Email Policy

Leichhardt General Practice recognises the practice team requires access to email and the internet to assist in the efficient and safe delivery of healthcare services to our patients. Leichhardt General Practice supports the right of staff and contractors to have access to reasonable personal use of the internet and email communications in the workplace using the devices and networks provided by the practice.

Purpose and objectives

This policy sets out guidelines for acceptable use of internet and email by the practice team, contractors and other staff of Leichhardt General Practice. Internet and email is provided primarily to assist the team to carry out their duties of employment.

Scope

This internet and email policy applies to the practice team, contractors and other staff of Leichhardt General Practice who access the internet and email on practice owned devices, including, but not limited to desktops in consulting rooms, treatment rooms, tearoom, on the front desk and in the office manager’s room.  It also includes personal phones, laptops, iPads and desktops when logged into the remote desktop.  These devices are all used for staff to perform their everyday tasks.

Use of the internet by the practice team, contractors and other staff is permitted and encouraged where this supports the goals and objectives of Leichhardt General Practice. Access to the internet is a privilege and the practice team, contractors and other staff must adhere to this policy.

Violation of these policies could result in disciplinary and / or legal action up to and including termination of employment or contract and members of the practice team, contractors or other staff being held personally liable for damages caused by any violations of this policy. 

All employees are required to confirm they have understood and agree to abide by this email and internet policy.

Policy content

The practice team, contractors and other staff may use the internet and email access provided by Leichhardt General Practice for:

• any work and work-related purposes.

• limited personal use.

• more extended personal use under specific circumstances (see below).

Limited personal use of email and internet

Limited personal use is permitted where it is:

• infrequent and brief use.

• does not interfere with the duties of the practice team, contractors and other staff.

• does not interfere with the operation of Leichhardt General Practice.

• does not compromise the security of Leichhardt General Practice.

• does not impact on the electronic storage capacity of Leichhardt General Practice.

• does not decrease the general practice network performance of Leichhardt General Practice. E.g., large email attachments can decrease system performance and potentially cause system outages.

• does not incur any additional expense for Leichhardt General Practice.

• does not violate any legislation.

• does not compromise any confidentiality requirements of Leichhardt General Practice.

Examples of what could be considered reasonable personal include:

• conducting a brief online bank transaction.

• paying a bill.

• sending a brief personal email.

Unacceptable internet and email use

The practice team, contractors and other staff may not use internet or email access provided by Leichhardt General Practice to:

• create or exchange messages that are offensive, harassing, obscene or threatening.

• visit web sites containing objectionable (including pornographic) or criminal material.

• exchange any confidential or sensitive information held by Leichhardt General Practice.

• create, store or exchange information in violation of copyright laws.

• use internet-enabled activities such as gambling, gaming, conducting a business or conducting illegal activities.

• create or exchange advertisements, solicitations, chain letters and other unsolicited or bulk email.

• play electronic or online games during work time.

Communication with Patients via Electronic Means

The practice offers patients online access to doctors via a secure internet site HotDoc. This service is designed for patients who require non-urgent medical services such as prescriptions for existing medications, referral requests or online appointments.

Patients are also able to book appointments through HotDoc. 

Patients are advised through Leichhardt General Practice Information Brochure of the:

• services available.

• notification of any costs involved. 

When using the electronic communications facility via HotDoc:

• Patients receive secure SMS appointment reminders by electronic means through our practice management software PracSoft. 

• The use of communication via email is not encouraged, however, if used; there is a single dedicated address which is given to the patients - admin@leichhardtgp.com.au.

• When an email message is sent or received in the course of a person's duties, that message is a business communication and therefore constitutes an official record.

• Any significant electronic contact with patients is recorded in the patient health records.  Before an email containing any medical information is sent to a patient, a patient is asked to email the practice with the following disclaimer, “I understand that email is not encrypted and therefore can be hacked. I give permission for Leichhardt General Practice to email medical information to my email account.”

• Leichhardt General Practice will also use our facsimile facility to send referrals, results, and letters to patients for various reasons such as losing original letters, needing results for specialists’ appointments or medial certificates for employment reasons.

Note: results are only faxed through to a patient if the contents have been discussed previously with a doctor. 

Leichhardt General Practice Website

Leichhardt General Practice has a website to communicate to patient’s important information about Leichhardt General Practice.

It is the responsibility of the Practice Partners, Dr Jessica Stuart-Harris, Dr Dale Wilson and Dr Joanna Lin to update Leichhardt General Practice website on an as-needed basis.

Leichhardt General Practice website can be accessed using the following link: www.leichhardtgp.com.au.

The website is continually monitored to ensure it is kept current and up to date.  It contains the minimum information required on the Leichhardt General Practice information brochure. Any change to Leichhardt General Practice information brochure is also reflected on the website.

The website also offers an enquiry form which is meant for general enquiries about the practice. This form is not to be used for making appointment or request a script or referrals. Users are encouraged to call or use the HotDoc online facility. 

Policy review statement

This policy will be reviewed regularly to ensure it reflects the current processes and procedures of Leichhardt General Practice and current legislation requirements.