Terms and Conditions: Patient Email Service

By accepting our Patient Email Service terms and conditions you agree to the following:

University Hospitals Derby and Burton NHS Foundation Trust Terms and Conditions

  1. It may take up to 7 working days to process a Patient Email Service registration request. Once registration request has been successfully processed a confirmation letter will be sent to the registered individual’s place of residence (as recorded on our patient administration system).
     
  2. In the event of an unsuccessful registration request, an error notification will be sent to the email address provided.
     
  3. University Hospitals Derby and Burton NHS Foundation Trust will only send email correspondence to individuals registered into the Patient Email Service.
     
  4. A maximum of one email address can be registered per individual.
     
  5. University Hospitals Derby and Burton NHS Foundation Trust will only use registered email addresses for the purpose of sending correspondence directly relating to the registered individuals appointments and / or healthcare (where applicable).
     
  6. University Hospitals Derby and Burton NHS Foundation Trust works in partnership with Synertec Ltd to provide the Patient Email Service.
     
  7. University Hospitals Derby and Burton NHS Foundation Trust will not share your email address with any other third parties, companies or providers.
     
  8. It is recommended that personal (unshared) email addresses are registered for this service. University Hospitals Derby and Burton NHS Foundation Trust takes no responsibility for any emails inappropriately accessed by a family member / colleague / acquaintance with access to the registered email account.
     
  9. University Hospitals Derby and Burton NHS Foundation Trust cannot guarantee the security of emails sent to unencrypted email accounts (e.g. Hotmail, G Mail, Yahoo etc.)
     
  10. Email correspondence received from University Hospitals Derby and Burton NHS Foundation Trust may appear in the recipient’s junk mail inbox. 
     
  11. University Hospitals Derby and Burton NHS Foundation Trust takes no responsibility for any email that fails to send or is unread by the intended recipient as a result of:

    Junk Mail inbox not checked / Correspondence received as Junk Mail is not appropriately managed
    Incorrect email address 
    Change of email address (without notification) 
    Unused / deleted email account 
    Full email inbox 
    Email lost / deleted 
     
  12. In the event of an email failure as a result of an account being inappropriately managed / maintained (see above), the individual’s registration into the Patient Email Service will be cancelled with immediate effect and all future correspondence sent by post to their place of residence.
     
  13. University Hospitals Derby and Burton NHS Foundation Trust emails will be automatically generated from an unmonitored email account and any correspondence sent to this account will be not read / actioned.
     
  14. No Person Identifiable Data (PID) will be included in the body of any email received from University Hospitals Derby and Burton NHS Foundation Trust.
     
  15. The Patient Email Service may not be available / applicable in all departments at Derby Teaching Hospitals NHS Foundation Trust; therefore certain correspondence may still be received as a hardcopy in the post (sent to place of residence).
     
  16. Emails received from the Trust will be titled ‘University Hospitals Derby and Burton NHS Foundation Trust ’.
     
  17. All letters / documents sent by email will be received as a password protected email attachment.
     
  18. The password to access the letter / personal correspondence attachments will be the intended recipient’s date of birth in the format DD/MM/YYYY.

Registered Individual’s Terms & Conditions  

  1. I must have access to the internet and printing facilities. University Hospitals Derby and Burton NHS Foundation Trust will not send hardcopies of correspondence in the post (if received as email).
     
  2. If requested to complete documentation prior to an appointment (received as an email attachment with appointment letter), it is my responsibility to print, complete and present the documentation at the time of appointment. University Hospitals Derby and Burton NHS Foundation Trust will not send hardcopies of pre-appointment documentation in the post (if received as email).
     
  3. The registered email address is correct to the best of my knowledge.
     
  4. The registered email address is my own personal email address or I have received the approval of the account owner to use this email address for purposes of receiving correspondence from University Hospitals Derby and Burton NHS Foundation Trust.
     
  5. The registered email account / inbox is appropriately managed and maintained by the owner. 
     
  6. It is my responsibility to notify University Hospitals Derby and Burton NHS Foundation Trust if I change / delete my registered email address. Details of how to change your registered email address will be included in all email correspondence received from University Hospitals Derby and Burton NHS Foundation Trust.
     
  7. It is my responsibility to notify University Hospitals Derby and Burton NHS Foundation Trust if I wish opt out of the Patient Email Service. Details of how to opt out of the email service will be included in all email correspondence received from University Hospitals Derby and Burton NHS Foundation Trust.

You may also want to read the University Hospitals Derby and Burton NHS Foundation Trust Privacy Policy.