Emergency Dentist San Antonio TX
Serving San Antonio, TX & Surrounding Communities — 24 Hours a Day
emergencydentistsanantoniotx.com
Effective Date: May 15, 2026
At Emergency Dentist San Antonio TX ("we," "us," or "our"), your privacy and the security of your personal health information are our highest priorities. This Privacy Policy explains how we collect, use, disclose, and protect the information you share with us when you visit our website (emergencydentistsanantoniotx.com), contact our office, request a same-day appointment, or receive dental care from our practice.
Our practice is led by Dr. Virendrasinh Chauhan, DDS (NYU College of Dentistry, 2013), and provides 24-hour emergency dental care, same-day dental services, general dentistry, cosmetic dentistry, and orthodontic emergency treatment to patients throughout San Antonio, TX and surrounding areas.
As a healthcare provider, we are subject to the Health Insurance Portability and Accountability Act (HIPAA) and applicable Texas state healthcare privacy laws. By accessing our website or using our services, you acknowledge that you have read and agree to the terms of this Privacy Policy.
1. Information We Collect
We collect information necessary to provide safe, effective, and timely dental care — especially in urgent and emergency situations. The categories of information we may collect include:
1.1 Contact & Appointment Information
When you contact us by phone, email, online form, or in person, we may collect:
- Full name
- Home address, city, state, and ZIP code
- Phone number(s) — home, mobile, and/or work
- Email address
- Preferred method of contact and appointment time preferences
This information is used to:
- Schedule, confirm, and manage your appointments (including same-day and emergency visits)
- Send appointment reminders, pre-visit instructions, and post-treatment care information
- Respond to general inquiries about our services, hours, and payment options
- Contact you regarding follow-up care or any changes to your appointment
1.2 Medical & Dental Health Information (Protected Health Information – PHI)
As a dental practice, we collect health-related information necessary for diagnosis, treatment, and patient safety. This may include:
- Medical and dental history, including prior treatments, conditions, and surgeries
- Current medications, known allergies, and pre-existing health conditions
- Dental X-rays (including digital X-rays), intraoral photographs, and clinical records
- Treatment plans, consent forms, procedure notes, and post-operative instructions
- Records of emergency procedures performed — including tooth extractions, root canals, abscess treatments, cracked/broken tooth repairs, and dental trauma management
- Sedation and anesthesia records (if applicable)
- Referral information from other dentists or physicians
This information is used exclusively to:
- Diagnose your dental condition and provide safe, appropriate emergency or general dental treatment
- Coordinate care with other healthcare providers if required
- Maintain complete, accurate clinical records as required by Texas state law
- Process insurance claims and billing
1.3 Insurance & Billing Information
- Dental insurance carrier name, policy number, and group number
- Medicare/Medicaid/CHIP enrollment details (where applicable)
- PPO insurance plan information (we file insurance claims on your behalf)
- Payment method details (processed securely through HIPAA-compliant systems; we do not store full card numbers)
- Billing address and financial agreement acknowledgments
1.4 Website & Technical Data
When you visit emergencydentistsanantoniotx.com, we may automatically collect:
- IP address and approximate geographic location
- Browser type, version, and operating system
- Pages visited, time spent on site, and navigation paths
- Referring website URL and search keywords used to find our site
- Cookies and similar tracking technology data (see Section 7)
2. How We Use Your Information
We use the information we collect for the following lawful purposes:
2.1 Emergency & Clinical Care
- To assess and treat dental emergencies promptly — including severe toothaches, abscessed teeth, knocked-out teeth, cracked or broken teeth, lost crowns or fillings, dental trauma injuries, and bleeding gums
- To perform same-day dental procedures, including emergency tooth extractions, root canal therapy, dental fillings, and orthodontic emergency care
- To coordinate your post-treatment recovery care and schedule necessary follow-up appointments
- To share relevant clinical information with referring dentists, physicians, or specialists involved in your overall care
2.2 General Dentistry & Cosmetic Services
- To provide scheduled general dentistry services, including dental exams, cleanings, X-rays, fillings, crowns, bridges, dental implants, dentures, and cosmetic dentistry
- To develop and carry out individualized treatment plans in alignment with Dr. Chauhan's patient-first, preventive dental health philosophy
2.3 Administrative & Business Operations
- To schedule and manage appointments (including 24-hour, same-day, weekend, and after-hours visits)
- To process insurance claims, coordinate PPO benefit verification, and handle billing and payments
- To send appointment reminders, pre-treatment instructions, and follow-up communications
- To maintain complete patient records as required by Texas dental regulations
- To comply with HIPAA requirements and all applicable federal and Texas state laws
2.4 Website & Service Improvement
- To analyze website traffic and user behavior in order to improve website navigation, content, and appointment booking functionality
- To measure the effectiveness of our online presence in reaching patients searching for emergency dental care in San Antonio
- To troubleshoot technical issues and ensure website security
2.5 Marketing & Communications (With Your Consent)
- To send educational content about dental health, emergency care tips, and new services we offer
- To notify you of office hours changes, holiday schedules, or special offers
You may opt out of marketing communications at any time. See Section 8 for details.
