Internet and email use

Standards indicator

C6.4F Our practice has a policy about the use of email.

C6.4G Our practice has a policy about the use of social media.

You must maintain a social media and email policy.

Create a policy: Internet and email use

Your policy should clearly define and describe the management and reasonable work-related use of internet and email by practice team members.

Your policy should cover:

• reasonable private use of internet and email by practice team members during business hours
• how email may or may not be used to communicate with patients
• how your practice handles requests to communicate via unencrypted email
• how downloaded files are scanned for viruses
• details of any internet sites or specific content that cannot be accessed
• internet browser security setting requirements
• access to social networking websites such as Facebook and Twitter.

Tips for safe email use

• If you rely on information in your emails, make sure these emails are backed up with the rest of your data.
• Do not download or open any email attachments when the sender is unknown.
• Email use that breaches ethical behaviours and/or violates copyright is prohibited.
• Do not send or forward unsolicited email messages, including the sending of ‘junk mail’ or other advertising material (email spam).
• Do not reply to spam mail and never try to unsubscribe from spam sites.
• Remain vigilant: do not provide confidential information in response to an email (especially by return email), no matter how credible the sender’s email seems (e.g. apparent emails from your bank).
•  Use a spam filtering program.​