01 Sep Electronic Communications Policy for Johann Krynauw Clinical Psychology Practice

Posted at 23:42h in News by

Electronic Communications Policy for Johann Krynauw Clinical Psychology Practice

In today’s world, electronic communication is omnipresent and vital, particularly in professional environments. While it can greatly enhance interactions between doctors and patients, it is crucial for all participants to recognize the potential risks associated with these tools. Therefore, we have established a fundamental electronic communications policy. Although it is not all-encompassing, it aims to offer essential guidelines for the use of electronic communications within our practice.

What types of communication are we addressing?

This policy covers all forms of interaction between therapists/doctors and patients/clients that occur through means other than in-person conversations, utilizing any electronic communication method. This includes, but is not limited to, telephone calls, faxes, messaging applications like WhatsApp, emails, SMS, and more.

Why is this significant?

Healthcare professionals, including doctors and therapists, have an obligation to safeguard patient confidentiality in accordance with legal requirements. If you wish to delve deeper into the legal details surrounding this issue, we encourage you to review the POPI legislation (Protection of Private Information Act). It can be found at the following link: http://www.gov.za/documents/protection-personal-information-act

What are the potential risks associated with electronic communication?

While we make every effort to protect patient confidentiality at all times, it’s important to recognize that communication through electronic means is not always secure, and complete privacy cannot be guaranteed.

The recipient might find it challenging to verify the identity of the individual sending the message.

Electronic communications can be compromised by viruses or may be corrupted or altered during transmission.

Messages are prone to misreading or misunderstanding, particularly when using brief-message platforms like WhatsApp or SMS.

There is a risk that electronic messages could be intercepted and shared without the sender’s permission by unauthorized parties.

Utilizing electronic communication can lead to potential fraud and breaches of confidentiality.

If you use a work email address for sending or receiving emails, your employer is entitled to monitor and review your correspondence.

Furthermore, electronic communications might be admissible as evidence in legal proceedings

While these are some of the potential risks, there may be additional ones you should be aware of. It’s crucial to evaluate these risks thoroughly before using electronic messaging

Who can access my electronic communications?

The accessibility of your communications depends on the recipient and the email address you choose to use. If you send a message to your doctor or therapist’s private email, there is a higher likelihood of it being kept confidential compared to sending it to our practice’s general email addresses, such as info@johannkrynauw.co.za. Therefore, it is essential to ensure that you are using the correct address. If your message is sent to any of the practice’s email addresses, there is a greater risk to confidentiality. Please take this into serious consideration.

How are these messages handled?

Typically, doctors and therapists receive their emails and other communications throughout the day, which is a period during which they are often busy seeing patients or clients. As a result, they have very limited time available to check these messages, if they have the opportunity at all. When you send a message to the practice’s main addresses (such as info or reception), it will be directed to the appropriate individual.

Doctors and therapists value the time they dedicate to their patients or clients, which is why electronic devices are generally turned off or set to silent mode during sessions. If you need to reach the practice urgently, please use email, or WhatsApp, or call directly using Tel:  0662136887. Please be patient for responding back and allow 2/3 days maximum.

Who will respond?

If you require a reply from a particular individual, please ensure your message is directed to the appropriate person. You may also choose to explicitly request a response from a specific individual.

When should a reply be anticipated?

It is advisable to allow several business days for responses to electronic communications. Keep in mind that emails can be delayed and may only be received by the recipient long after they were sent. Additionally, most doctors and therapists allocate specific times in their schedules to handle administrative tasks, which can result in further delays. Therefore, do not expect a response on the same day.

What is the purpose of electronic communication?

There are various possible applications; however, it is mostly utilized for administrative tasks and brief inquiries related to treatment. It is particularly well-suited for non-urgent issues.

What should electronic communication be avoided for?

Urgent messages, crises, or sensitive matters that you prefer not to have documented in your file or on the server should NOT be communicated electronically.

Appointment Scheduling Notice

We offer appointment scheduling through WhatsApp, email, or phone calls. When calling, please allow enough time for the phone to ring so that you can leave a voicemail. This will enable us to return your call and respond accordingly.

Contact Information:

 

URGENT IMPORTANT NOTICE:

Communication via these channels is strictly for appointment scheduling and confirmation purposes only. All other matters will be addressed during your therapeutic consultation time.

Why Face-to-Face Consultations are Essential for Complex Discussions

Electronic communication, such as email or messaging, should not be used for lengthy discussions or to address complicated questions. These platforms are not designed to replace in-person consultations. If your message extends beyond a few sentences, it is more appropriate to schedule an appointment with your doctor or therapist to discuss your concerns directly.

Moreover, doctors and therapists may not be able to respond to multiple messages or emails from the same individual in a single day. It is important to remember that electronic communication can never replace the depth and effectiveness of a face-to-face consultation.

SMS Appointment Reminders

Automatic appointment reminders via SMS can occur. We will send you a text message reminding you of your next appointment.

However, we understand that some patients may find this intrusive or have concerns regarding privacy or confidentiality. If you do not wish to receive SMS reminders, please inform our staff.

Please note that these SMS reminders are provided as a courtesy; it is ultimately your responsibility to remember and attend your appointments.

Additionally, please be aware that, that the sms reminders number is automated generated and not a contactable number.