Port Village & Mossman Medical Centres

Electronic & Email Communication Policy

How we communicate with patients by electronic means, and our standards for email use within the practice.

Practice policy document Reviewed annually

Policy

Our practice is mindful that even if patients have provided electronic contact details, they may not be proficient in communicating via electronic means. Patient consent must be obtained before engaging in electronic communication.

Electronic communication includes email, facsimile and SMS. All such communication is conducted with appropriate regard to patient privacy.

Please be aware that all emails are unencrypted. We cannot give results, medical records, patient information or appointments by email. Please call reception for these matters.

How we use electronic communication with patients

Our practice's primary use of electronic communication is to issue SMS appointment reminders. We verify your correct contact details at the time your appointment is made.

We may allow patients to obtain general, non-urgent advice by electronic means where the GP determines that a face-to-face consultation is unnecessary and electronic communication is appropriate. We will not initiate electronic communication with patients (other than SMS reminders).

Before obtaining and documenting your consent, patients are fully informed — through this website and our privacy policy — of the risks associated with electronic communication, including that information could be intercepted or read by someone other than the intended recipient.

Our practice has an automated email response in place — whenever an email is received, the sender will receive an auto-reply reinforcing information about these privacy risks.

Any costs incurred for electronic advice or information will be communicated to you in advance. All electronic contact with patients is recorded in their health record.

Standards for practice team email use

When an email is sent or received in the course of a team member's duties, it constitutes an official business record. Each member of the practice team is fully accountable for emails sent in their name or held in their mailbox. Acceptable use includes:

  • Limited exchange of personal emails
  • Refraining from responding to unsolicited or unwanted emails
  • Deleting hoaxes or chain emails
  • Not opening email attachments from unknown senders
  • Virus-checking all email attachments before opening
  • Maintaining appropriate language within all electronic communications
  • Ensuring any personal opinions are clearly indicated as such
  • Encrypting confidential information, including all patient information
The practice reserves the right to check individual workplace email accounts as a precaution against fraud, viruses, harassment or breaches of confidence. Inappropriate use may be grounds for dismissal.

All members of the practice team are made aware of this policy during induction and reminded of it on an ongoing basis.

Email disclaimer

All outgoing emails affiliated with Port Village and Mossman Medical Centres carry the following disclaimer:

"This message is confidential and should only be used by the intended addressee. If you were sent this email by mistake, please inform us by reply email and then destroy this message. The contents of this email are the opinions of the author and do not necessarily represent the view of Port Village and Mossman Medical Centres."
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