Device Usage Policies and Procedures

Device Usage Policy

  • Company Devices

    Company-issued devices are for work-related activities only.

  • Personal Devices

    Please no personal devices for work unless your supervisor approves it.

  • Secure and Protected

    All company-issued devices must be kept secure and password protected.

  • Authorized Software

    Only authorized software on company-issued devices.

  • Only You

    Company-issued devices are to be used by employees only.

  • Suspicious

    If you see anything suspicious or inappropriate, please report it to your supervisor right away.

  • No Downloads

    Any ThinkSpace related software or apps are NOT to be downloaded on any personal devices.

  • Remote Wipe

    Remote wipe will be set up for all devices lost or stolen.

  • No Confidential Information

    Client details will NOT be stored on personal devices or outside designated software.

Technology and Information Security

Imagine this:

You're a therapist, and you're seeing a client who is struggling with anxiety. They share with you that they're worried about their privacy, and they're not sure if they can trust you with their personal information.

You want to assure them that their information is safe and secure, but you also need to be mindful of the company's technology and information security policies.

What do you do?

Well, first of all, you don't want to start rambling about encryption protocols and data loss prevention measures. That's sure to put your client to sleep.

Instead, you could try something like this…

“I understand your concerns about privacy. I want to assure you that your information is safe and secure.

We have a number of policies and procedures in place to protect your data, including encryption, data loss prevention, and access control.

But I also know that security is more than just technology. It's also about people and processes.

That's why I'm committed to protecting your privacy and confidentiality. I will never share your information with anyone without your consent.”

— Jeri Kay

To Keep Your Company Devices Secure and Client Information Safe

Google Workspace

 
 

Google Workspace (formerly G Suite) is a collection of cloud-based applications including Gmail, Drive, Docs, Sheets, Forms, Calendar, Meet, and more. Our practice utilizes a paid subscription to Google Workspace, ensuring enhanced security features and compliance with HIPAA regulations.

 

How We Use Google Workspace.

 

Communication.

We will use Gmail for professional communication within the practice and with clients (when appropriate).

Collaboration.

Google Drive provides a secure platform for storing and sharing documents, allowing for real-time collaboration on notes, forms, and treatment plans.

Telehealth.

We can leverage Google Meet for secure video conferencing with staff, offering a convenient option for trainings and meetings.

 

HIPAA Compliance

Our practice has a Business Associate Agreement (BAA) in place with Google Workspace, ensuring their adherence to strict HIPAA regulations regarding the protection of patient health information (PHI).

 

Important Reminders:

  • Google Workspace is for work-related activities only.

  • All materials stored within the platform are the property of our practice and should not be copied

    or used outside the scope of your work without authorization from management.

  • By utilizing Google Workspace effectively, we can enhance communication, improve efficiency, and maintain the highest level of security for our patients' information. If you have any questions, please don't hesitate to ask!