Internet and Email Policy

Current as of: March 2022

The Surgery Kincumber recognises the practice team requires access to email and the
Internet to assist in the efficient and safe delivery of healthcare services to our patients.
The Surgery Kincumber supports the right of staff to have access to reasonable personal
use of the internet and email communications in the workplace using the devices and
networks provided by the practice.

Purpose and objectives

This policy sets out guidelines for acceptable use of internet and email by the practice
team, contractors, and other staff of The Surgery Kincumber. Internet and email is
provided primarily to assist the team carry out their duties of employment.

Scope

This internet and email policy applies to the practice team, contractors and other staff of
The Surgery Kincumber who access the internet and email on practice owned devices,
including, but not limited to desk phones, smartphones, laptops, desktop computers and
iPads to perform their work.
Use of the internet by the practice team, contractors and other staff is permitted and
encouraged where this supports the goals and objectives of The Surgery Kincumber.
Access to the internet is a privilege and the practice team, contractors and other staff
must adhere to this policy.
Violation of these policies could result include disciplinary and/or legal action,
termination of employment and liable for damages caused by any violations of this policy.
All employees are required to confirm they have understood and agree to abide by this
email and internet policy by signing the New Staff orientation Checklist at the end of the
induction process.

Policy content

The practice team, contractors and other staff may use the internet and email access
provided by The Surgery Kincumber for:

 any work and work-related purposes
 limited personal use
 more extended personal use under specific circumstances (see below)

Limited personal use of email and internet

Limited personal use is permitted where it:

 infrequent and brief use
 does not interfere with the duties of the practice team, contractors and other staff
 does not interfere with the operation of your general practice
 does not compromise the security of your general practice
 does not impact on your general practice electronic storage capacity
 does not decrease your general practice network performance (eg large email attachments can decrease system performance and potentially cause system outages)
 does not incur any additional expense for your general practice
 does not violate any legislation
 does not compromise any confidentiality requirements of your general practice

Examples could include conducting a brief online bank transaction, paying a bill or
sending a brief personal email, similar to making a brief personal phone call.

Unacceptable internet and email use

The practice team, contractors and other staff may not use internet or email access
provided by The Surgery Kincumber to:

 creating or exchanging messages that are offensive, harassing, obscene or threatening
 visiting websites containing objectionable (including pornographic) or criminal
material
 exchanging any confidential or sensitive information held by your general practice
 creating, storing or exchanging information in violation of copyright laws
 using internet-enabled activities such as gambling, gaming, conducting a
business or conducting illegal activities
 creating or exchanging advertisements, solicitations, chain letters and other
unsolicited or bulk email
 playing electronic or online games in work time.

Policy review statement

This policy will be reviewed regularly to ensure it reflects the current processes and
procedures of The Surgery Kincumber and current legislation requirements.