Why Should Therapists Use Email Privacy Disclaimers?

How much of your day, as a therapist, do you spend checking and responding to emails? What percentage of those emails are correspondence with your therapy clients? 

As technology has advanced, it's become easier to share information. Email has continued to be one of the top methods of communication between therapist and client. 

While email can be an efficient way to stay in touch, it also comes with certain privacy concerns. Many therapists take steps to address these privacy concerns. One of these methods is to use privacy disclaimers attached to the end of your email. In this blog post, let's go over some of the best practices when using email privacy disclaimers. I'll also address some of the reasons you should use a privacy disclaimer, too.

What is the Purpose of Email Privacy Disclaimers for Therapists?

Don't google a generic disclaimer and paste it into your email signature yet. Let's go over the purpose that email privacy disclaimers serve. Therapists use privacy disclaimers to clarify the limitations of email communication. They inform clients about the potential risks and the importance of secure communication. They also serve as a legal and ethical safeguard for therapists.

Consult Legal and Ethical Guidelines

Therapists use email privacy disclaimers to adhere to legal and ethical guidelines. Consulting with professional organizations can give you good insight into specific regulations. Some organizations include the American Psychological Association (APA) and the National Association of Social Workers (NASW). Following their guidelines will provide your practice with the most secure protection. 

Clearly Define the Scope of Email Communication

Your email disclaimer should define the scope of email communication in therapy. Specify what types of information can and cannot be shared via email. Emails can be safely used for administrative purposes like scheduling and billing. It's not the best for discussing sensitive personal topics. 

Inform Clients About the Risks

Educate your clients about the potential risks associated with email communication. One of these risks include unauthorized access to emails. Technical issues do happen, and emails could land in the spam or junk folders. There is also a lack of tone and non-verbal cues which could create misunderstandings. Let your clients know that you are taking all the steps to protect their privacy. However, there is no absolute guarantee of security with email communication. 

Recommend Secure Communication Platforms

You can recommend using secure communication platforms in your disclaimer. If clients want to have sensitive conversations through email, let them know of their options. There are many encrypted email services and messaging apps to choose from. This shows them how committed you are to protecting their privacy. It also helps minimize potential security breaches. 

Obtain Informed Consent

Before emailing your clients, you should get informed consent from them. This means they understand the risks and limitations of communicating through email. If they consent, this means they understand and are willing to use email to communicate with you. Like all other consent forms, keep a record of this in. your client's file. This also shows your adherence to ethical standards. 

Keep Email Privacy Disclaimers for Therapists Updated Regularly

Email technology and security measures are constantly evolving. It's important to remain current and relevant. You should stay informed about the latest changes in email security. This way you can offer your clients the highest level of security. By reviewing and updating your email privacy disclaimer, you can ensure you're up to date.

Train Your Staff

Training any support staff about HIPAA-compliant communication is key. They should kow about email privacy practices and using disclaimers. Offering regular training sessions can help maintain secure email communication within your practice.

Maintain Confidentiality

Above all, therapists must uphold the principles of confidentiality. Having a robust email privacy disclaimer in place is only part of the picture. You should also ensure that information actually remains confidential. Always exercise caution when sending and receiving emails from your clients. If there are any breaches or security concerns, you should address them right away. 

Join The Cooperative for More Support with Best Practices and Email Privacy Disclaimers for Therapists

Email privacy disclaimers are an important tool for therapists. They help to maintain the confidentiality and security of their client communications. By following best practices, therapists can use email while minimizing potential risks. Remember that clear communication with clients is the key to maintaining secure communication. Following updated legal and ethical guidelines will help you and your clients feel safe. 

For more tips, check out our List of Lawyer-Approved Therapist Email Privacy Disclaimers. Try out a risk-free two week trial to Clarity Cooperative’s Pro subscription. Access exclusive member discounts to secure communication platforms like Spruce and Hushmail.