COMPUTER & COMMUNICATIONS POLICY

In order to improve efficiency and to better serve our clients, First Choice Chiropractic has made a significant investment in computer hardware and software. Employees should be mindful of the fact that all computer equipment and software is intended to be used exclusively for business purposes. An employee who intentionally or recklessly disregards the Computer & Communications Policy will be subject to disciplinary action (including termination).

  1. Computer Use
  1. Generally
  1. Access. Employees shall not allow any unauthorized person to have access to the information on their computers. Employees shall not use a computer to access office or patient information except for regular job functions.
  1. Unauthorized software or files. Employees shall not use or install any software or files on office computers without prior approval of Dr. Tom or Kim Klapp.
  1. Removal or modification of hardware or software. Employees shall not remove or modify the hardware or software without authorization from Dr. Tom or Kim Klapp.
  1. Confidentiality of passwords. Employees shall not disclose, write down or otherwise make available to anyone their passwords for access to computers, software or data. Employees are responsible for any action performed under their password, so make sure your passwords are not easily guessed.
  1. Business purpose. Employees shall use the office computer hardware and software for exclusively business purposes. Personal use is absolutely disallowed unless on lunch or other break.
  1. System security. Given the sensitive nature of the information collected and maintained by the office; it is vitally important that employees take every step necessary to protect all confidential and proprietary information. Employees shall:
  1. not download any attachments sent by unknown parties, as they may contain viruses that could harm systems (unless advance authorization by Dr. Tom or Kim Klapp has been granted);
  1. not attempt to evade an Internet firewall and/or proxy server by accessing the Internet directly, whether by modem or another service provider, unless the employee has prior approval of Dr. Tom or Kim Klapp;
  1. not modify or change virus protection on computers, and immediately run virus protection programs, when directed to do so by Dr. Tom or Kim Klapp;
  1. immediately report any actual or suspected security violations to Dr. Tom or Kim Klapp.

