Orthodontist Stuart, Port St. Lucie, Ft Pierce, Vero Beach, Palm Bay
Notice of Privacy Practices – HIPAA
Vakani Orthodontics
Effective Date: October 20, 2026
Website: https://www.vakaniortho.com/
THIS NOTICE DESCRIBES HOW MEDICAL, DENTAL, AND ORTHODONTIC INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
Introduction
Vakani Orthodontics respects the privacy of our patients and recognizes the importance of protecting medical, dental, orthodontic, and other health-related information.
This Notice of Privacy Practices (“Notice”) describes how protected health information (“PHI”) may be used and disclosed by Vakani Orthodontics, the rights individuals have concerning their health information, and our responsibilities under the Health Insurance Portability and Accountability Act (“HIPAA”) and other applicable privacy laws.
This Notice applies to protected health information maintained by Vakani Orthodontics and its healthcare providers, workforce members, and others acting on its behalf where applicable.
Vakani Orthodontics provides orthodontic care through offices located in Stuart, Port St. Lucie, Fort Pierce, Vero Beach, and Palm Bay, Florida.
Your Rights Regarding Your Health Information
You have important rights regarding your health information. These rights may be subject to certain limitations and requirements under applicable law.
Access Your Records
You may request to inspect or obtain an electronic or paper copy of your orthodontic records and other health information contained in your designated record set, subject to applicable legal exceptions.
We will respond to your request within the timeframes required by law.
Where permitted by law, reasonable, cost-based fees may apply for certain copies or services associated with fulfilling your request.
Request Corrections
If you believe that information contained in your health record is incorrect or incomplete, you may request that we amend the information.
We may deny certain requests when permitted by law. If a request is denied, we will provide an explanation in writing when required.
Request Confidential Communications
You may request that we communicate with you about your health information in a particular way or at a particular location.
For example, you may request that we contact you using a specific telephone number, mailing address, or other reasonable method.
We will accommodate reasonable requests as required by law.
Request Restrictions
You may request restrictions on how we use or disclose certain health information for treatment, payment, or healthcare operations.
We are generally not required to agree to every requested restriction.
However, if you pay for a healthcare item or service completely out of pocket, you may request that information regarding that item or service not be disclosed to your health plan for payment or healthcare operations, unless the disclosure is otherwise required by law.
Request an Accounting of Disclosures
You may request an accounting of certain disclosures of your protected health information made during the period permitted by applicable law.
Certain disclosures, including many disclosures made for treatment, payment, or healthcare operations, may not be included in an accounting.
One accounting within a 12-month period is generally available without charge. Additional requests during the same period may be subject to a reasonable, cost-based fee when permitted by law.
Obtain a Copy of This Notice
You may request a paper copy of this Notice at any time, including if you previously agreed to receive the Notice electronically.
Designate a Personal Representative
A person legally authorized to act on your behalf may exercise applicable privacy rights for you.
We may require documentation or other verification of that individual’s legal authority before permitting access to protected health information.
File a Complaint
You may file a privacy complaint with Vakani Orthodontics or with the U.S. Department of Health and Human Services Office for Civil Rights if you believe your privacy rights have been violated.
Vakani Orthodontics will not retaliate against you for exercising your privacy rights or filing a complaint.
Your Choices Regarding Your Information
In certain circumstances, you may have choices regarding how your health information is shared.
These circumstances may include:
Sharing information with family members, friends, caregivers, or other individuals involved in your care or payment for your care.
Communications related to disaster relief.
Certain marketing communications for which authorization may be required.
Fundraising communications, if Vakani Orthodontics conducts such activities.
Other uses or disclosures for which applicable law provides you with a choice or requires your authorization.
When written authorization is required by law, we will obtain the appropriate authorization before using or disclosing your protected health information.
You may revoke an authorization in writing, subject to applicable legal limitations and actions already taken in reliance on the authorization.
How We May Use and Disclose Your Health Information
Treatment
We may use and disclose your protected health information to provide, coordinate, or manage your orthodontic care and related healthcare services.
