BF-11 Computers, Software, Internet, Telephones, Etc

Clinicare Corp utilizes electronic and computerized technology to assist in attaining the mission of improving the well-being of the youth in our care.  This is accomplished through information sharing, information tracking, and also through documentation in the electronic health record.  Clinicare monitors the effectiveness of current technology and information systems, as well as assessing needs in these areas.  Short-term and long-term goals for utilizing technology are set and monitored.  The technical skills of staff utilizing information technology are assessed and training is provided, when needed.  These goals are regularly monitored.


Clinicare Corp utilizes electronic and computerized equipment and software as tools for employees to most efficiently and effectively complete job duties and to facilitate communication.  Staff have the responsibility to use these tools efficiently, legally, and for their intended purposes.  Risks of misuse of such technology could include violation of client privacy, as well as ineffective communication, if technology is not utilized correctly.  This Electronic Media policy includes (but is not limited to) usage of computer hardware and software, access to the Internet, hand-held communication devices, land telephones, voice mail systems, wireless devices, electronic storage devices, etc.  All employees are required to read, understand, and sign this policy statement.  The original will be placed in each staff member’s personnel file.


Internet Access

Many Clinicare employees have access to the Internet as part of their jobs.  Although the Internet is a valuable tool, it also has strong opportunity for misuse, whether intentional or unintentional.  In order to ensure compliance with the copyright law, and protect against the threat of viruses or hacking into the Clinicare Corp server, the following rules are necessary:


  1. Internet access is limited to official business.  Employees are authorized to access the Internet ONLY for company-related business.  Any unauthorized, illegal, or illicit usage of the Internet may result in immediate termination of employment.


  1. Employees using Clinicare Corp’s access to the Internet are acting as representatives of Clinicare Corp.  As such, employees should act accordingly so as not to damage Clinicare’s reputation.  BE RESPONSIBLE in using your access to the Internet.


  1. The introduction of viruses or malicious tampering with any computer system is expressly prohibited.
    1. Files downloaded from the Internet must be scanned with virus detection software before installation or execution.
    2. All appropriate precautions should be taken to detect for a virus and, if necessary, to prevent its spread.
    3. Notify the Executive Director if you have any problems.  Unless otherwise noted, all software on the Internet should be considered copyrighted work.
    4. Employees are prohibited from downloading software and/or modifying any such files without permission from the copyright holder.  Any copyright infringing activity by an employee could possibly result in liability for Clinicare Corp; therefore, Clinicare Corp retains the right to hold an employee liable for his/her actions.


  1. Employees shall not place company material (data, reports, copyrighted software, internal correspondence, etc.) on any publicly accessible Internet computer without prior permission.


  1. We reserve the right to inspect an employee's computer system for violations of this policy. 


Software Usage

It is the policy of Clinicare Corp to respect all computer software copyrights and to adhere to the terms of all software licenses to which Clinicare Corp is a party.

  1. Use of Licensed Software
    1. Clinicare Corp users may not duplicate any licensed software or related documentation for use on Clinicare Corp premises elsewhere unless Clinicare Corp is expressly authorized to do so by agreement with the licenser.
    2. Unauthorized duplication of software may subject users and/or Clinicare Corp to both civil and criminal penalties under the United States Copyright Act.


  1. Software Acquisition and Installation
    1. All software acquired by Clinicare Corp must be purchased through the Executive Director according to established procedures.
    2. Software may NOT be purchased through user corporate credit cards, petty cash, and travel or entertainment budgets.
    3. Software acquisition channels are restricted to ensure that Clinicare Corp has a complete record of all software that has been purchased for Clinicare Corp computers and can register, support, and upgrade such software accordingly.
    4. All software MUST be delivered to the Executive Director so he/she can complete registration and inventory requirements, provide for proper installation.


  1. Home Computers
    1. Clinicare Corp’s computers are organization-owned assets and must be kept both software-legal and virus-free.
    2. Only software purchased through the procedures outlined above may be used on Clinicare Corp’s computers.
    3. Users are not permitted to bring software from home and load it onto Clinicare Corp’s computers.
    4. Clinicare Corp-owned software cannot be taken home and loaded on a user’s home computer unless authorized by the IT decision maker.


  1. Shareware
    1. Shareware software is copyrighted software that is distributed freely through bulletin boards and online services.
    2. It is the policy of Clinicare Corp to pay shareware authors the fee they specify for use of their products.
    3. Registration of shareware products will be handled the same way as for commercial software products.


