Privacy Policy

Effective Date: September 10, 2026

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOUR CHILD MAY BE USED AND DISCLOSED AND HOW YOU MAY ACCESS THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

OKC Developmental & Behavioral Pediatrics (“OKC DBP,” “we,” “our,” or “the Practice”) is committed to protecting the privacy of our patients’ health information. This Notice explains how we may use and disclose protected health information (“PHI”), your rights regarding that information, and our responsibilities under federal and applicable state privacy laws. For purposes of this Notice, references to “you” include the patient and, when legally authorized, the patient’s parent, legal guardian, or other personal representative.

Your Rights: You have certain rights regarding your child’s health information.

Access Your Medical Record: You may ask to inspect or receive an electronic or paper copy of the medical record and other health information maintained by OKC DBP. We generally will provide the requested information within the time required by law. We may charge a reasonable, cost-based fee when permitted by law. Certain information may be excluded from access when allowed by law.

Request a Correction: If you believe information in the medical record is incorrect or incomplete, you may ask us to amend it. We may deny your request in certain circumstances. If we do, we will explain the reason in writing and describe any additional rights you may have.
Request Confidential Communications: You may ask us to communicate with you in a particular way or at a particular location. For example, you may request that we contact you only at a particular phone number or email address. We will accommodate reasonable requests.
Request Restrictions: You may ask us not to use or disclose certain health information for treatment, payment, or health care operations. We are generally not required to agree to these requests. If you pay for a health care service completely out of pocket, you may request that we not disclose information about that service to your health insurance plan for payment or health care operations purposes. We will honor that request unless disclosure is required by law.

Receive an Accounting of Certain Disclosures: You may request a list of certain disclosures of your health information made during the six years before your request. The accounting generally does not include disclosures for treatment, payment, health care operations, disclosures authorized by you, and certain other disclosures excluded by law. One accounting during a 12-month period will generally be provided without charge. A reasonable fee may apply to additional requests.

Receive a Copy of This Notice: You may request a paper copy of this Notice at any time, even if you previously agreed to receive it electronically.
Choose Someone to Act for You: If another individual has legal authority to act on behalf of the patient, such as a legal guardian or other authorized personal representative, that individual may exercise applicable privacy rights on the patient’s behalf. We may request documentation establishing that person's authority.

File a Privacy Complaint: You may file a complaint with OKC DBP if you believe your privacy rights have been violated. You may also file a complaint through the U.S. Department of Health and Human Services Office for Civil Rights website. You may also file a complaint with the:

U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue, S.W.
Washington, D.C. 20201
1-877-696-6775

OKC DBP will not retaliate against you for filing a complaint.

 

Your Choices: For certain types of health information or disclosures, you may tell us your preferences. When appropriate, you may tell us whether you want us to share relevant information with: Family members, Caregivers, Friends, or Other individuals involved in the patient’s care or payment for care. When permitted by law, we may share information with persons involved in the patient's care when you agree, do not object, or when professional judgment indicates that disclosure is in the patient's best interest. If the patient is unable to communicate preferences, we may disclose information when permitted by law and when we believe disclosure is in the patient's best interest or necessary to prevent a serious threat to health or safety.

Uses and Disclosures of Health Information: We may use or disclose health information without written authorization when permitted or required by law.
Treatment: We may use and disclose health information to provide, coordinate, or manage your child’s health care. When appropriate and permitted by law, this may include information needed to coordinate developmental, behavioral, medical, or mental health treatment. For example, we may communicate with:

 

• Your child’s primary care physician;

• Medical specialists;

• Psychologists or therapists;

• Speech, occupational, or physical therapists;

• Pharmacies;

• Hospitals; or

• Other health care professionals involved in your child’s care.
   

Health Care Operations: We may use and disclose health information to operate the Practice and improve the quality of care we provide. Examples include: Quality improvement, Staff training, Administrative activities, Scheduling, Patient communication, Reviewing services, Compliance activities, Legal or accounting services, Practice management, and Evaluating the quality and effectiveness of care.