For example, we may share relevant health information with your general dentist, oral surgeon, physician, or another healthcare professional when appropriate to coordinate your care.
Payment
We may use and disclose your information to bill for and receive payment for orthodontic services.
For example, treatment, diagnostic, billing, and insurance information may be submitted to a dental or health insurance plan to determine coverage, obtain authorization, or process a claim.
Healthcare Operations
We may use and disclose protected health information for legitimate healthcare operations permitted by law.
These activities may include practice management, quality assessment, staff training, credentialing, care coordination, business planning, compliance activities, and evaluation of the quality of care provided by our practice.
Appointment Reminders and Health-Related Communications
We may contact patients, parents, guardians, or authorized representatives regarding appointments, scheduling, treatment, follow-up care, treatment alternatives, or other health-related benefits and services when permitted by law.
Communications may include telephone calls, email, text messages, patient communication platforms, or other appropriate methods.
These communications will be handled in accordance with applicable privacy requirements and any separately applicable telephone, text messaging, or electronic communication requirements.
Business Associates
Vakani Orthodontics may disclose protected health information to business associates that perform services on our behalf.
Business associates may include organizations that provide billing, technology, records management, consulting, payment processing, or other services requiring access to protected health information.
Where required by HIPAA, appropriate agreements and safeguards will be used to protect the privacy and security of protected health information.
Public Health and Safety
We may use or disclose protected health information when authorized or required by law for public health activities, reporting obligations, or to prevent or reduce a serious threat to health or safety.
Abuse, Neglect, or Domestic Violence
We may disclose protected health information to appropriate governmental or other authorized agencies when required or permitted by applicable law in connection with suspected abuse, neglect, or domestic violence.
This may include reporting obligations involving children or other vulnerable individuals.
Health Oversight Activities
We may disclose information to authorized health oversight agencies for activities permitted by law, including audits, investigations, inspections, licensing activities, or other governmental oversight functions.
Research
Protected health information may be used or disclosed for research only when applicable legal and regulatory requirements have been satisfied.
Law Enforcement and Judicial Proceedings
We may disclose protected health information in response to certain lawful requests, subpoenas, court orders, warrants, administrative proceedings, or other legal processes when permitted or required by law.
Other Legally Permitted Disclosures
Protected health information may also be used or disclosed in other circumstances specifically permitted or required by law.
These circumstances may include workers’ compensation matters, certain governmental functions, medical examiner or coroner activities, organ and tissue donation, or other legally authorized purposes.
Uses and Disclosures Requiring Authorization
Uses or disclosures of protected health information that are not otherwise permitted or required by law generally require your written authorization.
Examples may include:
Certain uses or disclosures of PHI for marketing purposes when authorization is required.
The sale of protected health information.
Most uses or disclosures of psychotherapy notes, if such records are maintained, subject to applicable exceptions.
Other uses or disclosures not otherwise authorized by applicable privacy laws.
When authorization is required, Vakani Orthodontics will obtain the appropriate written authorization before making the relevant use or disclosure.
You may revoke an authorization in writing, subject to applicable legal limitations and actions already taken in reliance upon that authorization.
Special Protections for Substance Use Disorder Records
Certain records concerning substance use disorder treatment may be subject to additional federal confidentiality protections, including 42 CFR Part 2.
To the extent that Vakani Orthodontics receives or maintains records subject to these requirements, those records will be handled in accordance with applicable federal and state law.
Part 2 records generally may not be used or disclosed in civil, criminal, administrative, or legislative proceedings against an individual unless applicable consent or legal requirements have been satisfied.
Where applicable, additional rules may govern consent, redisclosure, legal proceedings, and other uses of these records.
Any applicable state-law confidentiality protections that provide greater privacy protection will also be observed as required by law.
Privacy of Minors and Parental Rights
Vakani Orthodontics provides orthodontic services to patients of different ages, including children and teenagers.
Parents and legal guardians generally may exercise applicable privacy rights concerning a minor patient’s protected health information when authorized under federal and Florida law.
However, special rules may apply when a minor is legally permitted to consent to particular healthcare services, when a parent or guardian is not legally entitled to access certain information, or when other circumstances addressed by applicable privacy law exist.
