We are closed on Tuesdays from 1-2 pm for staff training

Internet & Email Usage Policy

All staff within the practice are to assist in mitigating security risks. This includes being aware of the risks associated with email and internet usage.

All staff are to use the internet, email and secure messaging in a manner which meet our privacy obligations and are to use such resources in a respectful and professional manner. 

 

Procedure

To avoid unnecessary risk to information systems, the following applies: 

Internet usage

Acceptable Uses:
  • Internet use is for business, clinical and research purposes only
  • All downloads accessed from the internet must be scanned for viruses
  • All sites accessed must comply with legal and ethical standards
  • Web browser security settings are not to be changed without authorisation

This practice uses antivirus, anti-malware and anti-spyware which are centrally installed and managed and locally deployed.

Unacceptable Uses:
  • Forwarding chain emails and viruses
  • Transmitting copyrighted materials without permission
  • Visiting websites with obscene or objectionable content
  • Transmitting any offensive, harassing or fraudulent messages or conducting personal business.

This practice uses antivirus, anti-malware and anti-spyware which are centrally installed and managed and locally deployed.

Any executable files downloaded from the internet or by email (e.g. software patches or any files with an .exe, .bat or .com extension) are scanned for viruses following download.

As information from the internet can be outdated, incorrect or misleading, any information obtained from the internet is verified for accuracy with other information sources before being used.

Confidential information is not sent over the internet unless encrypted.

 

Email usage

Communication with patients via electronic means (e.g. email) is conducted with appropriate regard to the privacy and confidentiality of the patient’s health information. 

Our practice uses the following confidentiality and privilege notice on outgoing emails that are affiliated with the practice:

“This correspondence is for the named person’s use only. It may contain confidential or legally privileged information or both. Confidentiality or privilege is not waived or lost by any transmissions failures. If you receive this e-mail in error, please immediately delete it from your system and notify the sender. You must not disclose, copy or rely on any part of this e-mail if you are not the intended recipient. Any opinions expressed in this message are those of the individual sender, except where the sender expressly, and with authority, states them to be the opinions of Condamine Medical and or associated entities. Condamine Medical has implemented anti-virus software, and whilst all care is taken, it is the recipient’s responsibility to ensure that any e-mail and or attachments are scanned for viruses prior to use.”

 

Best practice when using email:

  • Do not open unexpected email even from people known to you as this might have been spread by a virus.
  • Use an antivirus mail filter to screen email before downloading.
  • Do not use the ‘preview pane’ in your email program as this automatically opens your email when you click on the header.
  • Save attachments and check for viruses before opening or executing them (note this does not relate to the clinical secure messaging but to attachments received through email and websites).
  • Do not run programs directly from websites. If files are downloaded, check for viruses first.
  • 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 use email for broadcast messages on personal, political or non-business matters.
  • Practice staff are never to send emails that might be construed as offensive or constitute as any form of harassment. 

Emails and internet usage will be monitored by the Practice Manager including discretion to blacklist certain sites such as personal email or social media sites.

All practice staff, medical practitioners and allied health professionals working within the practice and using the practice’s technology resources are required to sign an Internet and Email Usage Policy as part of their Contract of Employment.

 

Useful Resources: