedure. We will need to provide a listing of services such as x-rays to your insurance company so that we can get paid for the procedure. We may at times contact your health care plan to receive approval PRIOR to performing certain procedures to ensure the services will be paid for. This will require sharing of your PHI.

We may use or disclose, as-needed, your PHI in order to support the business activities of this practice which are called health care operations.

EXAMPLES:

• Training students, other health care providers, or ancillary staff such as billing personnel to help them learn or improve their skills.
• Quality improvement processes which look at delivery of health care and for improvement in processes which will provide safer, more effective care for you.
• Use of information to assist in resolving problems or complaints within the practice.

We May Use and Disclose Your PHI in Other Situations Without Your Permission

• If required by law: The use or disclosure will be made in compliance with the law and will be limited to the relevant requirements of the law. For example, we may be required to report gunshot wounds or suspected abuse or neglect.
• Public health activities: The disclosure will be made for the purpose of controlling disease, injury or disability and only to public health authorities permitted by law to collect or receive information. We may also notify individuals who may have been exposed to a disease or may be at risk of contracting or spreading a disease or condition.
• Health oversight agencies: We may disclose protected health information to a health oversight agency for activities authorized by law, such as audits, investigations, and inspections. Oversight agencies seeking this information include government agencies that oversee the health care system, government benefit programs, other government regulatory programs and civil rights laws.
• Legal proceedings: To assist in any legal proceeding or in response to a court order, in certain conditions in response to a subpoena, or other lawful process.
• Police or other law enforcement purposes: The release of PHI will meet all applicable legal requirements for release.
• Coroners, funeral directors: We may disclose protected health information to a coroner or medical examiner for identification purposes, determining cause of death or for the coroner or medical examiner to perform other duties authorized by law
• Medical research: We may disclose your protected health information to researchers when their research has been approved by an institutional review board that has reviewed the research proposal and established protocols to ensure the privacy of your protected health information.
• Special government purposes: Information may be shared for national security purposes, or if you are a member of the military, to the military under limited circumstances.
• Correctional institutions: Information may be shared if you are an inmate or under custody of law which is necessary for your health or the health and safety of other individuals.
• Workers’ Compensation: Your protected health information may be disclosed by us as authorized to comply with workers’ compensation laws and other similar legally-established programs.

Other Uses and Disclosures of Your Health Information

Business Associates and Third-Party Service Providers: Some services are provided on our behalf through the use of contracted companies and service providers, known as “business associates.” These business associates may create, receive, maintain, or transmit protected health information in order to perform services for our practice.

These services may include, but are not limited to, billing and revenue-cycle services, insurance and benefit verification, patient communications, appointment scheduling and reminders, treatment follow-up, care coordination, transcription and documentation services, technology and software services, data hosting, analytics, and other services related to treatment, payment, or health care operations.

When protected health information is provided to a business associate, we require the business associate, as applicable, to appropriately safeguard the information and to use or disclose it only as permitted by law and by its agreement with our practice. We limit the protected health information used or disclosed to the amount reasonably necessary for the applicable purpose, as required by law.

Artificial Intelligence and Automated Technologies: Our practice may use artificial intelligence (“AI”), machine learning, automation, and other technology-assisted tools to support patient care and the operations of our practice. These technologies may be used to assist with functions such as analysis of dental images, clinical decision support, documentation and transcription, patient communications, telephone answering and outbound calls, appointment scheduling, treatment follow-up, insurance and benefit verification, billing and revenue-cycle activities, quality improvement, analytics, and other activities related to treatment, payment, or health care operations.

AI and automated technologies are intended to assist our dental professionals and team members and do not replace the professional judgment of your dentist or other qualified health care professionals. Clinical findings, diagnoses, and treatment recommendations remain the responsibility of appropriately licensed health care professionals.

When AI or automated technologies involve protected health information, we use and disclose that information in accordance with applicable law and this Notice. Third-party technology providers that create, receive, maintain, or transmit protected health information on our behalf are required, as applicable, to appropriately safeguard that information and comply with applicable privacy and security requirements.

Our use of AI or automated technology does not authorize protected health information to be used or disclosed for purposes other than those permitted by law and described in this Notice.

