LADRRS Privacy Policy

Los Angeles Dental Registry and Referral System

The Los Angeles Dental Registry and Referral System (LADRRS) has been created to improve care coordination and communication among dental providers, medical providers, and care management teams providing oral health services for children with Medi-Cal coverage in Los Angeles County.

As a referral management tool for children’s oral health, LADRRS enables medical providers to send referrals directly to dental providers, as well as dentists to send referrals to other dental providers.

LADRRS assists in scheduling children’s dental appointments while facilitating effective information sharing and care management among providers and delivery systems.

LADDRS is a component of “More LA Smiles”, a UCLA-led Consortium, funded by CA DHCS through the California Medi-Cal 2020 Demonstration (otherwise known as the UCLA Dental Transformation Initiative).

Our Commitment

More LA Smiles is committed to protecting personal and professional information about you ("User Information"). We are required by law to: maintain the privacy of your User Information; provide you with information about our legal duties and privacy practices; inform you of your rights and the ways in which we may use User Information, and whether and how we disclose it to other entities and persons.

Your User Data

At times throughout various functions of the website, we will require the following information input from a user through registration and interest forms:

  • Name (First/Last/Middle)
  • Address (Street/City/State/ZIP)
  • Phone
  • Practice/Organization Hours of Operation
  • Email Address
  • Professional Credentials
  • License Number
  • Provider Name
  • Provider Number
  • Provider Email Address
  • Provider Specialty
  • Insurance Networks
  • Provider Gender
  • Provider Education
  • Handicap Access
  • Practice/Organization Name
  • Practice/Organization Address (Street/City/State/ZIP)
  • Public Transport Access
  • Accommodation of Special Needs
  • Accommodation of Children Under the Age of 3
  • License to Treat Children Under General Anesthesia
  • Languages Spoken
  • Medi-Cal ID
  • Date of Birth
  • Foster Care
  • Treatment Information
  • Username

Additional analytics collected in the background of our site, include:

  • Geographical Information
  • Demographic Information
  • User IP

How Your Data Is Collected

Data is obtained through a variety of public sources including CMS, CA DHCS, & Medi-Cal Dental Managed Care Plans (with permission from CA DHCS). To fill in gaps in these public data sets, UCLA also asks practices to verify or provide additional data, which is then supplied to Altarum.

Patient data is collected as information is manually entered in LADRRS by users.

How Your Data Is Used

For Operations. We may use and disclose User Information about you for the following purposes: to review the quality and safety of our services, including our website, or for business planning, management and administrative services. We may also contact you about other benefits or services we provide. We may use and disclose your User Information to an outside company that performs services for us such as accreditation, legal, computer or auditing services. These outside companies are called "business associates" and are required by law to keep your User Information confidential. Using strict measures to comply with HIPAA, we may also disclose information to doctors, nurses, technicians, medical and other students, and other health system personnel for performance improvement and educational purposes.

Altarum will only use and disclose PHI as permitted and required by law for management and administration. User access data is used to pre-authorize users in advance of them logging into LADRRS. Dental provider data is used to refer patients for dental care within the patient’s health insurance network.

Patient data is used to document appropriate oral health care treatment and generate referrals for follow-up care.

Provider contact information is shared and displayed on the referral letter and with the Interfax service that processes HIPAA-compliant electronic faxes.

Provider address is shared with Google Maps for zip-code look-up features that allow providers to find an appropriate dental provider within a limited geographic area.

Altarum will provide aggregate data services to permit data analysis, in the time and manner required by DHCS and/or UCLA.

LADRRS Referral ID is shared and displayed on referral letter.

Patient address is shared with Google Maps [if the provider enters it in order to find a dentist located near the patient’s address].

Altarum will provide aggregate data services to permit data analysis, in the time and manner required by DHCS and/or UCLA.

For Event Reminders. We may contact you to remind you about an event that you have registered through More LA Smiles.

Marketing or Sale of User Information. Most uses and disclosures of your User Information for marketing purposes or any sale of your User Information would require your written authorization.

As Required By Law. We will disclose User Information about you when required to do so by federal or state law.

Health Oversight Activities. We may disclose User Information to governmental, licensing, auditing, and accrediting agencies as authorized or required by law.

Lawsuits and Other Legal Proceedings. We may disclose User Information to courts, attorneys and court employees in the course of conservatorship, writs and certain other judicial or administrative proceedings. We may also disclose User Information about you in response to a court or administrative order, or in response to a subpoena, discovery request, warrant, or other lawful process.

Law Enforcement. If asked to do so by law enforcement, and as authorized or required by law, we may release User Information:

  • To identify or locate a suspect, fugitive, material witness, certain escapees, or missing person;
  • About a suspected victim of a crime if, under certain limited circumstances, we are unable to obtain the person's agreement;
  • About a death suspected to be the result of criminal conduct;
  • About criminal conduct at More LA Smiles; and
  • In case of a medical emergency, to report a crime; the location of the crime or victims; or the identity, description or location of the person who committed the crime.

Other uses and disclosures of User Information. Other uses and disclosures of User Information not covered by this Notice will be made only with your written authorization. If you authorize us to use or disclose your User Information, you may revoke that authorization, in writing, at any time. However, the revocation will not be effective for information that we have already used and disclosed in reliance on the authorization.

Protecting Your Data

All application components are on the Altarum Secure Network, a high security environment. There are three separate servers [LA Development, LA Test, LA Production]. The testing and storing of data occurs on different servers. For instance, the Production Server taps into the Oral Health Tool (OHT) where data is stored.

LADRRS users go through a multi-step verification process that includes legal agreements, training, and pre-authorization by a Site Admin at their practice who verifies the need to access/use LADRRS.

