Risks of Using E-mail
There are certain risks inherent in e-mail communication including, but not limited to the following:
- Email can be circulated, forwarded and stored in numerous paper and electronic files
- Email can be immediately broadcast worldwide and received by intended and unintended parties;
- Emails can be easily misaddressed;
- Emails are easier to falsify than handwritten or signed documents;
- Backup copies of emails may exist even if deleted by the sender or recipient;
- Employers/online services have a right to archive and inspect e-mails transmitted by their system;
- Emails can be used to introduce viruses into computer systems;
- Emails can be used as evidence in court.
Conditions for the Use of E-mail
The Health Care Provider (Provider) will use reasonable means to protect the security and confidentiality of e-mail information sent and received. However, the Provider cannot guarantee the security and confidentiality of e-mail communications and will not be liable for improper disclosure of confidential information that is not caused by the Provider’s intentional misconduct. Patients who chose to utilize e-mail to contact a Provider agree to the following conditions:
- Email communication will be conducted using only UWM email accounts.
- All emails to and from the patient will be printed out and made part of the patient’s medical record. Because they are part of the medical record, other individuals authorized to access the medical record, such as staff and billing personnel, will have access to those e-mails.
- Provider may forward emails internally to Provider’s staff and agents as necessary. Provider will not, however, forward emails to independent third parties without the patient’s prior written consent, except as authorized or required by law.
- Although the Provider will endeavor to read and respond promptly to an email from the patient, the Provider cannot guarantee that any particular email will be read and responded to within any particular time. Thus, the patient shall not use e-mail for medical emergencies or other time-sensitive matters. (Note that some Student Health and Wellness Center Providers serve in a part-time capacity.)
- If the patient’s email requires or invites a response from the provider and the patient have not received a response within a reasonable amount of time, it is the patient’s responsibility to follow up to determine whether the intended recipient received the email and when the recipient will respond.
- The patient should not use email for communication regarding sensitive medical information such as information regarding sexually transmitted diseases, AIDS/HIV, mental health, developmental disability or substance abuse.
- The Provider will not, in general, use email to communicate laboratory or other test results, nor will give medical advice or other specific medical information using email.
- The patient is responsible for informing the Provider of any types of information, the patient does not want to be sent by email in addition to
the conditions mentioned above. - The patient is responsible for protecting his/her password or other means of access to email. The Provider is not liable for breaches of confidentiality caused by the patient or any third party.
- It is the patient’s responsibility to follow up and or schedule an appointment if warranted.
Instructions
To communicate by email, the patient shall:
- Use only their UWM email account;
- Inform the Provider of the email address;
- Include the patient’s name in the body of the e-mail;
- Include the category of the communication in the e-mail’s subject line for routing purposes (e.g. billing, question, etc.);
- Review the email to make sure it is clear and that all relevant information is provided before sending it to the Provider;
- Confirm receipt of the email to the Provider;
- Take precautions to preserve the confidentiality of emails, such as using screen savers and safeguarding his/her computer password;
- Withdraw consent only by email or written communication to the Provider.