CLEMC Standard Operating Guidelines
CLEMC Standard Operating Guidelines
Document/Subject: Computer, Information Systems and Equipment
Policy: 176
Document Type: SOG Last Review: April 2009
Created: April 2009 Next Review: March 2010
1. Purpose:
● The purpose of this SOG is to outline the acceptable use of computer equipment at CLEMC. These rules are in place to protect the members and patrons of CLEMC. Inappropriate use exposes CLEMC to risks including virus attacks, compromise of network systems and services, breach of patient confidentiality and other legal claims.
2. Use and Ownership of Computer Equipment:
A. All data created or recorded using any computer equipment owned, controlled or
used for the benefit of CLEMC is at all times the property of CLEMC.
B. Members are responsible for exercising good judgment regarding the
reasonableness of personal use and must follow operational guidelines for personal
use of the Internet and any computer equipment.
C. At no time may any pornographic or sexually offensive materials be viewed,
downloaded, saved, or forwarded using any Company computer equipment.
D. For security and maintenance purposes, authorized individuals within CLEMC
may monitor and/or audit equipment, systems and network traffic at any time,
to ensure compliance with all Company policies.
3. Security and Proprietary Information:
A. Confidential information should be protected at all times, regardless of the medium
by which it is stored. Examples of confidential information include but are not limited
to: individually identifiable health information concerning patients, company financial
and business information, patient or members lists and reports, and research data.
Members should take all necessary steps to prevent unauthorized access to this
information.
B. Keep passwords secure and do not share accounts. Authorized users are responsible
for the security of their passwords and accounts.
C. All PCs, laptops, workstations and remote devices should be secured with a
password protected screensaver, wherever possible, and set to activate after being left
unattended for 10 minutes or more, or by logging-off when the equipment will be
unattended for an extended period.
D. Members must use extreme caution when opening e-mail attachments received
from unknown senders, which may contain viruses.
4. Computer Equipment Repair:
When the need computer equipment repair is recognized by a CLEMC member,
said member shall notify the On Duty Supervisor.
A. The On Duty Supervisor will send a work order request via email to the Webster
IT department at it@, the Chief of Operations and the CLEMC Administrator. At know time is any member of CLEMC to attempt any computer equipment repair.
5. Unacceptable Use:
A. Under no circumstances is a member of CLEMC authorized to engage in any
activity that is illegal under local, state, or federal law while utilizing CLEMC
computer resources.
B. The lists below are by no means exhaustive, but attempt to provide a framework for
activities that fall into the category of unacceptable use.
The following activities are strictly prohibited, with no exceptions:
a. System and Network Activities
i. Violations of the rights of any person or company protected by copyright,
trade secret, patent or other intellectual property, or similar laws or regulations,
including, but not limited to, the installation or distribution of "pirated" or other
software products that are not appropriately licensed for use by CLEMC
ii. Exporting system or other computer software is strictly prohibited and may
only be done with express permission of the Chief of Operations, CLEMC
Administrator or the City of Webster IT Department.
iii. Introduction of malicious programs into any computer equipment, network
or server (e.g., viruses, worms, etc.).
iv. Revealing your account password to others or allowing use of your account
by others.
v. Using a CLEMC computer device to actively engage in procuring or
transmitting material that is in violation of the Company’s prohibition on sexual
and other harassment.
vi. Making fraudulent statements or transmitting fraudulent information when
dealing with patient or billing information and documentation, accounts or other
patient information, including the facsimile or electronic transmission of patient
care reports and billing reports and claims.
vii. Causing security breaches or disruptions of network communication.
Security breaches include, but are not limited to, accessing data of which the
member is not an intended recipient or logging into an account that the member
is not expressly authorized to access, unless these duties are within the scope of
regular duties.
viii. Providing information about, or lists of, CLEMC members, patrons or
patients to parties outside CLEMC
b. E-mail and Communications Activities
i. Sending unsolicited e-mail messages, including the sending of "junk mail" or
other advertising material to individuals who did not specifically request such
material (e-mail spam).
ii. Any form of harassment via e-mail, telephone or paging, whether through
language, frequency, or size of messages.
iii. Unauthorized use, or forging, of e-mail header information.
iv. Solicitation of e-mail for any other e-mail address, other than that of the
poster's account, with the intent to harass or to collect replies.
v. Creating or forwarding "chain letters", "Ponzi" or other "pyramid" schemes of
any type.
6. Enforcement
Any CLEMC member found to have violated this policy shall be subject to disciplinary action, up to and including suspension and termination.
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