Email Policy for Communicating Personal Health Information 

Last updated June 2, 2025 

1. Purpose

This policy outlines how our clinic uses email to communicate with patients and the safeguards in place to protect your personal health information (PHI). It also allows you to provide informed consent for such communication.

2. Risks of Using Email

While email is convenient and widely used, it comes with privacy and security risks, including:
- Misdirected emails (e.g., wrong recipient due to address errors)
- Unauthorized access if your email is not password protected
- Forwarding without your consent
- Hacking or interception by third parties
- Access via shared or insecure devices

3. When We Use Email

Whenever possible, we will use encrypted email to protect your personal health information. However, we may use unencrypted email when encryption is not possible. The following email communications may be sent either to you or to another health care provider involved in your care:
- Scheduling or confirming appointments
- Providing general health information (e.g., educational brochures, reminders)
- Answering non-urgent follow-up questions
- Communicating diagnoses or treatment plans
- Sending test results or referrals
- Sending sensitive or detailed clinical information (including but not limited to name, contact information, date of birth, health card number, ocular history, ocular examination results, diagnostic images)

4. Safeguards We Use

Our clinic uses:
- Encrypted email services where feasible
- Professional (not personal) email accounts
- Staff training on privacy and secure email practices
- Regular verification of email addresses

We also recommend that you:
- Use a password-protected email account that only you can access
- Notify us of any changes to your email address
- Avoid using public/shared devices to access our emails

5. Your Consent

You can withdraw your consent at any time by contacting our office.

Questions?

If you have any questions about this policy or your privacy rights, please speak with our staff or contact our office at:
Phone: 519-885-2020
Email: info@insight-eyecare.ca