Email is a convenient way for patients to communicate with their

Zanjabee Integrative Medicine & Primary Care
In the interest of rapid communication with our patients, Zanjabee offers to email normal lab/imaging tests,
scheduling issues, reminders and other administrative issues to our patients. Patients have the choice of
refusing to communicate with Zanjabee via email. All email with Zanjabee will be under the carried under the
auspices of following guidelines.
1. There are risks and responsibilities that need to be understood before email can be used safely. By
signing Zanjabee HIPAA form you acknowledge that you have understood these points, discussed any
questions with your provider, and agree to observe these guidelines for using email. Email travels over
the internet, and because it is not encrypted, it is not secure. It can be intercepted and read by other
people, much like a postcard. If you are using an email account at work, the emails may be read by
your employer. If you have stored them on your computer and it is stolen or "hacked", others may get
access to your private health information that is contained in emails.
Guideline: Do not use email to discuss sensitive health information that you would regret if it
became known to others.
2. Guideline: Use the telephone or emergency room for emergencies. Never rely on email for urgent or
sensitive communications. Zanjabee does not respond to clinical questions & refill requests over email.
Please contact Zanjabee by telephone or in person if you have any clinical or health related and or refill
3. Your provider may feel that some email communications should become part of your medical record,
attach them to the chart. However, not all emails will be put in your record. Your provider may also
choose to share an email with another member of your care team, such as a consultant or a nurse. For
administrative issues, your provider may ask a staff member to respond.
Guideline: If you do not want information recorded or shared, do not include that information in
an email.
4. Zanjabee gets more requests for communication than they can respond to easily. To help your provider
be more efficient in answering emails, you can observe some simple steps.
Guideline: Put the type of email request in the subject line (for example: appointment request
or Lab test reminder).
Be as brief and concise as possible. And use email sparingly.
5. Email addresses can change, and you may decide to discontinue your email correspondence with your
provider. It is essential that you notify Zanjabee of any such change that would affect the use of email
to communicate.
 Guideline: Notify the provider or their office of any change that will affect their use of email with
6. Some of our patients have very similar names. We need to make sure we keep your information in your
record. Therefore, we need to check your full name and birth date on correspondence.
Guideline: Include your full name and birth date in all emails.
Although email correspondence between patients and their providers is very convenient, it is also new, and we
want to be very clear about the responsibilities and risks that it may entail. Therefore we have spelled them out
No Liability:
I agree that e-mail communications with Zanjabee and any of its providers is offered as a convenience to me,
and I shall not hold Zanjabee or its providers responsible for any expense, loss, or damage caused by, or
resulting from:
1. A delay in Zanjabee or its providers’ response to me, or any damage resulting from such delay,
2. Due to technical failures, including, but not limited to, technical failures attributable to the Zanjabee.
3. Zanjabee internet service provider, power outages, failure of the electronic messaging software, failure
4. Zanjabee or its providers or me to properly address e-mail messages, failure of the Zanjabee’s
computers or computer network, or faulty telephone or cable data transmission;
5. Any interception of the e-mail communications by a third party; or my failure to comply with the
guidelines regarding use of e-mail communications set forth above.
Zanjabee and its providers shall exercise reasonable efforts to ensure the confidentiality of e-mail
communications, however, I understand that e-mail communications to the Zanjabee or its providers are not
secure, and there is therefore some possibility that the confidentiality of such communications will be breached
by a third party. Communication regarding highly confidential or sensitive medical matters should therefore
be reserved for other forms of communication (e.g., telephone, personal visit).
I understand that I may withdraw my consent to use e-mail for communication with my Zanjabee provider(s). I
must do this by notifying my provider in writing. I understand that Zanjabee may notify me at any time that my
provider will no longer accept email communications.
I have read and understand this consent and by signing Zanjabee HIPAA form give permission for all my
present and future Zanjabee providers and other staff involved in my care to send me messages via email,
including any information that my provider deems appropriate, that would otherwise be considered confidential.
I agree that Zanjabee and any employees or agents of Zanjabee shall not be liable for any breach of
confidentiality that may result from this use of e-mail via the Internet.