TERMS AND CONDITIONS OF USE

Your Doctor and Sentara HealthCare are pleased to offer you MyChart. It is an online service that provides you with convenient access to your medical record. It also offers a method of online communication with your physician and practice staff for such activities as prescription renewals, direct appointment scheduling and online messaging.

We think that it is important for you to know how we manage information via the Internet. This Terms & Conditions Statement outlines our practices and sensitivity to your right to privacy. We reserve the right and discretion to revoke access to this service at any time.



TERMS AND CONDITIONS OF USE FOR TEEN AGE GROUP - 14 TO 17

To use MyChart you should agree to these conditions:



Age Restrictions

You must be at least 14 years old to sign-up for MyChart with parental consent.



Proxy Access

A Proxy is a person who can view patient information as if they were you.

  • All of your medical information that is made available in MyChart will also be made available to your proxy if you sign this Authorization.
  • If there is information that you do not want your proxy to see, then you should not sign this Authorization.
  • This form is an Authorization that will permit Sentara Healthcare and your physician to release medical information about you to your MyChart proxy.

A Parent, Legal Guardian or Personal Care Representative may be granted FULL access to medical records with Proxy Access.

The teenager and parent/guardian/representative must sign an authorization as required by the Health Insurance Portability and Accountability Act (HIPAA).

Each parent or legal guardian of the teenager must have their own MyChart account to establish the Proxy relationship.

Proxy access to a teenager’s account will automatically terminate once the teenager turns eighteen (18).

Proxy can be revoked at anytime by the teenager.

If the teenager wants to provide proxy access to his/her legal guardian(s), the request must be accompanied by a copy of all legal documentation verifying the individual’s status as legal guardian.

In the best interest of the teenager a parent/legal guardian may revoke consent to electronic medical record access.



Messages

You should NEVER use MyChart for emergencies. If you have an emergency call your doctor’s office or 911.

All of the messages you send to your doctor are private. However, some messages may be sent to other staff members to help us get back to you more quickly.

We will try our best to respond to all messages within 1-2 business days.

Please do not use any bad language in your messages. Your account may be closed if you do.

All messages sent through MyChart will be added to your medical record.



Security and Privacy

We use many security features to make sure that your information is private.

We do not share your medical information with anyone without your permission.

You should not share your username and password with anyone. If you do, that person can see your records.

You must log in to MyChart to see any messages from your health center. No medical information will be sent to your email address.

We will never request anything from you or about your children through an email message



Website Links

MyChart has links to other sites for medical information. Although we feel that these sites are trustworthy, we are not responsible for their information.

Neither these websites nor MyChart are able to make diagnoses or treat medical problems. This is something only your doctor can do.



Disclaimer

MyChart does not contain your complete medical record. It is only summary of your record. If you would like to see your complete record please ask someone at your health center.

If you have questions or problems with MyChart we encourage you to contact us one of the following ways: email us at MyChartSupport@sentara.com or call us at 1-800-736-8272.

We try our best to make sure that MyChart is always working properly but there may be times when the system is shut down. We are not to blame for any problems that may occur from being unable to see your medical information.

These terms and conditions may be changed. When they are changed you will be able to see the changes when you log in.



TERMS AND CONDITIONS OF USE FOR ADULT AGE GROUP - 18 AND OVER

Response to Electronic Communication – We will make a best effort to provide a timely response to electronic inquiries. In some cases, the clinic staff that needs to respond to an electronic inquiry or other communication may not be immediately available. Therefore, a patient should allow at least two (2) business days for a response. Accordingly, emergency situations requiring immediate attention should not be submitted electronically.

Furthermore, with respect to any electronic communications sent by the patient, we are only able to respond to such communications based on the information provided by the patient. If there is insufficient information provided, we will be unable to provide accurate and reliable services and may return your message for clarity.

Web Site Links - MyChart may offer links to related medical Web sites not managed by Sentara. These Web site link(s) are for a patient's informational purposes only. Sentara does not endorse and has not verified the accuracy of the information in/on these Web sites, and the patient should not rely on any of the information found on the Web sites for purposes of treatment or diagnosis.

