PHYSICIAN-PATIENT EMAIL COMMUNICATION DISCLAIMER

Riverside Cardiology is now offering patients the opportunity to communicate by E-mail. E-mailing patient information includes several risks of which you should be aware. Electronic communications offer many benefits but require safeguards that differ from other forms of communication, such as paper documents, telephone and fax. Our office staff and physicians use reasonable means to protect the security and confidentiality of email information sent and received. However, because of the risks identified below, we cannot guarantee the security and confidentiality of email communication. Please take a few minutes to familiarize yourself with our email policy, designed to ensure your privacy while improving your health care experience.

• NON-urgent issues ONLY and may not be responded to for up to 72 business hours.
• Booking NON-urgent appointments, confirming appointments, appointment reminders.
• Send reminders about required tests or requisitions for further tests that may be necessary or to inform you of certain results (NON-URGENT results)
• Prescription renewals if appropriate and at the discretion of the physician
• Send you patient education materials or resources

Email should never be used for emergency problems. In the event of an emergency, call 911 or go to the nearest Hospital Emergency Room.

Email should never be used for urgent problems. In these cases, the patient should call our office at 416-766-1162 or go to an Emergency Room.

Email should be concise. If the patient has a problem that is too complex or sensitive to discuss via email, the patient should make an appointment by calling our office at 416-766-1162.

• Employers and online services may have a legal right to inspect and keep emails that pass through their system.
• Email is easier to falsify than handwritten or signed hard copies. In addition, it is impossible to verify the identity of the sender, or to ensure that only the recipient can read the email once it has been sent.
• Emails can introduce viruses into a computer system, and potentially damage or disrupt the computer.
• Email can be forwarded, intercepted, circulated, stored or even changed without the knowledge or permission of the physician or the patient.
• Email senders can easily misaddress an email, resulting in it being sent to many unintended and unknown recipients.
• Email is indelible. Even after the sender and recipient have deleted their copies of the email, back-up copies may exist on a computer or in cyberspace.
• Use of email to discuss sensitive information can increase the risk of such information being disclosed to third parties.
• Email can be used as evidence in court.

1. PATIENT OBLIGATIONS WHEN CONSENTING TO EMAIL

• The patient shall not use email for medical emergencies, urgent problems or other time-sensitive matters.
• If the patient’s email requires or invites a response from the staff or physicians, and the patient has not received a response within a reasonable time period, it is the patient’s responsibility to follow up to determine whether the intended recipient received the email and when the recipient will respond.
• All emails to or from the patient concerning diagnosis or treatment will be imported into and made part of the patient’s electronic medical record. Because they are part of the medical record, other individuals authorized to access the medical record, such as secretarial staff, nurses and billing personnel, will have access to those emails.
• Medical staff may forward emails internally to members of the Physician’s staff if necessary, for diagnosis, treatment, reimbursement, and other handling. Staff will not, however, forward emails to independent third parties without the patient’s prior written consent, except as authorized or required by law.
• The patient should not use email for communication regarding sensitive medical information, such as information regarding sexually transmitted diseases, AIDS/HIV, mental health, developmental disability, or substance abuse.
• The patient is responsible for informing Provider of any type of information the patient does not want to be sent by email, in addition to those set out above.

• The physician will use reasonable means to protect the security and confidentiality of email information sent and received. However, because of the risks outlined above, the physician cannot guarantee the security and confidentiality of email communication and will not be liable for improper disclosure of confidential information that is not the direct result of the intentional misconduct of the physician. Thus, patients must consent to the use of email for patient information. Consent to the use of email includes an agreement with the following conditions:
• Emails to or from the patient concerning diagnosis or treatment may be printed in full and made part of the patient’s medical record. Because they are part of the medical record, other individuals authorized to access the medical record, such as staff and billing personnel, will have access to those emails.
• The physician may forward emails internally to the physician’s staff and to those involved, as necessary, for diagnosis, treatment, reimbursement, health care operations, and other handling. The physician will not, however, forward emails to independent third parties without the patient’s prior written consent, except as authorized or required by law.
• Although the physician will endeavor to read and respond promptly to an email from the patient, the physician cannot guarantee that any email will be read and responded to within any particular period of time. Thus, the patient should not use email for medical emergencies or other time-sensitive matters.
• Email communication is not an appropriate substitute for clinical examinations. The patient is responsible for following up on the physician’s email and for scheduling appointments where warranted.
• If the patient’s email requires or invites a response from the physician and the patient has not received a response within a reasonable time period, it is the patient’s responsibility to follow up to determine whether the intended recipient received the email and when the recipient will respond.
• The patient should not use email for communication regarding sensitive medical information, such as sexually transmitted disease, AIDS/HIV, mental health, developmental disability, or substance abuse. Similarly, the physician will not discuss such matters over email.
• The patient is responsible for informing the physician of any type of information the patient does not want to be sent by email, in addition to those set out in the bullet above.
• The physician is not responsible for information loss due to technical failures.

• Limit or avoid using an employer’s computer.
• Inform the physician of any changes in the patient’s email address.
• Include in the email: the category of the communication in the email’s subject line, for routing purposes (e.g., ‘prescription renewal’); and the name of the patient in the body of the email.
• Review the email to make sure it is clear and that all relevant information is provided before sending it to the physician.
• Inform the physician that the patient received the email.
• Take precautions to preserve the confidentiality of emails, such as using screen savers and safeguarding computer passwords.
• Withdraw consent only by email or written communication to the physician.
• Should the patient require immediate assistance, or if the patient’s condition appears serious or rapidly worsens, the patient should not rely on email. Rather, the patient should call the physician’s office for a consultation or an appointment, visit the physician’s office, or take other measures as appropriate (such as going to the nearest emergency department.

I acknowledge that I have read and fully understand the Physician-Patient Email Communication consent form. I understand the risks associated with the communication of email between the Physician and me, and consent to the conditions outline herein, as well as any other instructions that the Physician may impose to communicate with patients by email. I acknowledge the Physician’s right to, upon the provision of written notice, withdraw the option of communicating through email. All email communication will become a permanent part of your electronic medical record at our office. Any questions I may have had were answered.