Email Communication Terms and Conditions:
Sunbeam offers clients the opportunity to communicate by email with providers and Sunbeam staff regarding their (or child’s) services. Transmitting this information poses several risks and clients should not agree to communicate via email without understanding and accepting these risks.
The risks include, but are not limited to, the following:
• The privacy and security of email communication cannot be guaranteed.
• Email senders can misaddress, resulting in it being sent to many unintended recipients.
• Employers/online services may have a legal right to inspect and keep emails that pass through their system.
• Even after deletion of the email, back‐up copies may exist on a computer.
• Email is easier to falsify than signed hard copies. In addition, it is impossible to verify the true identity of the sender, or to ensure that only the recipient can read the email.
• Emails can introduce viruses, generally damage, or disrupt the computer.
• Email communications may disclosed upon valid court orders.
Conditions of Using Email
Sunbeam will use reasonable means to protect the security and confidentiality of email information sent and received, however, Sunbeam cannot guarantee the security of email communication. Thus, clients must consent to the use of email for client information, billing, and communication. Consent to use email includes agreement with the following conditions:
• Emails to or from the client concerning treatment may be printed in full and made part of the client’s medical record. As part of the medical record, authorized individuals will have access the medical record/email (e.g. billing staff).
• Sunbeam may forward emails internally to those involved, as necessary, for healthcare operations and other handling. Our therapists will not forward emails to independent third parties without the client’s prior written consent, except as authorized or required by law.
• Although Sunbeam will endeavor to read and respond promptly to all emails from clients, it is not guarantee that any particular email will be read and responded to within any particular period of time.
• Clients should not use email for emergencies or other time‐ sensitive matters.
• If a client’s email invites a response from the therapist and a response is not received within a reasonable time period, it is the client’s responsibility to follow up.
• Changes to appointment times should be communicated by phone to the number provided to clients.
• Sunbeam is not responsible for information loss due to technical failures associated with the patient’s email software or internet service provider.
Client acknowledgment and agreement
I acknowledge that I have read and fully understand this consent form. I understand the risks associated with the communication of email between the Sunbeam and me, and consent to the conditions outlined herein, as well as any other instructions that Sunbeam may impose to communicate with clients by email. I acknowledge Sunbeam’s right to, upon the provision of written notice, withdraw the option of communicating through email. Any questions I may have had were answered at this time.