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 are incorporated into the chart on Titanium and electronically signed. Emails from third parties should be referenced in the note, not copied directly into the chart. Trainees will consult with their supervisors prior to sending any significant email communications (not pertaining to scheduling).
Trainees 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, which should be indicated on their IA papework.
Trainees should include in their email electronic signature, their professional credentials (if any at this point), their formal title as trainee at CAPS, the CAPS address, phone number, and hours of operation. In addition, instructions to call CAPS 24/7 or to drop in during business hours for emergencies should also be included. Some trainees might also choose to include their pronouns in their signature. The text of this email signature will be provided to trainees by the IT specialist.
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.