Payment and Billing: OKC DBP is a private-pay, out-of-network practice and does not routinely submit insurance claims on behalf of patients. We may nevertheless use or disclose health information as necessary for payment-related activities, including Processing payments, Preparing itemized billing statements or superbills, Responding to billing questions, Collecting amounts owed to the Practice, or Providing information to a health plan when authorized or otherwise permitted by law. If you request a superbill or other documentation for submission to your insurance company, that documentation may contain diagnosis codes and other health information necessary for reimbursement.

Appointment Reminders and Patient Communications: We may use your contact information to communicate with you regarding Appointments, Scheduling or rescheduling, Treatment, Test results, Prescription matters, Follow-up care, Billing, Administrative matters, or Other information related to your child’s care. Communications may occur through methods you have authorized or made available to the Practice, including telephone, voicemail, patient portal, text message, mail, or electronic communication, consistent with applicable privacy and security requirements.

Other Uses and Disclosures Permitted or Required by Law: We may use or disclose health information in other circumstances permitted or required by law.
Public Health and Safety: We may disclose information for certain public health purposes, including: Preventing or controlling disease, Reporting certain communicable diseases, Reporting adverse medication or product events, Assisting with product recalls, Reporting suspected abuse or neglect, or Preventing or reducing a serious threat to the health or safety of an individual or the public.

Suspected Abuse or Neglect: As health care professionals, we may be required by law to report suspected child abuse or neglect and certain other safety concerns to appropriate authorities. When such reporting is required, your authorization is not necessary.

Health Oversight Activities: We may disclose information to health oversight agencies for activities authorized by law, such as audits, inspections, licensing activities, investigations, or regulatory reviews.

Required by Law: We may disclose health information when federal, state, or local law requires us to do so.

Law Enforcement and Government Requests: We may disclose health information for certain law enforcement or government purposes when permitted or required by law. These situations may include: Responding to certain legal processes, Locating certain individuals, Reporting certain injuries, Health oversight activities, National security activities, or Other governmental functions authorized by law.

Judicial and Administrative Proceedings: We may disclose health information in response to a valid court order, administrative order, subpoena, discovery request, or other lawful process when the requirements of applicable privacy law have been satisfied.
Workers’ Compensation: We may disclose health information as authorized or required by workers’ compensation laws or similar programs.
Medical Examiners and Funeral Directors: When applicable, we may disclose health information to coroners, medical examiners, or funeral directors as permitted by law.

Organ and Tissue Donation: When applicable, we may disclose information to organizations involved in organ, eye, or tissue donation or transplantation.
Research: Health information may be used or disclosed for research when permitted by law, such as when the research has appropriate authorization or approval from an Institutional Review Board or Privacy Board, or when information has been appropriately de-identified. Participation in research is not required to receive care from OKC DBP.

Schools and Educational Records: Because developmental and behavioral care often involves educational concerns, families may ask OKC DBP to communicate with schools, teachers, therapists, or educational professionals. We generally will obtain appropriate authorization before sending medical information directly to a school or educational organization unless disclosure is otherwise permitted or required by law. Information maintained by a school may be governed by the Family Educational Rights and Privacy Act (“FERPA”) rather than HIPAA.

Minors and Adolescent Privacy: Most patients at OKC DBP are minors. In general, a parent or legal guardian may exercise a minor patient’s privacy rights and access the minor’s health information. However, federal and state laws may give minors independent confidentiality or consent rights in certain circumstances. When those laws apply, a parent or guardian may not automatically have access to all information. OKC DBP will follow applicable federal and Oklahoma laws regarding confidentiality, parental access, and the privacy rights of minor patients.