3. How We Share Your Information
We do not sell, rent, or trade your personal or health information to any third party. We may share your information only in the following limited and lawful circumstances:
3.1 Treatment & Care Coordination
With your consent, or as permitted under HIPAA for treatment purposes, we may share relevant health information with:
- Your referring dentist or primary care physician
- Dental specialists (e.g., oral surgeons, periodontists, orthodontists) for coordinated care
- Hospitals or emergency medical providers if treatment requires hospital-level care
We are committed to protecting the confidentiality of your dental and medical records. We will not share your information with your insurance company beyond what is strictly required for billing the services rendered.
3.2 Insurance & Billing
- Dental insurance providers, for claims submission and reimbursement processing
- Third-party billing service providers operating under a signed Business Associate Agreement (BAA) with our practice
3.3 Regulatory Authorities
Our practice is regulated by the Texas State Board of Dental Examiners. Authorized regulatory bodies may inspect patient records and interview staff as part of their lawful oversight function. We cooperate fully with such inspections.
3.4 Legal Requirements & Safety
We may disclose your information without prior consent when required to:
- Comply with applicable federal or Texas state laws
- Respond to court orders, subpoenas, or other valid legal process
- Report suspected child abuse, elder abuse, or domestic violence as mandated by Texas law
- Prevent or address a serious, credible threat to the health or safety of any person
3.5 HIPAA-Compliant Service Providers (Business Associates)
We may engage trusted third-party service providers who help us operate our practice and website. All such providers are bound by signed Business Associate Agreements (BAAs) and are prohibited from using your data for any purpose beyond providing services to us. These may include:
- Practice management software and electronic dental records (EHR) systems
- Appointment scheduling and patient communication platforms
- Website hosting and cybersecurity providers
- Payment processing systems
- Email and SMS reminder platforms
4. HIPAA Notice of Privacy Practices
As a covered healthcare entity under HIPAA, we are required to maintain a Notice of Privacy Practices (NPP) that describes your rights and our legal duties regarding your Protected Health Information (PHI). Our full NPP is available:
- At our front desk when you visit our office
- Upon request from any member of our team
- Online at emergencydentistsanantoniotx.com
Your Rights Under HIPAA Include:
- Right to access and receive a copy of your health records
- Right to request corrections to inaccurate or incomplete records
- Right to know how your PHI is used and disclosed
- Right to request restrictions on certain uses of your information
- Right to request confidential communications (e.g., contact by phone only)
- Right to an accounting of disclosures of your PHI
- Right to file a complaint with HHS Office for Civil Rights (OCR) without retaliation
5. Data Security
We take the security of your personal and health information seriously. We maintain administrative, technical, and physical safeguards consistent with HIPAA Security Rule requirements:
5.1 Administrative Safeguards
- Designated HIPAA Privacy Officer responsible for overseeing compliance and training
- All staff trained on HIPAA Privacy and Security requirements
- Written policies and procedures governing the handling and access of PHI
- Regular risk assessments to identify and address potential vulnerabilities
5.2 Technical Safeguards
- SSL/TLS encryption (HTTPS) for all data transmitted through our website
- Encrypted electronic dental records systems with role-based access controls
- Secure, password-protected systems with multi-factor authentication for staff
- Digital X-ray systems that reduce radiation exposure and eliminate hazardous chemical processing — all stored securely in our digital EHR
- Firewall and intrusion detection protection for our practice network
- Paperless charting and billing to minimize physical document exposure
5.3 Physical Safeguards
- Locked, secure storage for any paper-based patient records
- Restricted access to areas where patient information is stored or processed
- Certified document shredding for records no longer required to be retained
Despite our best efforts, no electronic transmission method is 100% secure. In the event of a data breach affecting your PHI, we will notify you as required by the HIPAA Breach Notification Rule and applicable Texas law within 60 days of discovery of the breach.