All PHI is stored in the same secure server in the ASN. The ASN has its own security and privacy policy, which is outlined in the LADRRS Service Level Agreement.

Your rights regarding your User Information

The information in LADRRS is inputted and shared between providers and managed care coordinators.

Altarum can process requests to omit consumer data, and we give control by providing consumers access to us (via phone number, email) for when requests are submitted to remove consumer data.

Altarum is able to wipe our systems clean of consumer data should we receive a request to do this which is in compliance with the consumers’ rights act.

Your User Information is the property of More LA Smiles and the UCLA Dental Transformation Initiative. You have the following rights regarding the User Information we maintain about you:

Right to Inspect and Copy. With certain exceptions, you have the right to inspect and/or receive a copy of your User Information. If we have the information in electronic format, then you have the right to get your User Information in electronic format if it is possible for us to do so. If not, we will work with you to agree on a way for you to get the information electronically or as a paper copy.

To inspect and/or to receive a copy of your User Information, you must submit your request in writing to More LA Smiles, UCLA Dental Transformation Initiative, 10960 Wilshire Blvd. Suite 1500 Los Angeles, CA 90024. If you request a copy of the information, there is a fee for these services.

We may deny your request to inspect and/or to receive a copy in certain limited circumstances. If you are denied access to User Information, in most cases, you may have the denial reviewed. Another licensed health care professional chosen by More LA Smiles will review your request and the denial. The person conducting the review will not be the person who denied your request. We will comply with the outcome of the review.

Right to Request an Amendment or Addendum. If you feel that User Information we have about you is incorrect or incomplete, you may ask us to amend the information or add an addendum (addition to the record). You have the right to request an amendment or addendum for as long as the information is kept by or for More LA Smiles.

Amendment. To request an amendment, your request must be made in writing and submitted to the More LA Smiles, UCLA Dental Transformation Initiative, 10960 Wilshire Blvd. Suite 1500 Los Angeles, CA 90024. You must be specific about the information that you believe to be incorrect or incomplete and you must provide a reason that supports the request.

We may deny your request for an amendment if it is not in writing, we cannot determine from the request the information you are asking to be changed or corrected, or your request does not include a reason to support the change or addition. In addition, we may deny your request if you ask us to amend information that:

  • Was not created by More LA Smiles
  • Is not part of the User Information kept by or for More LA Smiles;
  • Is not part of the information which you would be permitted to inspect and copy; or
  • More LA Smiles believes to be accurate and complete.

Addendum. To submit an addendum, the addendum must be made in writing and submitted to the More LA Smiles, UCLA Dental Transformation Initiative, 10960 Wilshire Blvd. Suite 1500 Los Angeles, CA 90024. An addendum must not be longer than 250 words per alleged incomplete or incorrect item in your record.

Right to an Accounting of Disclosures. You have the right to receive a list of certain disclosures we have made of your User Information.

To request this accounting of disclosures, you must submit your request in writing to More LA Smiles, UCLA Dental Transformation Initiative, 10960 Wilshire Blvd. Suite 1500 Los Angeles, CA 90024. Your request must state a time period that may not be longer than the six previous years. You are entitled to one accounting within any 12-month period at no cost. If you request a second accounting within that 12-month period, there will be a charge for the cost of compiling the accounting. We will notify you of the cost involved and you may choose to withdraw or modify your request at that time before any costs are incurred.

Right to Request Restrictions. You have the right to request a restriction or limitation on the User Information we use or disclose about you for treatment, payment or health care operations. You also have the right to request a limit on the User Information we disclose about you to someone who is involved in your care or the payment for your care, such as a family member or friend.

To request a restriction, you must make your request in writing to the More LA Smiles, UCLA Dental Transformation Initiative, 10960 Wilshire Blvd. Suite 1500 Los Angeles, CA 90024. In your request, you must tell us (1) what information you want to limit; (2) whether you want to limit our use, disclosure or both; and (3) to whom you want the limits to apply, for example, only to you and your spouse. We are not required to agree to your request except in the limited circumstance described below. If we do agree, our agreement must be in writing, and we will comply with your request unless the information is needed to provide you emergency care.

We are required to agree to a request not to share your information with your health plan if the following conditions are met:

  1. We are not otherwise required by law to share the information.
  2. The information would be shared with your insurance company for payment purposes.
  3. You pay the entire amount due for the health care item or service out of your own pocket or someone else pays the entire amount for you.

Right to Request Confidential Communications. You have the right to request that we communicate with you about your User Information in a certain way or at a certain location. For example, you may ask that we contact you only at home or only by mail.

To request confidential medical communications, you must make your request in writing to the More LA Smiles, UCLA Dental Transformation Initiative, 10960 Wilshire Blvd. Suite 1500 Los Angeles, CA 90024. We will accommodate all reasonable requests. Your request must specify how or where you wish to be contacted.

Right to a Paper Copy of This Notice. You have the right to a paper copy of this Notice. You may ask us to give you a copy of this Notice at any time. Even if you have agreed to receive this Notice electronically, you are still entitled to a paper copy of this Notice.

Copies of this Notice are available throughout More LA Smiles, or you may obtain a copy at our website, morelasmiles.org.

Right to be Notified of a Breach. You have the right to be notified if we or one of our Business Associates discovers a breach of unsecured User Information about you.

Changes to privacy practices and this notice

We reserve the right to change More LA Smiles' privacy practices and this Notice. We reserve the right to make the revised or changed Notice effective for User Information we already have about you as well as any information we receive in the future. We will post a copy of the current Notice throughout More LA Smiles. In addition, at any time you may request a copy of the current Notice in effect.

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