  1. Penalties
    1. According to the US Copyright Act, illegal reproduction of software is subject to civil damages of as much as $100,000 per title infringed, and criminal penalties, including fines of as much as $250,000 per title infringed and imprisonment of up to five years.
    2. An Clinicare Corp user, who makes, acquires, or uses unauthorized copies of software will be disciplined as appropriate under the circumstance.
    3. Such discipline may include termination of employment.
    4. Clinicare Corp does not condone the illegal duplication of software and will not tolerate it.


Usage of Computerized & Network Information

All users will use the company network configuration and any data stored on it in accordance with Clinicare Corp’s policy.  The following points are to be followed to comply with Clinicare Corp’s network configuration agreements:


  1. ALL information stored on any of Clinicare Corp’s computers or other electronic storage devices as well as Clinicare Corp’s network configuration is considered PRIVATE & CONFIDENTIAL business information and shall not be shared with any unauthorized individuals, companies, clients, customers, suppliers, vendors, or others.
    1. If there is any question about what is considered confidential, you must check with the Executive Director or your immediate supervisor before sharing it with anyone.


  1. Any user who determines that there may be a misuse of network materials or computerized information within the organization shall notify his/her supervisor and the Executive Director.


Electronic Mail and Telephone Communications

  1. E-mail and phones are our primary modes of communication and shall be used in a responsible manner.
  2. There is NO expectation of privacy with any messages or usage of the phone or e-mail systems at Clinicare Corp. Clinicare Corp reserves the right to inspect and/or monitor usage of the phone and e-mail systems at any time.
  3. Misuse of these systems can result in disciplinary action, up to and including termination of employment.
  4. E-mail is a fast and convenient form of communication.  It can also be easily misinterpreted, so THINK TWICE before sending an e-mail.  Perhaps a phone call or personal meeting would be more appropriate.
  5. ENABLE SPELL CHECK on your e-mail.  Your e-mail correspondence to customers and vendors reflects on you AND on Clinicare Corp.  Please make it look and sound professional.
  6. Abusive, profane, or harassing use of e-mail for any reason will absolutely not be tolerated
  7. DO NOT send e-mail messages that do not relate to business.  This type of activity clogs up the e-mail server.  Sending e-mail chain letters or other e-mails that are potentially profane, demeaning, rude, or promote illegal discrimination in any form will not be tolerated.
  8. BE CAREFUL of passing along "urban legends" via e-mail.  If you receive a message and are not sure of its accuracy, check with the Executive Director.


  1. DO NOT OPEN an e-mail or its attachments unless you are ABSOLUTELY SURE you know who the sender is and what the contents will be.  Computer viruses are most commonly spread through e-mail attachments that are opened innocently.
  2. Check your voice mail regularly and respond to messages promptly.  As a courtesy to callers and your fellow employees, keep your greeting up-to-date to reflect your availability.


Electronic Health Record

Staff who are working directly with residents and will be completing reports and entering records regarding residents will be granted access to the Electronic Health Record.  Staff who are granted this access will be trained in the use of the Electronic Health Record and advised of the importance of accuracy in the record, as well as the importance of client confidentiality.

  1. Client Confidentiality
    1. Clinicare Corp staff are advised that the Electronic Health Record is a legal record and HIPAA requirements apply at all times.
    2. Staff entering information into the Electronic Health Record must maintain control of the electronic device being use and position the device and themselves so as to disallow other clients or unauthorized persons from viewing the record.
    3. Staff will clear the screen or log off the Electronic Health Record when ending and entry or leaving the device being used, so that information may not be viewed by others.


  1. Electronic Device Usage
    1. Staff entering information into the Electronic Health Record shall do so from an approved Clinicare Corp electronic device.
    2. Staff are responsible to maintain control of the issued electronic device.
    3. Staff who lose or cause damage to the electronic device through carelessness will be held responsible.


  1. Verification / Authenticity of Authorship in the Electronic Health Record


  1. Staff entering information into the Electronic Health Record are advised that they are to maintain the confidentiality of their password to enter the system and to sign with their electronic signature.


  1. Staff are advised that use of the electronic signature is considered legally binding and that passwords are never to be shared with others. To do so would be to engage in falsification of records and will result in disciplinary action, up to and including termination of employment.