6. Data Retention
We retain patient records and personal information in accordance with applicable legal requirements:
- Adult patient records: Minimum 10 years from the date of last treatment, as required by Texas law
- Minor patient records: Until the patient reaches age 21, or 10 years from the date of last treatment — whichever is longer
- Financial and billing records: 7 years, as required by federal tax regulations
- Website analytics data: Up to 26 months, in anonymized or aggregated form
- Marketing consent records: Retained until consent is withdrawn, plus 3 years
When records are no longer required, they are securely destroyed through certified shredding (paper) or certified digital wiping (electronic) to protect patient confidentiality.
7. Cookies & Tracking Technologies
Our website (emergencydentistsanantoniotx.com) uses cookies and similar technologies to enhance your online experience, especially for patients seeking urgent dental care who need to navigate our site quickly.
Types of Cookies We Use:
- Essential Cookies: Required for the website to function correctly — for example, navigating between pages or submitting appointment request forms. These cannot be disabled without affecting core functionality.
- Analytics Cookies: Help us understand how visitors interact with our website (e.g., Google Analytics). Data is collected in anonymized, aggregated form and does not identify individual patients.
- Functionality Cookies: Remember your settings and preferences for a more personalized experience on return visits.
- Marketing/Advertising Cookies: May be used to show relevant information about our emergency dental services to users browsing the web — for example, through Google Ads. These cookies do not contain health information.
You can manage or disable cookies through your browser settings at any time. Please note that disabling essential cookies may affect your ability to use certain features of our website. By continuing to use our site, you consent to our use of cookies as described in this policy.
8. Your Choices & Opt-Out Rights
You have meaningful control over how we communicate with you for non-clinical purposes:
- Appointment Reminders: You may request to receive appointment reminders by phone only, email only, or SMS. Please let our front desk know your preference when scheduling.
- Marketing Emails: You may opt out of promotional emails at any time by clicking the "Unsubscribe" link included in every marketing email, or by contacting us directly. Opting out of marketing will not affect appointment reminders or clinical communications.
- SMS / Text Reminders: If you have opted in to text message reminders, reply STOP at any time to opt out.
- Website Cookies: You may manage your cookie preferences through your browser settings at any time.
To exercise your HIPAA patient rights — including the right to access, correct, or restrict your health information — please submit a written request to our Privacy Officer using the contact details in Section 12. We will respond within 30 days.
9. Third-Party Websites & Links
Our website may contain links to third-party websites, including insurance portals, dental association resources, social media platforms, or patient review sites. We are not responsible for the privacy practices, content, or security of those external websites. We encourage you to review the privacy policy of any third-party site before providing personal information.
Links to external websites do not constitute an endorsement by Emergency Dentist San Antonio TX of those sites or their services.
10. Minors & Pediatric Patients
We welcome patients of all ages. For patients under the age of 18:
- A parent or legal guardian must provide written informed consent before any dental treatment can be performed
- Parents or guardians have the right to access their minor child's dental and medical records, subject to any applicable legal limitations
- Our website is not designed to knowingly collect personal data from children under 13 without verifiable parental consent
If you believe your child has submitted personal information through our website without appropriate parental authorization, please contact us immediately using the details provided in Section 12.
11. Out-of-State Patients
Our primary service area is San Antonio, TX and surrounding communities. If you are visiting San Antonio and receive dental emergency treatment at our clinic, your information will be handled in accordance with applicable Texas law and HIPAA. If you are a resident of California or another state with additional privacy protections, you may have additional rights under your state's laws. Please contact us to learn more.
12. Updates to This Privacy Policy
We may revise this Privacy Policy from time to time to reflect changes in our services, legal requirements, or technology. When material changes are made, we will:
- Update the "Last Reviewed" date at the top of this document
- Post the updated policy on our website at emergencydentistsanantoniotx.com/privacy-policy
- Notify existing patients of significant changes by email or posted notice in our office, as required by HIPAA
We encourage you to review this Privacy Policy periodically. Continued use of our website or services following any changes constitutes your acceptance of the updated policy.
13. Contact Us — Privacy Officer
If you have questions about this Privacy Policy, wish to exercise your HIPAA patient rights, need to report a privacy concern, or wish to opt out of communications, please reach out to us:
You also have the right to file a complaint with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights (OCR) if you believe your HIPAA privacy rights have been violated. Filing a complaint will not result in any retaliation against you as a patient.
HHS / OCR Complaints: www.hhs.gov/ocr/privacy/hipaa/complaints