Health Information Exchange: We may make your health information available electronically to other healthcare providers outside of our facility who are involved in your care.

Fundraising activities: We may contact you in an effort to raise money. You may opt out of receiving such communications. Each fundraising communication will include a clear and simple method for you to opt out of receiving future fundraising communications, and your decision to opt out will not affect your treatment or payment for services.

Treatment alternatives: We may provide you notice of treatment options or other health related services that may improve your overall health.

Patient Communications, Appointment Reminders and Treatment Follow-Up: We may use or disclose your protected health information to communicate with you regarding your care. These communications may include appointment reminders, scheduling or rescheduling, recommended treatment, treatment plans, incomplete or unscheduled treatment, follow-up care, preventive care, treatment alternatives, and other health-related services that may be of interest or benefit to you.

These communications may be made by members of our workforce or by service providers acting on our behalf. We may communicate with you through telephone calls, voicemail, text messages, email, automated communication systems, or other communication methods permitted by law.

When a service provider communicates with you on our behalf and has access to protected health information, we require the provider, as applicable, to appropriately safeguard your information and use it only for permitted purposes.

Telephone Communications, Including AI-Assisted Calls: Calls to and from Wells Family Dental Group & Loren Dentistry may be handled by members of our workforce or by automated or AI-assisted systems operating on our behalf.

Incoming calls: When you call our practice, your call may be answered by an AI-assisted system that can help with appointment scheduling, rescheduling, general questions, and routing your call to a team member.

Outgoing calls: We may contact you by phone using automated or AI-assisted systems for appointment reminders, scheduling and rescheduling offers (including notice of earlier available appointments), treatment follow-up, customer care, and other healthcare-related communications.

Calls handled by AI-assisted systems may be recorded or transcribed to support scheduling, documentation, quality improvement, and other health care operations. Service providers that operate these systems on our behalf are required, as applicable, to appropriately safeguard your information and use it only for permitted purposes.

You may ask to speak with a member of our team at any time during an AI-assisted call. You may also ask us to stop contacting you through automated or AI-assisted calls by telling the system or a team member, or by contacting us at (919) 890-0653. Your agreement to receive automated or AI-assisted calls is not a condition of receiving treatment or services.

We May Use or Disclose Your PHI in the Following Situations Unless You Object

• We may share your information with friends or family members, or other persons directly identified by you at the level they are involved in your care or payment of services. If you are not present or able to agree/object, the healthcare provider using professional judgment will determine if it is in your best interest to share the information. For example, we may discuss post procedure instructions with the person who drove you to the facility unless you tell us specifically not to share the information.
• We may use or disclose protected health information to notify or assist in notifying a family member, personal representative or any other person that is responsible for your care of your location, general condition or death.
• We may use or disclose your protected health information to an authorized public or private entity to assist in disaster relief efforts.

The Following Uses and Disclosures of PHI Require Your Written Authorization

• Marketing: We will not sell your protected health information or use it for marketing purposes without your written authorization, except as permitted by law.
• Disclosures for any purposes which require the sale of your information
• Release of psychotherapy notes: Psychotherapy notes are notes by a mental health professional for the purpose of documenting a conversation during a private session. This session could be with an individual or with a group. These notes are kept separate from the rest of the medical record and do not include: medications and how they affect you, start and stop time of counseling sessions, types of treatments provided, results of tests, diagnosis, treatment plan, symptoms, prognosis.

All other uses and disclosures not recorded in this Notice will require a written authorization from you or your personal representative.

Written authorization simply explains how you want your information used and disclosed. Your written authorization may be revoked at any time, in writing. Except to the extent that your doctor or this practice has used or released information based on the direction provided in the authorization, no further use or disclosure will occur.

Special Protections for Substance Use Disorder Records (42 CFR Part 2)

Certain records related to substance use disorder diagnosis, treatment, or referral for treatment may be subject to additional federal confidentiality protections under 42 CFR Part 2. If this practice receives such records, they will not be used or disclosed without your written consent or a qualifying court order, except as permitted by law.

