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Office Policy & Procedures Manual

Thanks to Marcel Lavanchy Vintage View Medical



 I               PURPOSE


A.              To better serve our patients and provide our employees with the best tools to do their jobs, the Clinic makes available to our workforce access to one or more forms of  electronic media and services, including computers, e-mail, telephones, voicemail, fax machine, TV cable access, online services, OSCAR Electronic Medical Records and its communication  system and Internet access.


B.              The Clinic  encourages the use of these media and associated services  because they can make communication more efficient and effective and because they are  valuable sources of information about health care resources in our community, suppliers,  customers, technology, and new products and services. However, all employees should  remember that electronic media and services provided by the company are company property and their purpose is to facilitate and support company business. All computer users have the  responsibility to use these resources in a professional, ethical, and lawful manner and to maintain the confidentiality, integrity and availability of its information.


C.              To ensure that all employees are responsible, the following guidelines have been established for  using e-mail, the Internet and electronic data handling. No policy can lay down rules to cover every possible situation. Instead, it is designed to express our clinics philosophy and set forth general principles when using electronic media and services.


D.              The Clinic assigns the utmost importance to preserving our patients medical and personal information safeguarding to the greatest levels of safety possible and wants to minimize the possibility of remote hacking of our networks, remote inappropriate access,  unwanted virus compromise of our networks, our patient information and our ability to conduct our professional business. All employees must exercise judgment to avoid introducing malicious codes such as computer viruses, worms, Trojan horses, e-mail bombs, spy-ware, ad-ware and key-loggers or otherwise slow down the speed of access of network information.



              Electronic media cannot be used for knowingly transmitting, retrieving, or storing any  communication that is:

  1. Discriminatory or harassing;
  2. Derogatory to any individual or group;
  3. Obscene, sexually explicit or pornographic;
  4. Defamatory or threatening;
  5. In violation of any license governing the use of software; or
  6. Engaged in for any purpose that is illegal or contrary to VINTAGE VIEW MEDICAL policy or business interests.
  7. Internet use for non business purposes including participation in Internet Social Network sites such as Facebook,  Gaming or other recreational websites.


III              PERSONAL USE

A.              The computers, electronic media and services provided by the Clinic are  primarily for business use to assist employees in the performance of their jobs.


B.              Limited, occasional, or incidental use of phones for personal, non business purposes is understandable and acceptable especially in urgent or emergency situations, and all such use should be done in a manner that does not negatively affect the systems' use for their business purposes. However, employees are expected to demonstrate a sense of responsibility and not abuse this privilege.




A.               Generally, electronic information created and/or communicated by an employee using e-mail,               word processing, utility programs, spreadsheets, voicemail, telephones, Internet and bulletin board system access, and similar electronic media is not routinely reviewed by the company.   However, the following conditions should be noted:

                  The Clinic does gather logs for most electronic activities or monitor employee communications directly by way of phone company logs, fax logs, telephone numbers dialed, Internet browser history of sites accessed and OSCAR EMR communication  Security Log system of all employees activity relating to patient care or otherwise. In doing so, the Clinic will consider cost, resource allocation, technical issues and for the detecting patterns of use that indicate employees are violating company policies or engaging  in illegal activity.  No employee will erase or destroy any logs of phone, fax, email that prevents the Clinic from exercising the full extent of this policy.


B.              The Clinic reserves the right, at its discretion, to review any employee's  electronic files stores in company hardware and messages to the extent necessary to ensure electronic media and services, hardware and software are being used in compliance with the  law, this policy and other company policies.


C.              Employees should not assume electronic communications are completely private. Accordingly,               if they have sensitive information to transmit, they should use other means.



V              SOFTWARE

              To prevent computer viruses from being transmitted through the company's computer system,               potential hacking of OSCAR server and workstations containing confidential patient  information; unauthorized downloading of any unauthorized software is strictly prohibited. Including, but not limited to INSTANT MESSAGING, MUSIC FILES, VIDEO AND PHOTOGRAPHIC material or remote control programs unless clearly necessary for the  business functioning of the clinic business. Only software registered and/or approved through the Clinic may be downloaded. Employees should contact your employer, if they have any questions.



A.              Employees must respect the confidentiality of other individuals' electronic communications.               Except in cases in which explicit authorization has been granted by company management,  employees are prohibited from engaging in, or attempting to engage in:

  1. Monitoring or intercepting the files or electronic communications of other employees or third parties;
  2. Hacking or obtaining access to systems or accounts they are not authorized to use;
  3. Using other people's log-ins or passwords; and
  4. Breaching, testing, or monitoring computer or network security measures.


B.              No e-mail or other electronic communications can be sent that attempt to hide the identity of the               sender or represent the sender as someone else.


C.               Electronic media and services should not be used in a manner that is likely to cause network               congestion or significantly hamper the ability of other people to access and use the system.



A.              Employees should remember that any messages or information sent on company-provided               facilities to one or more individuals via an electronic network—for example, Internet mailing  lists, bulletin boards, and online services—are statements identifiable and attributable to the Clinic.   At this time the participation is permitted and encouraged in OSCAR usergroup listserv, OSCAR_MOA_usergroup listserv.  Future online forums participation must be approved by the employer.


B.              The Clinic recognizes that participation in some forums might be important  to the performance of an employee's job. For instance, an employee might find the answer to a  technical problem by consulting members of a news group devoted to the technical area.




A              As an employee of the Clinic you have been provided with a login and  personal password. Keep all passwords secured and do not share account or password  information with  family, friends or co-workers. You are responsible for the integrity of the data,  patient confidential information, and security logs generated from your activity within OSCAR   EMR. Providing access to another individual, either deliberately or thorough failure to secure its access, it is a violation of this policy.


B              Your access to OSCAR EMR is your electronic signature! Should you feel that your password or account information has been compromised please arrange your employer to obtain a new password. We encouraged all employees to change/update passwords regularly for added protection.


 IX              VIOLATIONS

              Any employee who abuses the privilege of their access to e-mail or the Internet in violation of this policy will be subject to corrective action, including possible termination of employment,  legal action, and criminal liability.




              I_______________________________ have read, understand, and agree to comply with the               foregoing policies, rules, and conditions governing the use of the the Clinic's  computer and telecommunications equipment and services. I understand that I have no expectation of privacy when I use any of the telecommunication equipment or services. I am aware that violations of this guideline on appropriate use of the e-mail and Internet systems may subject me to disciplinary action, including termination from employment, legal action and criminal liability. I further understand that my use of the e-mail and Internet may reflect on the  image of the Clinic to our patients, customers, competitors and suppliers and  that I have responsibility to maintain a positive representation of the company. Furthermore, I  understand that this policy can be amended at any time.


              Dated: ______________.


              [Signature of employee]_________________________________

              [Printed name of employee]_______________________________


              For the Clinic _______________________________

              Printed name of employer________________________________

 Confidentiality agreement

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