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POLICY AND PROCEDURE – EMPLOYEE ELECTRONIC SOCIAL NETWORKING
DR. JOHN WARNER HOSPITAL
CLINTON, ILLINOIS 61727
POLICY AND PROCEDURE
TITLE PAGE 1 OF 4
SOCIAL NETWORKING
EMPLOYEE ELECTRONIC
ISSUING DEPARTMENT DATE EFFECTIVE
ADMINISTRATION 09/15/12
PREPARED BY DATE REVISED JULIE KELLY, MEDICAL RECORDS 09/10/12
POLICY #: ADM-2553 ORIGINAL DATE
03/01/10
REVISES AND SUPERSEDES: Employee Electronic Social Networking prepared by Belinda Rittenhouse with an original date of 3/1/10.
PURPOSE:
In light of the possibility that employees’ statements on social networking sites will be associated with Dr. John Warner Hospital as an organization, Dr. John Warner Hospital employees are to observe the following guidelines when identifying themselves as a Dr. John Warner Hospital employee/affiliate or referring to the organization, its programs or activities, its patients, and/or other employees, in a blog, on a Web site, or on any other social networking medium.
POLICY:
In general, Dr. John Warner Hospital views social media sites (e.g., MySpace, Facebook, Twitter, Flickr, etc.), personal Web sites, and blogs positively and understands that its employees use them as a medium of self-expression. However, employees need to understand that their actions captured via images, posts, or comments can reflect on Dr. John Warner Hospital. If an employee chooses to identify himself or herself as an employee of Dr. John Warner Hospital on such Internet venues, some readers of such Web sites or blogs may view the employee as a representative or spokesperson of Dr. John Warner Hospital
Dr. John Warner Hospital may from time to time establish and maintain an organizational presence on popular social media sites and through blogs. This presence will facilitate expanding communication opportunities for patients, employees, and other members of the communities served by Dr. John Warner Hospital. These guidelines are created so that the proper use of these sites will occur to protect the interests of Dr. John Warner Hospital and its employees and patients.
STAFF: All
EQUIPMENT, FORMS & LOCATIONS: N/A
PROCEDURE:
Guidelines for Personal Social Networking:
1. Follow all applicable Dr. John Warner Hospital confidentiality policies. Employees are not to share confidential or proprietary information about Dr. John Warner Hospital and are to maintain patient and employee privacy. This also applies to comments posted on other blogs, forums, and social networking sites. Employees are not to post pictures or any other information that could identify patients directly (name, social security number, etc.) or indirectly (date of birth, diagnosis, etc.) on a Web site without obtaining proper authorized consent and written permission from the hospital CEO.
2. Properly identify yourself. Where an employee’s connection to Dr. John Warner Hospital is apparent, he or she needs to make it clear that he or she is speaking for himself or herself and not on behalf of Dr. John Warner Hospital. It is recommended that the employee include this disclaimer: “The views expressed on this [blog; website] are my own and do not reflect the views of my employer.” Consider adding this language in an “About me” section of the blog or social networking profile. The use of Dr. John Warner Hospital copyrighted logos, trademarks, and intellectual property (which includes those of affiliated organizations) is not allowed without written permission of the CEO and/or their designee.
3. Be careful. Employees need to remember that what they post will be around for a long time, so they need to consider the content of their posting carefully and be cautious in disclosing personal details. Remember you are an employee of Dr. John Warner Hospital and any posts regarding hospital or patient information that could have been learned while on the job, even if received second hand from an external source, could be misinterpreted by the general public. You should not post or respond to any posts regarding any hospital or patient information. Any inappropriate posts brought to the attention of hospital management will be investigated. If an employee is found to violate any policy or procedure in regards to confidential healthcare information the hospital’s policy on disciplinary action will be implemented. See Protected Health Information – General Rules policy.
4. Be respectful. Employees are to be respectful in all communications and blogs related to or referencing the organization, its patients, and/or other employees. Employees are not to use obscenities, profanity, or vulgar, defamatory or threatening language when referencing the organization, its patients, and/or other employees. Employees are not to use blogs or personal Web sites to harass, bully, or intimidate other employees or patients. Behaviors that constitute harassment and bullying include, but are not limited to, comments that are derogatory with respect to age, ancestry, national origin, race, religion, gender, sexual orientation, marital status, color, or disability; sexually suggestive, humiliating, or demeaning comments; and threats to stalk, haze, or physically injure another employee or patient.
5. Do no harm to Dr. John Warner Hospital’s reputation. Employees are not to use blogs or personal Web sites to belittle Dr. John Warner Hospital, its patients, or other employees. If the employee’s blog, posting, or other online activity could negatively impact Dr. John Warner Hospital’s reputation or brand, the employee is not to refer to Dr. John Warner Hospital or identify his or her connection to Dr. John Warner Hospital.
6. Do not interfere with work commitments and job duties. Social media activities should not interfere with work commitments and job duties.
Guidelines for Official Dr. John Warner Hospital Participation:
1. Some Dr. John Warner Hospital employees and staff members may want to engage in internet communication or may be asked to participate on behalf of Dr. John Warner Hospital. Any establishment of external sites representing Dr. John Warner Hospital or social media participation on behalf of Dr. John Warner Hospital is to be pre-approved and coordinated by the CEO. All use of external websites for work-related purposes (such as photo sharing through Flickr.com, video sharing through youtube.com, and blogging through websites or twitter.com) are to be pre-approved by the CEO.
2. Social networking activities on behalf of Dr. John Warner Hospital are to comply with all Dr. John Warner Hospital policies and guidelines.
3. Prior to sharing patient identifying health information or images through social media and blogs, the individual responsible for sharing that information shall obtain a written authorization for the use and disclosure of the information from the patient and/or their legal representative and the written approval of the CEO. All uses and disclosures of patient identifying health information shall be carried out in a manner compliant with applicable patient privacy policies, regulations, and standards.
The absence of or lack of explicit reference to a specific site does not limit the extent of the application of this policy. Where no policy or guideline exists, employees should use their professional judgment and take the most prudent action possible.
Any employee found to be in violation of any portion of this Employee Social Networking policy will be subject to immediate disciplinary action, up to and including termination of employment. Inappropriate disclosure of patient or employee information may also result in civil and criminal penalties for patient/employee privacy breach.
Employees who become aware of violations of this policy are to bring such information to their Administrative Director’s attention. Directors are to bring this information to the attention of the CEO.
Dr. John Warner Hospital will not be responsible for any employee posting on any social media site not approved by the CEO. Employees are responsible for reading, knowing and complying with the Terms of Service of the sites they use. Questions concerning this policy should be brought to the attention of the Director of Human Resources.
DOCUMENTATION: N/A
COPIES SENT TO:
Administration - Original
All Departments
03/01/10 – Original Copy
09/10/12 – Revised
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CEO DATE
INITIAL
AND DATE
REVIEWED _________ ________ ________ ________ ________ ________