Mental and Behavioral Health Information: Mental and behavioral health information contained in the medical record is generally protected in the same manner as other health information. In certain circumstances, however, federal or state law may provide additional confidentiality protections, including protections related to certain services for which a minor is legally permitted to consent independently. Psychotherapy notes, as specifically defined by HIPAA, receive additional protection and generally may not be disclosed without written authorization except in limited circumstances permitted by law. Psychotherapy notes are separate notes created by a mental health professional documenting or analyzing the contents of a counseling session and do not include routine information maintained in the medical record.

Routine developmental-behavioral pediatric records—including diagnostic evaluations, developmental and behavioral assessments, rating scales, diagnoses, treatment plans, medication records, test results, and clinical progress notes—are generally part of the medical record and are not considered psychotherapy notes simply because they address behavioral or mental health concerns. OKC DBP will follow applicable federal and Oklahoma laws regarding confidentiality and access to mental and behavioral health information, including laws governing minors who may consent to certain services independently.

Substance Use Disorder Records: Certain substance use disorder treatment records may be subject to additional federal protections under 42 CFR Part 2. To the extent OKC DBP receives or maintains records protected by Part 2, those records will be handled in accordance with applicable federal confidentiality requirements. Information contained in Part 2 records generally may not be used or disclosed in a civil, criminal, administrative, or legislative investigation or proceeding against the patient without the patient's written consent or a qualifying court order and subpoena, as required by federal law. Additional restrictions may apply to the redisclosure of these records.

Uses Requiring Your Written Authorization: We generally will obtain your written authorization before using or disclosing health information for purposes not described in this Notice unless the use or disclosure is otherwise permitted or required by law. Written authorization generally is required for: Most uses or disclosures of psychotherapy notes, Marketing communications when authorization is required by law, Sale of protected health information, and Other uses or disclosures for which HIPAA requires authorization. If you give us written authorization, you may revoke it in writing at any time. Revocation will not affect information already used or disclosed in reliance on your authorization.

Marketing and Sale of Information: OKC DBP does not sell patient health information. We will not use protected health information for marketing purposes when HIPAA requires your authorization unless you first provide written authorization.
Fundraising: OKC DBP does not currently use patient health information for fundraising activities. If this practice changes, we will comply with applicable privacy requirements and provide any required opportunity to opt out.

Business Associates: We may use outside companies or professionals to help operate the Practice. Examples may include: Electronic health record vendors, Secure communication services, Payment processors, Information technology providers, Billing or accounting services, Legal services, Document storage services, and Other vendors providing services to the Practice. When these organizations are considered “business associates” under HIPAA, we require appropriate agreements obligating them to safeguard protected health information.

Electronic Health Information: OKC DBP maintains health information electronically. We use reasonable administrative, physical, and technical safeguards designed to protect the privacy and security of electronic protected health information. No method of electronic transmission or storage can eliminate all risk. If a breach of unsecured protected health information occurs that requires notification under applicable law, we will provide notice as required.
Our Responsibilities: OKC DBP is required by law to:

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• Maintain the privacy and security of protected health information;

• Provide you with this Notice describing our legal duties and privacy practices;

• Follow the privacy practices described in the Notice currently in effect;

• Notify affected individuals when required if a breach occurs that may compromise the privacy or security of protected health information; and

• Comply with applicable federal and state privacy laws.
   

We will not use or disclose your health information in a manner inconsistent with this Notice unless permitted or required by law or unless you provide appropriate written authorization.

Changes to This Notice: We reserve the right to change this Notice and our privacy practices. Changes may apply to health information we already maintain as well as information created or received after the change. When this Notice is materially revised, the updated Notice will be available at our office, upon request; and on our website.

Questions or Privacy Complaints: If you have questions about this Notice, wish to exercise a privacy right, or want to submit a privacy complaint, please contact:

OKC Developmental & Behavioral Pediatrics
13825 Technology Drive, Suite B
Oklahoma City, OK
Phone: 405-666-8441
Website: OKCDBP.com

You may also submit a complaint to the U.S. Department of Health and Human Services Office for Civil Rights.
You will not be penalized or retaliated against for filing a privacy complaint.

Effective Date: September 10, 2026