Use Of Email For Client Related Communication

Goal - why is this important to us?

Email can be an important form of communication about client related information. However, Dawn Farm recognizes several risks when using email for business communication purposes. Dawn Farm strives to maintain client confidentiality of information, which includes email communications.

Ingredients - what do I need to get started?

An understanding of the following risks that may be associated with email communications:

1. E-mail can be immediately broadcast worldwide and be received by many intended and unintended recipients.
2. Recipients can forward e-mail messages to other recipients without the original sender’s permission or knowledge.
3. Users can easily misaddress e-mail.
4. E-mail is easier to falsify than handwritten or signed documents.
5. Backup copies of e-mail may exist even after the sender or the recipient has deleted his or her copy.
6. E-mail containing information pertaining to a client’s treatment constitutes a part of the client’s medical records.
7. All e-mail may be discover-able in litigation regardless of whether it is in a patient’s medical records.

Therefore, extreme caution should be exercised with electronic communications and should only be used under the conditions established in this policy.

Timeframe - about how long will this take?

N/A

Contacts - who do I need to let know?

Inform your Program Coordinator of any suspected breaches of confidentiality

Steps - what do I do?

• E-mail shall not be used to communicate confidential matters, including attachments to emails.
• Electronic mail privacy protections shall be comparable to that which is traditionally afforded to paper mail and telephone communications.
• Employer monitors the contents of and usage to support operational, maintenance, auditing, security, and investigative activities.
• Do not use any identifying information by which a 3rd party might be able to deduce the identity of the client. Staff may use the case number, use the initials only, or use both case number & initials.
• Client requests to use e-mail communication as a form of recovery support or as a reasonable accommodation when face-to-face or other forms of contact are not an option. However in no situation is e-mail to be used to replace therapeutic face-to-face contacts.
• Staff follows records retention and disclosure policies and procedures for communication in either electronic or printed form. Electronic mail in these situations should be printed and made a part of the clinical record. Staff will immediately delete the e-mail from in-box and trash folders.
• Client requests written clarification regarding the use of e-mail.

Follow-up - what loose ends do I need to wrap up?