Practical Tips for Psychologists When Using Electronic Media to Supplement Face to Face Therapy with Patients
Rachael L. Baturin, MPH, JD
Professional Affairs Associate
Rachael L. Baturin, MPH, JD
Professional Affairs Associate
As electronic media is becoming more prevalent among patients, psychologists are starting to incorporate it more and more in their practices. Some psychologists use email and texting as a way to communicate with their patients between face-to-face therapy sessions. As such, psychologists should set up a policy on how they are going to use these means to communicate with their patients and psychologists should communicate this policy to their patients. Here are some practical tips that psychologists should consider when adopting a policy on the use of electronic media with patients:
1. Psychologists should clarify to patients what, if any, kinds of emails they will accept. Generally, emails should be professional in nature and should not get personal. If emails are becoming too lengthy or prolonged you should notify patients to come in or call to discuss the issue.
2. Emails should not be used in emergencies. Patients should be advised to contact psychologists by phone if an emergency arises.
3. Psychologists should advise their patients on headings that they will use in the subject line of the email (ex. billing question, appointment).
4. Psychologists should establish a turnaround time for their response to patients’ emails.
5. Psychologists should inform their patients about privacy issues. Patients should know who besides the psychologist processes emails during normal business hours, during vacations and when the psychologist is out sick.
6. Psychologists should maintain a copy of all messages sent to/from their patients in their records.
7. Psychologists should include a standard block of text to the end of the email message to patients containing the psychologist’s full name, contact information and reminders about security and the importance of alternative forms of communication for emergencies.
8. Psychologists should remember that email has inherent limitations in that the lack of non-verbal cues (facial expression, voice tone) may cause the intent of the communication to fail. For example, an attempt at humor may come off as being sarcastic even though it was not meant to be.
1. Psychologists should clarify to patients what, if any, kinds of emails they will accept. Generally, emails should be professional in nature and should not get personal. If emails are becoming too lengthy or prolonged you should notify patients to come in or call to discuss the issue.
2. Emails should not be used in emergencies. Patients should be advised to contact psychologists by phone if an emergency arises.
3. Psychologists should advise their patients on headings that they will use in the subject line of the email (ex. billing question, appointment).
4. Psychologists should establish a turnaround time for their response to patients’ emails.
5. Psychologists should inform their patients about privacy issues. Patients should know who besides the psychologist processes emails during normal business hours, during vacations and when the psychologist is out sick.
6. Psychologists should maintain a copy of all messages sent to/from their patients in their records.
7. Psychologists should include a standard block of text to the end of the email message to patients containing the psychologist’s full name, contact information and reminders about security and the importance of alternative forms of communication for emergencies.
8. Psychologists should remember that email has inherent limitations in that the lack of non-verbal cues (facial expression, voice tone) may cause the intent of the communication to fail. For example, an attempt at humor may come off as being sarcastic even though it was not meant to be.