Email Communications 

Information for You

The information below provides details about the risks of email, guidelines for email communication and how we will use email communication.

Benefits

There are a number of advantages to contacting patients via email: Quick and easy communication without delays. Reduces possibility of loss of communication through an incorrect postal address.

Risks

Communication by email has a number of risks which include, but are not limited to, the following: Email can be circulated, forwarded and stored in paper and electronic files. Backup copies of email may exist even after the sender or the recipient has deleted his/her copy. Email can be received by unintended recipients. Email can be intercepted, altered, forwarded or used without authorisation or detection. Email senders can easily type in the wrong email address. Email can be used to introduce viruses into computer systems.

How we will use email

We will limit email correspondence to patients who are adults 18 years or older, or the legal representatives / carers of patients.

We will use email to communicate with you only about non-sensitive and non-urgent issues such as: Recall screening for patients with long-term conditions, Appointment scheduling, General non-urgent correspondence. All emails to you will be made a part of your medical record. You will have the same right of access to such emails as you do to the remainder of your medical file.

Your email messages may be forwarded to another office staff member as necessary for appropriate handling.

We will not disclose your email address to anyone outside the practice.

Email communication is not intended to be used as a form of two-way communication. It is solely for the purpose of sending you electronic correspondence.

Please do not reply to any emails, always contact the practice by telephone or face-to-face.

In a medical emergency, please do not use email. Call the emergency services. Also, do not use email for urgent problems. If you have an urgent problem please call the practice.

Guidelines for email communication

We will include the general topic of the message in the "subject" line of your email. For example, "prescription," or "appointment".

You will be expected to send us an email confirming receipt of our message after you have received and read an email message from us (failure to acknowledge emails by ignoring a request for a read receipt may prevent us from sending any further emails).

Take precautions to protect the confidentiality of email, such as safeguarding your computer password and using screen savers.

Inform us of changes in your email address.

Please be aware that if you share your email address with another recipient the information we send to you may be viewed by them. We will not be responsible for breach of information. It is your responsibility to ensure your email address and password is confidential and personal to you.