Internet, Email, and Phone Use

Electronic communication

At GPDocs Model Practice electronic communication is used primarily for clinical support and practice business. It must meet our legal obligations for patient confidentiality and privacy and the practice's expectations for respect and courtesy.

See MCNZ: Statement on use of the internet and electronic communication

Internet

We should all use the internet responsibly and try to keep the practice's IT systems safe and virus-free. Internet use is generally limited to activities that support patient care. Staff need permission from the practice manager for personal use.

Do not transfer patient information from the practice network onto electronic data storage devices (such as CDs and USB flash drives), unless the practice manager gives their permission.

Email

Staff are expected to respond to practice emails promptly, and to observe good email practice. When communicating with patients, use ManageMyHealth instead of email if possible, so that the message is automatically captured. Do not assume that receiving an email from a patient means they consent to receiving future information by email.

Emails sent and received on work email accounts are the property of GPDocs Model Practice. Any communications sent or received on a work email account are not private and practice management is entitled to view or access these at any time.

Mobile Phones and other personal devices

Consider your environment and use good judgement to ensure that what you are doing has a minimal impact on practice work, other staff, and patients.

• Personal use of mobile phones should be kept to a minimum, for important or urgent communications only.
• Only use a mobile phone at reception or other public area of the practice if it is for on-call purposes.
• Ideally, keep personal mobile phones away from work areas and on 'silent' for calls, texts and other notifications, to avoid distractions.
• Use break areas and break times to use personal phones or other devices.
• Use headphones when listening to music or other audio content, and only do so away from patient areas.

We use the practice mobile phone to text details of appointments and test result summaries, but it may not be the best way to communicate more in-depth information to patients.

Social media

Staff should follow the practice guidelines and be careful not to blur the boundaries between personal and professional use. Social media posts can have a much wider audience than initially intended and could be viewed without your permission.

Inappropriate use of electronic communication may be considered serious misconduct and could result in disciplinary action.