Your Privacy Rights

You have certain rights related to your protected health information. All requests to exercise your rights must be made in writing and submitted to the Privacy Officer or Office Manager at the practice location where you receive care.

You have the right to see and obtain a copy of your protected health information.

This means you may inspect and obtain a copy of protected health information about you that is contained in a designated record set for as long as we maintain the protected health information. If requested we will provide you a copy of your records in an electronic format. There are some exceptions to records which may be copied and the request may be denied. We may charge you a reasonable cost based fee for a copy of the records.

You have the right to request a restriction of your protected health information.

You may request for this practice not to use or disclose any part of your protected health information for the purposes of treatment, payment or healthcare operations. We are not required to agree with these requests. If we agree to a restriction request we will honor the restriction request unless the information is needed to provide emergency treatment.

There is one exception: we must accept a restriction request to restrict disclosure of information to a health plan if you pay out of pocket in full for a service or product unless it is otherwise required by law.

You have the right to request for us to communicate in different ways or in different locations.

We will agree to reasonable requests. We may also request alternative address or other method of contact such as mailing information to a post office box. We will not ask for an explanation from you about the request.

You may have the right to request an amendment of your health information.

You may request an amendment of your health information if you feel that the information is not correct along with an explanation of the reason for the request. In certain cases, we may deny your request for an amendment at which time you will have an opportunity to disagree.

You have the right to a list of people or organizations who have received your health information from us.

This right applies to disclosures for purposes other than treatment, payment or healthcare operations. You have the right to obtain a listing of these disclosures that occurred after April 14, 2003. You may request them for the previous six years or a shorter timeframe. If you request more than one list within a 12 month period you may be charged a reasonable fee.

Additional Privacy Rights

• You have the right to obtain a paper copy of this notice from us, upon request. We will provide you a copy of this Notice the first day we treat you at our facility. In an emergency situation we will give you this Notice as soon as possible.
• You have a right to receive notification of any breach of your protected health information.

Redisclosure Notice

Information disclosed pursuant to this Notice may be subject to redisclosure by the recipient and may no longer be protected by HIPAA if disclosed to individuals or entities not subject to federal privacy regulations.

Text Messaging (SMS) Communications

If you consent to receive text messages from Wells Family Dental Group & Loren Dentistry, you may receive messages related to appointment reminders, scheduling and rescheduling offers (including notice of earlier available appointments), treatment follow-up, customer care, and other healthcare-related communications, including messages sent by automated or AI-assisted systems on our behalf. Message frequency may vary. Message and data rates may apply. You may opt out of receiving text messages at any time by replying STOP to any message received. For assistance, reply HELP or contact us directly at (919) 890-0653. Your consent to receive text messages is not a condition of receiving treatment or services.

• No mobile opt-in message consent will be shared with third parties or affiliates for marketing purposes.

SMS Terms & Conditions

By providing your mobile number and consenting to receive text messages from Wells Family Dental Group & Loren Dentistry, you agree to receive customer care, appointment, scheduling, and treatment follow-up SMS communications, including automated messages. You may opt out at any time by replying STOP. For assistance, reply HELP. Message and data rates may apply. Messaging frequency may vary. For more information on how your information is used and protected, please review this Notice of Privacy Practices.

Website and Form-Based Consent for SMS Communications

When you provide your mobile number through our website forms (such as “Contact Us” or appointment request forms), you may be given the option to consent to receive text messages from Wells Family Dental Group & Loren Dentistry. By submitting a form and opting in to receive text messages, you consent to receive appointment reminders, scheduling and rescheduling offers, customer care messages, and other related communications at the number provided, including messages sent by automated or AI-assisted systems. Consent is not a condition of receiving care or services. Message and data rates may apply. Message frequency may vary.

• You may opt out at any time by replying STOP to any message received. For assistance, reply HELP.

Complaints

If you think we have violated your rights or you have a complaint about our privacy practices you can contact: 

Privacy Officer: (919) 890-0653

You may also complain to the United States Secretary of Health and Human Services if you believe your privacy rights have been violated by us. If you file a complaint we will not retaliate against you for filing a complaint.

This Notice was originally published on April 14th, 2003 and last revised on October 15th, 2026.