Vakani Orthodontics will evaluate requests involving minor patients in accordance with HIPAA, applicable Florida law, and the circumstances of the particular request.
We may require appropriate verification of identity, parental status, guardianship, or other legal authority before disclosing protected health information.
Electronic Communications and Patient Privacy
Vakani Orthodontics may communicate with patients, parents, legal guardians, and authorized individuals through appropriate communication channels.
Depending on applicable law, communication preferences, consent, and the nature of the information involved, these channels may include:
Telephone calls.
Email.
Text messages.
Patient portals.
Online appointment systems.
Other patient communication technologies.
Standard email and SMS text messaging may present privacy or security risks.
We will consider applicable privacy, confidentiality, security, and authorization requirements when using electronic communications.
Patients and authorized representatives may request reasonable confidential communication arrangements as provided by law.
Participation in optional text messaging or other electronic communication programs may also be subject to separate terms, consent requirements, or privacy notices.
Website, Patient Portal, and Online Services
Vakani Orthodontics may provide online tools that allow patients or authorized representatives to request appointments, access patient-related services, manage appointments, make payments, or interact with other practice services.
Information submitted through patient portals, online forms, payment systems, or other healthcare-related digital services may constitute protected health information when applicable.
Vakani Orthodontics seeks to handle such information in accordance with applicable privacy and security requirements.
Visitors should avoid submitting sensitive health information through general website features that are not specifically intended for the secure transmission of patient information.
Additional information regarding general website technologies may be provided in our Privacy Policy and Cookie Policy.
Our Legal Responsibilities
Where HIPAA applies, Vakani Orthodontics is required to:
Maintain the privacy and security of protected health information.
Provide individuals with notice of our legal duties and privacy practices regarding protected health information.
Follow the terms of the Notice currently in effect.
Implement administrative, physical, and technical safeguards required by applicable law.
Respect applicable patient rights relating to access, amendments, restrictions, confidential communications, and other privacy matters.
Obtain authorization for uses and disclosures when authorization is legally required.
Notify affected individuals following a breach of unsecured protected health information when notification is required by law.
We will not use or disclose protected health information for purposes outside those permitted or required by law without the appropriate authorization.
Changes to This Notice
Vakani Orthodontics reserves the right to revise this Notice and, to the extent permitted by law, make a revised Notice effective for protected health information we already maintain as well as information received in the future.
When required, updated versions of this Notice will be made available in our offices and on our website.
The current version of the Notice will display its effective date.
Questions and Privacy Complaints
If you have questions regarding this Notice, wish to exercise your privacy rights, or believe your privacy rights have been violated, you may contact Vakani Orthodontics using the contact information below.
You may also submit a complaint to:
U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue, S.W.
Washington, D.C. 20201
Telephone: 1-877-696-6775
https://www.hhs.gov/hipaa/filing-a-complaint/
Vakani Orthodontics will not retaliate against you for filing a privacy complaint.
Practice Contact Information
Vakani Orthodontics
Stuart Office
1963 SE Federal Hwy
Stuart, FL 34994
Phone: (772) 287-8415
Port St. Lucie Office
2196 SW Gatlin Blvd
Port St. Lucie, FL 34953
Phone: (772) 212-3203
Fort Pierce Office
1900 S Federal Hwy
Fort Pierce, FL 34950
Phone: (772) 465-5535
Vero Beach Office
2050 40th Ave, Suite 4
Vero Beach, FL 32960
Phone: (772) 400-1304
Palm Bay Office
2099 Palm Bay Road NE, Suite 2
Palm Bay, FL 32905
Phone: (321) 802-1100
Website: https://www.vakaniortho.com/
Scope and Effective Date
This Notice is intended to apply to Vakani Orthodontics’ orthodontic offices and applicable healthcare providers and workforce members operating under the practice, subject to the organizational and legal structure applicable to each office.
Locations:
Stuart, Florida
Port St. Lucie, Florida
Fort Pierce, Florida
Vero Beach, Florida
Palm Bay, Florida
Effective Date: October 20, 2026