Email communication between clients and counselors
and HRS staff is useful, but will only be done if
you consent to it, as there are important privacy/confidentiality
issues that arise. We want you to be aware of these
and agree to them. Click to download
the E-Mail
Consent Form (PDF file), or complete and sign
a form at your next visit.
Following are the most frequently asked questions
about client-therapist e-mail use.
Q. Why must I discuss e-mail ground rules with
my therapist before sending any e-mail?
It is very important that you understand all the
ground rules before any e-mail is exchanged between
you and your therapist. This is for the protection
of both you and your therapist, and must be documented
by a signed consent.
Q. Is my therapist required to use e-mail with
me?
No. Both patient and therapist must agree
to use e-mail. Not everyone is comfortable using
e-mail, and there may be times when a therapist feels
that e-mail is not the best way to communicate with
a patient.
Q. How confidential is e-mail between me and
my therapist?
Within HRS, your e-mail is treated with the same
high level of confidentiality as your other medical
information. However, messages must travel (unencrypted)
over the Internet, and there is a remote possibility
that a message could be intercepted by a third party.
If you use your office e-mail to communicate with
your therapist, it is also possible that your employer
may read your message as part of routine monitoring
of employee e-mail usage.
Q. Why doesn't my therapist use encryption for
e-mail?
Standards for e-mail encryption are still evolving,
and there is no clear consensus about the best method
to use. Until a consensus is reached, most
people will not use encryption for their e-mail.
HRS will continue to monitor progress in this area,
and may choose to use encryption when it is practical
for everyone.
Q. Who at HRS may see my e-mail to my therapist?
Your therapist may choose to share your e-mail with
his/her office staff or with other therapists, in
order to answer your questions or provide the best
possible advice.
Q. When I agree to use e-mail with my therapist,
am I also agreeing to the use of e-mail with other
HRS therapists?
Yes, when you agree to use e-mail with your current
therapist, you also agree to allow any other HRS
therapists who may be involved in your treatment
to use e-mail with you.
Q. How quickly will my therapist reply to my
e-mail?
You should receive a reply within two working days,
unless your therapist is out of the office for a
period of time for vacation or another reason.
Q. Are e-mail messages placed in my medical record?
Yes, the content of each e-mail message to and from
your therapist will become part of your permanent
medical record.
Q. I need to speak with my therapist today. Can
I use e-mail for this?
No, you should NOT use e-mail for urgent communications.
Always use the telephone when you need an answer
right away. Remember, it may take two working
days to receive a reply to your e-mail.
Q. Are there some topics that I should avoid
in e-mail messages?
You should not discuss the following topics via
e-mail: mental health diagnoses (including sexual
assault and domestic violence); sexually transmitted
diseases, HIV/AIDS, alcohol and drug treatment, and
abortion.
Q. May I request prescription refills via e-mail?
No. You should call your prescribing practitioner
at HRS.
Q. May I request an appointment with my therapist
via e-mail?
No. E-mail is not timely enough. To
schedule an appointment, call HRS.
Q. Can I stop using e-mail with my therapist?
Yes, you may stop using e-mail at any time by providing
a written request to your therapist, either on paper
or via e-mail.
Q. To whom should I direct any other questions
about the client/therapist e-mail process?
Please direct any questions to your therapist.
*Throughout,
the phrase “my therapist” should be understood
to also mean “my child’s therapist” if
the client is a minor.
