Why is A HIPAA Dental Consent Form Necessary?

HIPAA dental consent forms are essential for safeguarding patient privacy, which is crucial for protecting your practice. They also demonstrate respect and value for your relationships with patients and their families.

When it comes to HIPAA compliance and social media marketing—which involves sharing valuable content—it's understandable to have some apprehension about taking and sharing photos and videos from your dental practice. However, with a few guidelines and some team training, your practice can avoid common dental HIPAA compliance violations and share photos worry-free.

Free HIPPA Consent Form

What You Need to Know About Consent Forms

HIPAA Regulations for Sharing Patient Photos

Wondering about the HIPAA guidelines concerning patient photo sharing? One common query in dentistry is, "Can I post patient photos on social media?" As per the Privacy Rule of HIPAA, capturing or sharing a patient's photo without consent is not allowed. While the rules around photography in relation to HIPAA can be intricate, the key point to remember is obtaining written consent before sharing any photos online. Even if the patient's face is not visible, there is still a risk of identification. Whether it's dental images or incidental individuals in the background, always seek permission before posting any pictures.

Sharing patient information in a HIPAA-compliant manner

To ensure compliance when sharing patient information or images, it is essential to obtain consent in advance. Double check your files that you have consent and talk to the patient about the photos. Remind your patient that you have a consent on file. Another approach is to have patients post their own photos and tag your practice using their mobile devices, allowing you to repost their images without HIPAA concerns since they initiated the public sharing. Remember to seek consent even if a patient's profile is private. Additionally, verify your website's compliance with HIPAA regulations.

Each patient must complete a HIPAA form.

If you are a covered entity, it is necessary for every new, and existing, patient to fill out HIPAA forms. These forms ensure that both you and your patients understand how information is managed securely. Additionally, it's advisable to provide HIPAA consent forms whenever you plan to share a patient's photo. My FREE dental HIPAA form simplifies obtaining patients' approval for sharing enjoyable photos on social media or your website. Again, you can also suggest patients take photos in the office and post to their pages and tag you as part of your dental marketing strategy.

Using Patient Photos for Marketing Purposes

If patients have signed a HIPAA form for compliance, you are allowed to use their photos in marketing materials. Whether you plan to showcase these images on your website, social media platforms, or in printed mailers, it is crucial to outline all potential uses in the consent form. Remember that patients have the right to revoke authorization for using their photos and information, protected by HIPAA regulations.

Online Reviews and HIPAA Compliance

When patients leave reviews about your practice online, your responses could potentially breach HIPAA privacy regulations. A recent incident involving YELP and HIPAA made headlines when a dental clinic was fined $23,000 for violating HIPAA through a Yelp reply. Any disclosure or confirmation of Protected Health Information (PHI) constitutes a HIPAA violation, even on platforms like Yelp. To prevent such incidents, consider using an automated response system with a HIPAA-compliant script.

Is a consent form for dental photography needed for patient photos?
What should the dental HIPAA form include?

Whenever your practice shares any photo or video that includes patient PHI on your pages, it’s necessary to obtain their consent. This is a fundamental requirement of dental HIPAA compliance. A good patient photo consent form should cover the following items:

Authorization Details: Permission for your practice to share a photo or video on your social media accounts.

Purpose of Authorization: Social media and/or advertising.

Revocation Power: The patient's ability to revoke the authorization and the expiration date of this power.

Copy for the Patient: Option for the patient to receive a copy of the form.

Authorization Entity: Your practice name.

Signatures: Space for the patient or parent/guardian of a minor to sign and date.

Watch our video and download our free consent form template for more information. If you have questions about creating a consent form for your specific circumstances, consult with your practice attorney.

Free HIPPA Consent Form

Team Training

Train your team on your practice’s HIPAA-compliant social media policy. Ensure everyone knows what they can post, how to invite patients to participate in your social media, and who to consult if there’s a question. Remind them of the values your online presence should reflect.

The Best Photos and Strategies Don’t Require HIPAA Consent

This might sound counterintuitive, but hear us out. The best digital marketing opportunities arise when patients take photos and share them on their own social media accounts. When a patient takes a photo, shares it on their social media, and tags your practice, there is no need for HIPAA consent. Your practice can then share their post on your business page. This approach is simpler and more effective for promoting your practice because all the patient’s friends will see it!

Remember, HIPAA and privacy policies exist to protect patients, not create barriers. Don’t let fear or doubt prevent you from taking advantage of valuable opportunities to build relationships through patient and team photos. By adhering to a few common-sense safeguards and ensuring your entire team is trained, you can confidently and comfortably include practice photos and videos in your social media marketing efforts.

Free HIPPA Consent Form

Download the HIPAA dental consent form and train your team to get signatures. Keeping your practice clear of HIPAA disclosure issues is simpler than you think.

Why is A HIPAA Dental Consent Form Necessary?

What You Need to Know About Consent Forms

HIPAA Regulations for Sharing Patient Photos

Sharing patient information in a HIPAA-compliant manner

Each patient must complete a HIPAA form.

Using Patient Photos for Marketing Purposes

Online Reviews and HIPAA Compliance

Is a consent form for dental photography needed for patient photos? What should the dental HIPAA form include?

The Best Photos and Strategies Don’t Require HIPAA Consent

Download the HIPAA dental consent form and train your team to get signatures. Keeping your practice clear of HIPAA disclosure issues is simpler than you think.

Is a consent form for dental photography needed for patient photos?
What should the dental HIPAA form include?