Secure Messaging Policy

Little Hearts Lactation Secure Messaging Policy & Consent Form
Effective Date: October 1, 2024

Last Reviewed: April 28, 2025

Owner: Megan Jones, M.S. CCC-SLP, CLC

1. Purpose

Little Hearts Lactation LLC is committed to protecting the privacy and security of client health information. This document outlines how we use secure digital communications and obtains your informed consent for electronic messaging in compliance with the Health Insurance Portability and Accountability Act (HIPAA).

2. Secure Communication Platforms

We use Charm Health, a HIPAA-compliant Electronic Health Record (EHR) system, to manage client communications and care. All messages, documents, and video sessions are conducted within this platform.

Approved platforms for communication include:

·         - Charm Health Client Portal – for secure messaging, document sharing, scheduling, and telehealth

·         - Phone/Voicemail – for general communication (clients are informed that voicemail may not be secure)

·         - Secure Email – [Gmail], if needed for limited communications

Note: Charm Health is the primary and preferred method for sharing personal health information (PHI).

3. Prohibited Communication Methods

The following are not secure and will not be used to share PHI:

·         - Standard text messages (SMS)

·         - Personal email accounts (e.g., Gmail, Yahoo)

·         - Social media messaging (e.g., Instagram, Facebook Messenger, WhatsApp)

If you contact us via these channels, we may request that you redirect your message through Charm Health.

4. Message Guidelines

·         - We will not include sensitive information in email subject lines or unsecure messages.

·         - We encourage you to use the Charm Health portal for all health-related inquiries.

·         - We will confirm your identity before discussing any PHI over the phone.

5. Data Security

All communications are stored within the secure Charm Health platform.
Access to your information is protected by encryption, password protection, and secure authentication.
Devices used by staff are compliant with HIPAA security standards.

6. Breach Notification

In the event of a potential or confirmed data breach, we will:
- Investigate immediately
- Notify affected clients as required by HIPAA
- Take corrective measures to protect your data and privacy

7. Staff Training

All staff members are trained annually on HIPAA regulations and the secure use of Charm Health and other approved communication methods.

Client Consent for Secure Electronic Communication

Please review and sign below to indicate your understanding and agreement.

I understand and agree that:

·         - My personal health information may be communicated using Charm Health and other secure platforms as listed above.

·         - I will use the Charm Health client portal for any sensitive or health-related inquiries.

·         - I have the right to request alternate methods of communication in writing.

·         - I understand that no communication method is 100% secure and there are inherent risks, which I accept with informed consent.

·         - I may revoke this consent at any time by notifying Little Hearts Lactation LLC in writing.

Client Acknowledgment

Client Name: ___________________________________________

Email Address: __________________________________________

Preferred Contact Method (check one):

☐ Charm Health Messaging
☐ Phone
☐ Secure Email ([Insert])

Client Signature: _________________________________________

Date: _____________________