Technology Policy

Please address any questions about these conditions to the clinic staff at patients@posenmd.ca or 416-964-5300.

Electronic technologies, including e-mail, the patient portal, the video visit platform, WhatsApp, and the AI Scribe are used to facilitate the delivery of patient care. Patients are not required to consent to the use of these technologies to receive medical care by Dr. Posen or his team.

Risk

Transmitting patient information over the internet poses several risks of which the patient should be aware. The patient should not agree to the use of these technologies without understanding and accepting these risks. Dr. Posen (and his staff) mitigates these risks by following standard and reasonable internet security measures, including the use of PIPEDA and PHIPA compliant e-mail inbox, electronic medical record, patient portal, and video visit platform. Nonetheless, the patient must understand that certain internet security risks cannot be completely eliminated. The risks include, but are not limited to, the following:

Use of virtual care tools to discuss sensitive information can increase the risk of such information being intercepted by third parties.
The privacy and security of e-mail communication, and information transmitted by other virtual care tools, cannot be guaranteed.
Despite reasonable efforts to protect the privacy and security of information communicated through virtual care platforms, it is not possible to completely secure the information.
Employers and online services may have a legal right to inspect and keep e-mails and other electronic information that pass through their system.
E-mail, and other virtual care tools, can introduce malware into a computer system, and potentially damage or disrupt the computer, networks, and security settings.
Communications by e-mail and other virtual care tools can be forwarded, intercepted, circulated, stored or even changed without the knowledge or permission of the Physician or patient.
E-mail is easier to falsify than handwritten or signed hard copies. It is not feasible to verify the true identity of the sender, or to ensure that only the recipient can read the e-mail once it has been sent.
E-mail senders can easily misaddress an e-mail, resulting in it being sent to unintended and unknown recipients.
E-mail is indelible. Even after the sender and recipient have deleted their copies of the e-mail, back-up copies may exist on a computer or in cyberspace.
Communications through virtual care tools may be disclosed in accordance with a duty to report or a court order.
E-mail can be used as evidence in court.

Conditions of use

While Dr. Posen (or his staff) will attempt to review and respond in a timely fashion to e-mails and WhatsApp messages, we cannot guarantee that all electronic communications will be reviewed and responded to within any specific period of time. Electronic technologies will not be used for medical emergencies or other time-sensitive matters.
E-mails to or from the patient, and documents shared on the Patient Portal, may be made part of the patient’s medical record. Because they are part of the medical record, other individuals authorized to access the medical record, such as staff and billing personnel, will have access to those e-mails.
E-mail communication and virtual care are not an appropriate substitutes for in-person clinical examinations, where appropriate, or for attending the Emergency Department when needed. The patient is responsible for following up on Dr. Posen (or his staff)’s e-mails and for scheduling appointments where warranted.
If the patient’s e-mail requires or invites a response from Dr. Posen (or his staff) and the patient has not received a response within a reasonable time period, it is the patient’s responsibility to follow up to determine whether the intended recipient received the e-mail and when the recipient will respond.
Dr. Posen (or his staff) may forward electronic communications to other healthcare providers involved in the delivery and administration of your care. We will not forward electronic communications or recordings to third parties, including family members, without your prior written consent, except as authorized or required by law.
You agree to inform Dr. Posen (or his staff) in writing of any types of information that you do not want sent via electronic technologies.
Dr. Posen (and his staff) are not responsible for information loss due to technical failures associated with the patient’s e-mail software or internet service provider.

Instructions

To use the electronic technologies offered by Dr. Posen and his staff, the patient shall:

Reasonably limit or avoid using an employer’s or other third party’s computer.
Conduct virtual (video) visits in a private setting and using a secure device, where possible.
Obtain Dr. Posen (or his staff)'s consent prior to making any recording of video or telephone communications.
Review e-mails and WhatsApp messages to ensure they are clear and that all relevant information is provided before sending to Dr. Posen (and his staff), including the purpose of the message and the name of the patient.
Take reasonable precautions to preserve the confidentiality of e-mails and WhatsApp messages.
Withdraw consent to the use of electronic technologies in writing, if, and as soon as, desired.

AI Scribe

Dr. Posen uses an AI-Powered Medical Documentation Tool called Scribeberry. Each exam room has a microphone for this purpose. Scribeberry is compliant with all privacy and personal health information legislation, and is approved by the Ontario Medical Association. Scribeberry immediately generates medical notes and does not save or transmit any audio recordings. Please notify us in writing if you do not consent to the use of this tool, which will not affect the quality or provision of your healthcare.