Are you ready for confidence in your documentation?

According to POPIA, an organisation is responsible for complying with all data protection principles and is also responsible for demonstrating compliance. Attendees to our webinar series will receive –

  1. A webinar handbook;
  2. a set of POPIA-compliant templates to help demonstrate accountability, some of which have to be mandatorily put in place; and
  3. a POPIA Awareness certificate of attendance.

Webinar Content:

  1. Introduction
  2. What needs to be done
  3. The rules and regulations – General
  4. Electronic Communications and Transactions Act
    1. Writings
    2. Signatures
    3. Agreements
    4. Originals
    5. Retention Of Electronic Documents
    6. Production Of Electronic Documents
    7. Admissibility Of Evidence
  5. Use of emails as electronic communication
  6. Communicating Personal and Special Personal Information by Email
    1. Understanding the risks
    2. Addressing the risks
    3. Technical, Physical and Administrative Safeguards
    4. Email Encryption
  7. Email communication among healthcare providers
  8. Email communication between healthcare providers and their patients
  9. Further specific steps to reduce the risk?
    1. Before emailing personal information, take the following precautionary steps
    2. Before agreeing to implement patient-practitioner email communication, take the following steps
    3. If an email containing personal information is sent to the wrong address or recipient, follow these steps
    4. If someone asks the practitioner’s office to email his or her personal information, be sure to follow these steps
  10. Timeliness of responses
  11. Clarity of communication
  12. Using a consent form
  13. Email disclaimers in the email
  14. Legal disclosures required in email
  15. Sending of patient account Statements by Email
  16. Safe disposal of emails containing personal and health information
  17. Text messaging
  18. Telephone
  19. Securing mobile data processing
  20. POPIA-compliant templates
    1. Using Electronic Communication – Privacy and Security Matrix
    2. Secure communications in the healthcare practice – Products
    3. Form – Patient Consent to Use Electronic Communications
    4. Form – Example Email disclaimer clauses
    5. Generic disclaimer
    6. Additional clauses
    7. How a typical email for sending patient information can look?


The Logistics:

  1. Webinars can be attended either online or by obtaining recordings.
  2. Online webinars take place in the mornings from 10h00-11h00.
  3. When opting for recordings, follow the instructions in your registration confirmation email to request access to view recordings online. Recordings can be viewed at any time once you’ve received login details. Recordings are only available for a limited time, please refer to your registration confirmation letter for more information.
  4. Each presentation is accompanied by a comprehensive reference manual PLUS POPIA-compliant templates in MSWord format.
  5. Manuals are sent electronically in PDF format.
  6. All the webinars will be presented in English.


Why is this webinar important?

  1. It bears repeating that the Internet and things like an email sent over the Internet, text messaging send via your smartphone or a message sent via some of the many social media platforms over the internet is not secure.
  2. There is always a possibility that information included in an email, text messaging or instant message can be intercepted and read by other parties besides the person to whom it is addressed.
  3. And it’s that “possibility” that becomes the area every healthcare practitioner must focus on because as a healthcare practitioner you must be satisfied that there are appropriate arrangements for the security of personal information when it is sent or received by fax, computer, e-mail or other electronic means[1].
  4. Often the emails or the documents attached to the emails will be confidential and in certain circumstances, it is also important that the integrity of the communication or document (ensuring that it cannot be accidentally or maliciously altered) may also be desirable or essential.
  5. The benefit of properly implementing information technology in healthcare is that this will promote more effective communication, speed, efficiency and cost reduction.
  6. However, the use of these technologies does not free healthcare providers from their professional duty to manage information with appropriate caution. The duty to safeguard the confidentiality and integrity of patients’ and other personal and special personal information as well as ensure that it is available to those persons authorised to access the information is no different now than before the advent of electronic communications.

[1] HPCSA Booklet 10: Confidentiality: Protecting and Providing Information. Paragraph 11.2

What are you waiting for?


Wednesday, 25 January 2023


10h00 – 11h00

This session is an opportunity for you to also ask any questions.

What do you need?

All you need is:

  • A computer running either Windows or Mac OS X;
  • Internet access that is 1mbps or better (just about any 3G or ADSL link will be just fine);
  • A microphone headset, no matter how cheap, will greatly enhance your experience.


Online attendance: R 225.00 (VAT Inclusive)

Recordings: R 225.00 (VAT Inclusive)

10% discount when you register for two or more webinars simultaneously
10% discount on each of the above price levels for the 2nd, 3rd and 4th delegates from the same practice or firm.  For five or more delegates, contact for a quote.

All fees are VAT inclusive.


This course was developed by adv. Frikkie Marais. The course is presented by adv Marais, with 26 years of experience in healthcare compliance roles, including POPIA.