At CAPS, email correspondence is considered clinical material, part of the clinical record, and significant communication. As such, copies of all email correspondence (sent and received) with clients is copied into the clinical notes on the Scheduler and electronically signed. Emails from third parties should be referenced in the note, not copied directly into the Scheduler. Trainees will consult with their supervisors prior to sending any significant email communications (not pertaining to scheduling).
Trainess should be aware that email is not a confidential means of communication and therefore caution is necessary.
The frequency or closeness of email review by supervisor will change over the course of the year according to the developmental level of the trainee and will be discussed in supervision.
General Email Notes
It should be made clear to each client that email messages will be checked only on trainee's regular days of attendance at CAPS. It is recommended that trainees, in their initial email to a client, make it clear when they will be able to check any response.
Email is not to be sent without permission from client on the facesheet of the intake paperwork.
Occasionally, clients request CAPS therapists to write letters to faculty, parents, etc. All letters are to be discussed with and co-signed by supervisors BEFORE they are sent – there are no exceptions.
All written correspondence is expected to follow standard formal business format.