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Derby Teaching Hospitals NHS Foundation Trust Patient E-Mail Service Terms & Conditions

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

Derby Teaching Hospital 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)Derby Teaching Hospitals 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)Derby Teaching Hospitals 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)Derby Teaching Hospitals NHS Foundation Trust works in partnership with Synertec Ltd to provide the Patient Email Service

7)Derby Teaching Hospitals 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. Derby Teaching Hospitals 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)Derby Teaching Hospitals 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 Derby Teaching Hospitals NHS Foundation Trust may appear in the recipient’s Junk Mail inbox. 

11)Derby Teaching Hospitals 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)Derby Teaching Hospitals 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 Derby Teaching Hospitals 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 ‘Derby Teaching Hospitals 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. Derby Teaching Hospitals 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. Derby Teaching Hospitals 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 Derby Teaching Hospitals NHS Foundation Trust

5)The registered email account / inbox is appropriately managed and maintained by the owner. 

6)It is my responsibility to notify Derby Teaching Hospitals 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 Derby Teaching Hospitals NHS Foundation Trust

7)It is my responsibility to notify Derby Teaching Hospitals 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 Derby Teaching Hospitals NHS Foundation Trust

For further information regarding the Derby Teaching Hospitals NHS Foundation Trust Privacy Policy, please click on the following link - https://www.derbyhospitals.nhs.uk/privacy-policy-cookies/