It’s come to our attention that important emails are ending up in spam/junk folders recently. Spam filters have been changed in the past few months, and the filter is very strong meaning that some emails don’t come straight to your inbox. If you don’t check your spam/junk folder daily and make sure you rule those senders to go to your inbox then you’ll miss some communications that are actually useful to you. Technically this has to do with a lot of email services enabling something called DKIM (Domain Keys Identified Mail), and it effects how you send and receive emails – ask your IT contractors about this if a lot of emails are going into spam.
While talking about emails – do your team members have email addresses linked to your clinic or do they use their own personal ones? Remember that if they use personal emails then when they leave your employment then some emails will be received by them – this means confidential information may end up with them or you may not know important information that gets sent to your clinic. By using clinic email addresses (not personal ones) you have complete control of communications, so if that’s not in place then make it a priority!
For example imagine an employee leaves and there is a fair work hearing about their dismissal. Your legal team would like to have access to all email communications that the employee sent during their employment, but if they used a private email address, this would be very difficult to get hold of unless they used an email address associated with the business.