Minor Eligibility - An individual must be age 18 or older to request a personal account. Parents or guardians of minor children may request access to the minor child's account by following the terms outlined in the "Proxy Access" section of this Terms and Conditions statement. With parental/legal guardian consent minor children between the ages of 14 and 17 (inclusive) will be eligible to participate in the full spectrum of MyChart services. Under State and Federal law, there are certain types of medical information that the parent or guardian of a minor patient age 14–17 may not view without consent of the minor patient. Because of these requirements, adolescents between the ages of 14-17, may only create a MyHealth MyChart account once the parent/legal guardian has provided written consent. This consent by the parent/legal guardian allows Sentara Healthcare to regard the adolescent as an adult. The consent agrees to allow the adolescent to have his/her own MyHealth MyChart account. Thus, when a minor patient reaches age 14, restrictions will be placed on MyChart access until he/she reaches age 18 or until consent for the adolescent to have a MyHealth MyChart account has been signed and the adolescent activates his/her account. Adolescents may grant parents/legal guardians Proxy access to their MyHealth MyChart account by following the terms outlined in the "Proxy Access" section of this Terms and Conditions statement.

Proxy Access - Individuals age 18 or older may request proxy access to another individual's MyChart account by completing the Proxy Access portion of the MyChart Consent Form and submitting it to Sentara. Individuals age 14-17 may grant Proxy Access to parents/legal guardians by completing the appropriate Proxy Access portion of the MyChart Proxy Form and submitting it to Sentara. All medical information that is made available in MyChart will also be made available to your Proxy. Such access will only be granted to parties with parental rights or legal guardianship over the MyChart account holder and only to the extent that the party requesting proxy access can demonstrate the legal right to account holder's medical information. A MyChart account will be activated for both the proxy and the account holder. If the proxy's legal relationship with the account holder changes, the account holder must inform us immediately by calling the practice for directions, or sending written notice to the practice. Sentara reserves the right to revoke proxy access at any time for any reason.

E-mail Privacy - Patients who are users of MyChart should be aware that they will be notified, if they desire, via e-mail when there is new medical information to be viewed on MyChart. This means that any person with access to a patient's e-mail will be able to see this notification. This could include the patient's spouse, employer or anyone else that can access a patient's e-mail account. Although no private medical information will be sent, the notification that new medical information is available by accessing MyChart may be information that a patient would not want others to know. Thus, patients should take this into account when providing an e-mail address.

Please know that if you send us an e-mail communication, it may be shared with the Sentara staff that assists the physician in providing the patient's medical care. A patient's confidential medical information on MyChart will be accessible only to appropriate clinical staff.

Security and Confidentiality - We afford the same degree of confidentiality to medical information stored on MyChart as is given to medical information stored by Sentara in any other medium. Sentara is committed to protecting the confidentiality of your medical information. We limit Sentara employees' access and ability to enter or view information based upon their role in your care. Firewalls, passwords, encryption, and audit trails are further used to safeguard your information. We keep a record of the records released (Which records? he records released to MyChart? I think this has a typo) and note the time and date of access each time a patient accesses MyChart. We have taken steps to make all information received from our online visitors as secure as possible against unauthorized access and use.

For other than general information viewing, MyChart must be accessed with a Secure Sockets Layer (SSL) compatible browser or terminal (Netscape or Internet Explorer versions 5.0 or greater). Our SSL web server uses authentication and offers the highest level of encryption technology commercially available (128-bit RC4).

You can tell when you are secure by looking at the location (URL) field. If the URL begins with https:// (instead of http://), the document comes from a secure server. This means your data cannot be read or deciphered by unauthorized individuals. You can tell whether you are truly connected to Sentara by viewing the digital certificate. This certificate verifies the connection between the Sentara server's public key and the server's identification.

User names and passwords provide two layers of authentication and are stored in an encrypted database that is isolated from the Internet. As a MyHealth and MyChart user, your role in maintaining the security of your medical information is: 1) Changing your password on a regular basis, and 2) Keeping your login ID and password confidential.

Deactivation - MyChart will be deactivated due to specific terms and conditions for use of the applications at the discretion of the Practice and Sentara. The following is a list of reasons which will result in deactivation. The list is not inclusive and each circumstance will be evaluated individually.

  1. No longer a patient for that practice/physician
  2. Automatic system deactivation will occur for a parent to view a child's record when the child reaches the age of 14.
  3. Automatic system deactivation will occur after a number of failed login attempts to access the secure portion of the MyHealth/MyChart system (refer to eCare policies on failed login attempts).
  4. Inappropriate use of messaging or scheduling
    • amount of messaging
    • content and appropriateness
  5. Abuse of proxy access
  6. Pending legal issues with patient or direct family
    • Father, sibling, husband
  7. Poor response to training
    • Inability to use features without constant assistance