SAH Email Policy

1. Purpose

The purpose of this Email Policy is to ensure the proper and secure use of email communication within the general practice. This policy helps to maintain confidentiality, professional standards, and compliance with privacy regulations such as the Privacy Act 1988 and the Australian Privacy Principles (APPs).

2. Scope

This policy applies to all staff, contractors, and other individuals who have access to the practice’s email systems.

3. Acceptable Use

Practice email accounts must be used primarily for work-related purposes.
Personal use should be minimal and must not interfere with work responsibilities.
All communications must be professional, respectful, and in line with practice values.

4. Email Security

Do not open suspicious or unexpected email attachments or links.
Report phishing or suspicious emails to management or IT support.
Do not share passwords or email login credentials.
Use encryption when sending confidential or patient information.

5. Patient Communication

Emails containing patient information must comply with privacy requirements.
Obtain patient consent before communicating clinical information by email.
Use secure messaging or encryption where appropriate.
Document any email communication in the patient’s medical record.

6. Confidentiality and Privacy

Email users must ensure that sensitive or confidential information is not disclosed without authorisation.
Always verify recipient details before sending emails.

7. Monitoring and Access

Email usage may be monitored to ensure compliance with this policy.
Management may access email records in the event of an investigation or audit.

8. Breaches and Disciplinary Action

Any misuse of the email system may result in disciplinary action.
Serious breaches, including confidentiality violations, may lead to termination of employment.

9. Policy Review

This policy will be reviewed annually or when significant changes occur in legislation or practice procedures.

10. Acknowledgement

I acknowledge that I have read and understood this Email Policy. I agree to comply with the policy and understand the consequences of breaching its terms.

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St. Andrews Health

St. Andrews acknowledges the traditional custodians of the land on which the Health Service stands today.

We pay our respect to the past, present and future Traditional Custodians and Elders of this nation and the continuation of cultural, spiritual and educational practices of Aboriginal and Torres Strait Islander peoples.

St. Andrews Health is committed to achieving equality in health status between Aboriginal and Torres Strait Islander peoples and non-indigenous Australians.