  1. Duty to Report
  1. Malfunctions. Employees shall immediately report all mechanical or software malfunctions to Dr. Tom or Kim Klapp.
  1. Unauthorized or improper use. Employees shall immediately report any apparent breach of this policy by any employee to Dr. Tom or Kim Klapp.
  1. Copyright protection. The System Administrator has provided your computer with software that enjoys copyright and licensing protection. Employees shall not illegally copy software from office computers or install any software on an office computer without prior authorization of Dr. Tom or Kim Klapp.
  1. No expectation of privacy. First Choice Chiropractic expressly reserves the right to access, review and copy any and all material contained on an office computer, network or drive. Employees have no reasonable expectation of privacy in the contents of their computers, regardless of whether the information contained therein is for business or personal purposes.
  1. Internet Use
  1. Official business purpose. Internet access by employees is expressly limited to office business, although brief personal use (for example, checking a weather-related website for local conditions) will generally be allowed during unpaid breaks. Under no circumstances shall employees visit gaming, gambling or adult-oriented websites using office computers.
  1. Prohibited activities. Users shall not send, display, print or disseminate material that could be construed as harassing, intimidating, threatening, illegal, fraudulent, embarrassing, defamatory, sexually explicit, obscene, confidential or otherwise inappropriate.
  1. Authorized information dissemination. Employees who place information on the Internet should realize that third parties will likely believe that the information has been authorized by First Choice Chiropractic. Employees using office computers should refrain from placing information in the public domain without prior approval of Dr. Tom or Kim Klapp.
  1. Confidential Information. Most of the information collected and used by the office is considered to be of a personal nature and shall not, therefore, be posted on the Internet or shared in any way without prior authorization from Dr. Tom or Kim Klapp.
  1. Virus detection. To protect our computer system from electronic virus infections, employees are required to strictly adhere to the downloading and virus protection policies issued by Dr. Tom or Kim Klapp.
  1. Right to Monitor Activity. First Choice Chiropractic expressly reserves the right to monitor any Internet activity by employees on office computers. While using office computers or the office network, employees have no reasonable expectation of privacy. First Choice Chiropractic reserves the right to monitor what activity the employee is engaging in, what websites are being accessed, and what, if any online services or transactions are conducted.
  1. Sensitive information. Unless directed otherwise, employees should communicate internal business-related matters of a sensitive nature in person, and not through the computer.
  1. Email Use
  1. General use. Employees should be mindful that the primary purpose for the email system is to improve efficiency by making it easier for you to communicate with patients and insurance companies for office matters only. The email system is exclusively intended to be used for business purposes.
  1. Professionalism. Email messages, like all business communications, should be reviewed for accuracy, clarity and spelling errors prior to sending—especially when the message will be sent outside the office. Improper word usage, lack of sentence structure and misspelling may send the reader the wrong message about you and First Choice Chiropractic.
  1. Prohibited practices. Employees shall not use the office email system to:
  1. engage in forgery (or attempted forgery) of email;
  1. send “spam”, jokes, junk mail, unauthorized solicitations, chain letters, or any other unauthorized solicitation to any person.
  1. send any message that could be construed as harassing, intimidating, threatening, illegal, fraudulent, embarrassing, defamatory, sexually explicit, obscene or otherwise inappropriate. This includes any vulgar, profane, insulting or offensive messages such as racial or sexual slurs or innuendos.
  1. send confidential or proprietary information to any person not currently employed by First Choice Chiropractic, without prior approval of Dr. Tom or Kim Klapp.
  1. send any confidential or protected information without the use of a high-level security password.
  1. No expectation of privacy. First Choice Chiropractic expressly reserves the right to monitor, access, and review and copy any and all email messages sent by employees on office computers. Employees have no reasonable expectation of privacy in the contents of their email, regardless of whether the information contained therein is for business or personal purposes.
  1. Sensitive information. Unless directed otherwise, employees should generally communicate internal business-related matters of a sensitive nature in person and not through the computer.
  1. Improperly routed email. If an employee receives email or attachments intended for some other individual or entity, they should contact Dr. Tom or Kim Klapp. Employees should not download software without authorization, open attachments, modify or delete this information without the consent of Dr. Tom or Kim Klapp.
  1. Incoming email. Incoming email from clients, prospective clients, vendors, and other third-parties will be handled in a timely manner. It is your responsibility to re-route emails to the proper party and ensure a response is given in a timely fashion (typically 1 business day).
  1. Carbon Copy all emails. In all email communication with prospective patients, current and inactive clients, and/or must be “cc” on the email.
  1. Social Media, Blogs, Personal Websites, etc.
  1. First Choice Chiropractic respects the rights of employees to use social networking websites and weblogs (such as Facebook, Twitter, MySpace, etc.) as a medium of self-expression on their own time. However, employees must not disclose any information that is confidential or proprietary to First Choice Chiropractic in any discussions or postings that take place in this format. At all times, employees must remain respectful of First Choice Chiropractic and its employees, clients, guests, affiliates, and other chiropractic entities. Unless otherwise protected by law, nothing posted, discussed, or displayed (including text, photographs, videos, website links, etc.) should be perceived as damaging to First Choice Chiropractic’s reputation or in any way defamatory towards its employees, clients, guests, affiliates, and other chiropractic entities.
  1. Employees are warned that creating associations on social media, etc. with patients of First Choice Chiropractic constitutes a HIPAA violation, as patient contact information is protected and may not be used aside from treatment, payment and operational functions of the office.
  1. Employees are cautioned they should have no expectation of privacy while using public pages on the Internet.Such use may become a problem if: it interferes with the employee’s work; is used to harass coworkers, clients, or other individuals; creates a hostile work environment; or harms the goodwill and reputations of First Choice Chiropractic among its clients, employees or the community.
  1. Telephone & Voice Mail Use
  1. General Use. First Choice Chiropractic phones are intended to be used for FCC business. See Personnel Policy for employee telephone policies.
  1. Voice Mail. To serve our clients in a timely fashion, voice mail should be checked at the beginning of each shift.
  1. Access. Employees are not allowed to change voicemail passwords without explicit pre-approval from Dr. Tom Klapp.
  1. No Expectation of Privacy. First Choice Chiropractic expressly reserves the right to monitor, access, review and copy any and all telephone conversations and voice mail messages on the office phone system. Employees have no reasonable expectation of privacy in the contents of their voice mail, regardless of whether the information contained therein is for business or personal purposes.
  1. Inappropriate Use. The telephone and voice mail system shall not be used to transmit vulgar, profane, insulting or offensive messages such as racial or sexual slurs. Prohibited uses of the telephone and voice mail system include, but are not limited to: soliciting outside business ventures, advertising for personal enterprises or soliciting for non-company-related purposes. This policy does not prohibit personal messages of a social nature which do not contain otherwise prohibited content.
  1. Personal Cell Phones. Employees may use their cell phones on breaks and during lunch. Otherwise the cell phone should be stored in purse or with personal belongings. Cell phones are NOT permitted on desks or in desk drawers.

I have read and received a copy of the Computer & Communications Policy of First Choice Chiropractic.

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