Updated: April 29, 2021

This Acceptable Use Policy applies to all employees of [your practice] who have access to computers and the Internet to be used within the scope of their day to-day work functions. Use of the Internet by [this practice’s] employees is permitted and encouraged where such use supports the goals and objectives of [our practice]. However, access to the Internet through [our practice network] is a privilege and all employees must adhere to the policies concerning Computer, Email and Internet usage. Violation of these policies could result in disciplinary and/or legal action leading up to and including termination of employment. Employees may also be held personally liable for damages caused by any violations of this policy. All employees are required to acknowledge receipt and confirm that they understand and agree to abide by the rules hereunder.

These rules protect our patients, their families, and our practice and apply to our computers, software, and Internet usage

An acceptable use policy provides employees with rules and guidelines about the appropriate use of practice equipment, network, and Internet access. Having such a policy in place helps to protect both [our practice] and the employee; the employee will be aware that browsing certain sites or downloading files is prohibited and that the policy must be adhered to or there could be serious repercussions, thus leading to fewer security risks for our practice as a result of employee negligence. 

All sites and downloads may be monitored and/or blocked by [this practice] if they are deemed to be harmful and/or not productive to business.

Every person who uses our computers needs to review and sign this document

The Acceptable Use Policy is an important document that must be signed by all employees upon starting work at [this practice], regardless of full-time, part-time, or temporary employment status.

Our computers and software are tools – not toys – and belong to this practice. They are for work related tasks ONLY!

Practice employees are expected to use the Internet responsibly and productively. Internet access is limited to job-related activities only and personal use is not permitted. Job-related activities include research and educational tasks that may be found via the Internet that would help in an employee’s role.

Viruses are not necessarily punishment for bad Internet behavior. They can be very cleverly disguised. Be very cautious when clicking!

All computers and electronic devices used by the employee that are connected to our practice’s Internet/Intranet/Extranet, whether owned by the employee or our practice, shall be continually executing approved virus-scanning software with a current virus database. PERIODICALLY CHECK COMPUTER(S) IN YOUR DESIGNATED WORK AREA TO MAKE SURE ANTI-VIRUS IS RUNNING. IF IT’S NOT, NOTIFY MANAGEMENT.

Everything created, stored, or viewed on these computers is considered intellectual property or trade secrets belonging to this practice

All Internet data that is composed, transmitted and/or received by [our practice’s] computer systems is  considered to belong to [our practice] and is recognized as part of its official data. It is therefore subject to disclosure for legal reasons or to other appropriate third parties. Users should be aware that the data they create on the network remains the property of [our practice]. EMPLOYEES SHOULD HAVE NO EXPECTATION OF PRIVACY. Because of the need to protect our practice’s network, management cannot guarantee the confidentiality of information stored on or transmitted through any network device belonging to [our practice]. The equipment, services and technology used to access the Internet are the property of [our practice] and the practice reserves the right to monitor Internet traffic and monitor and access data that is composed, sent, or received through its online connections.

Sharing confidential material, trade secrets, or proprietary information outside of the organization is prohibited.

Comply with our practice’s Password Policy

Keep passwords secure and do not share accounts. Authorized users are responsible for the security of their passwords and accounts. System level passwords should be changed quarterly; user level passwords should be changed every six months.

Don’t download copyrighted materials (music, photos, games, movies… etc)

Using computers to perpetrate any form of fraud, and/or software, film or music piracy is prohibited. Downloading, copying or pirating software and electronic files that are copyrighted or without authorization is prohibited.

Comply with our practices Acceptable Software Policy

In agreement with this Acceptable Use Policy, ALL programs outside said Acceptable Software List and dangerous websites shall be deemed unacceptable for use within the corporate network environment of our practice unless otherwise approved by management. Introducing malicious software onto the practice network and/or jeopardizing the security of the practice’s electronic communications systems is prohibited.

Stay off personal social media sites and don’t check your personal email accounts at work. If you can’t live without – use your smartphone and the guest Wi-Fi

Social media websites, defined as websites and applications that enable users to create and share content or to participate in social networking, including, but not limited to, FACEBOOK, MYSPACE, TWITTER, INSTAGRAM, AND BLOGSPOT are allowed for the specific purpose of promoting and advertising the services provided by [our practice] and should be used only by those employees designated to perform such duties within [our practice]. Any personal use or participation on social media websites using [our practice] network is prohibited. Sending or posting information that is defamatory to the practice, its products/services, colleagues and/or customers is prohibited. Passing off personal views as representing those of [our practice] is also prohibited.

Emails sent via [our practice’s] email system should not contain content that is deemed to be offensive. This includes, though is not restricted to, the use of vulgar or harassing language/images. Sending or posting discriminatory, harassing, or threatening messages or images on the Internet or via [our practice’s] email service is prohibited.

Employees must use extreme caution when opening e-mail attachments received from unknown senders, which may contain viruses, e-mail bombs, or Trojan horse code, thereby exposing [our practice] network to compliance violations.

Sending or posting chain letters, solicitations, or advertisements not related to business purposes or activities is prohibited.

You can be fired for this stuff, so take it seriously!

Violation of these policies could result in disciplinary and/or legal action leading up to and including termination of employment. Employees may also be held personally liable for damages caused by any violations of this policy.

If an employee is unsure about what constituted acceptable Internet usage, then he/she should ask his/her supervisor for further guidance and clarification. All terms and conditions as stated in this document are applicable to all users of [our practice’s] network and Internet connection. All terms and conditions as stated in this document reflect an agreement of all parties and should be governed and interpreted in accordance with the policies and procedures mentioned above. Any user violating these policies is subject to disciplinary actions deemed appropriate by [our practice].

I understand and will abide by this Acceptable Use Policy. I further understand that should I commit any violation of this policy, my access privileges may be revoked, disciplinary action and/or appropriate legal action may be taken.