Social Media Policy

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Social Media Policy – Center for Wellness International

Effective Date: June 3, 2025

1. Purpose and Scope

This Social Media Policy provides guidelines for the establishment, maintenance, and use of social media by the Center for Wellness International (“we,” “us,” “our,” or “the Center”) and its workforce members (employees, contractors, volunteers, trainees) when representing or discussing the Center, its services, or its clients.

The purpose of this policy is to:

  • Protect the Center’s reputation and brand identity.
  • Ensure compliance with applicable laws and ethical standards, including the Health Insurance Portability and Accountability Act (HIPAA) regarding client privacy and confidentiality.
  • Provide clear guidance on responsible and professional social media engagement.
  • Mitigate risks associated with social media use.

This policy applies to all social media platforms used for official Center communications (e.g., Facebook, Twitter, LinkedIn, Instagram, blogs) and to the personal social media use of workforce members when it relates to or could impact the Center.

2. Guiding Principles

  • Professionalism: All social media activity conducted on behalf of the Center, or that could be associated with the Center, must be professional, respectful, and align with our mission and values.
  • Confidentiality and Privacy: Protecting client privacy and confidentiality is paramount. No Protected Health Information (PHI) or any personally identifiable information of clients may be disclosed on social media platforms, even if de-identified, without explicit, written, and informed consent from the client for that specific disclosure. Refer to our HIPAA Privacy Policy and Informed Consent Policy.
  • Accuracy: Information shared on behalf of the Center must be accurate, truthful, and not misleading.
  • Respect: Communications should be respectful of all individuals, including clients, colleagues, and the wider community. Discriminatory remarks, harassment, and offensive comments are prohibited.
  • Transparency: Clearly identify when you are representing the Center in an official capacity.

3. Official Social Media Accounts

  • Establishment: Official social media accounts representing the Center for Wellness International may only be established with prior authorization from [e.g., the CEO, Marketing Director, or designated authority].
  • Account Management:
    • Designated workforce members will be responsible for managing and monitoring official social media accounts.
    • Login credentials for official accounts must be kept secure and shared only with authorized personnel. Strong, unique passwords must be used and changed regularly.
  • Content Guidelines:
    • Content should be relevant to the Center’s mission, services, mental health awareness, and community engagement.
    • Content should be positive, helpful, and informative.
    • Avoid engaging in arguments or overly controversial topics unless specifically approved as part of a defined communication strategy.

4. Content Approval Process – MANDATORY

  • CEO Approval for All Posts: All content intended for posting on any official Center for Wellness International social media account, including but not limited to text, articles, links, and announcements, MUST be submitted to the Chief Executive Officer (CEO) or their explicitly designated delegate for review and written approval PRIOR to posting. No content may be published without this explicit CEO approval.
  • CEO Approval for All Images: All images, photographs, graphics, videos, or any visual media intended for use on any official Center for Wellness International social media account MUST be submitted to the Chief Executive Officer (CEO) or their explicitly designated delegate for review and written approval PRIOR to posting. This includes stock imagery, original photography, and created graphics. No visual media may be published without this explicit CEO approval.
  • Record of Approval: A record of CEO approval (e.g., email confirmation) for all posts and images should be maintained by the individual responsible for posting.

5. Prohibited Content on Official Accounts

  • Disclosure of any client PHI or personally identifiable information without explicit, documented consent for that specific social media use.
  • False, misleading, or deceptive information.
  • Defamatory, libelous, or slanderous statements about individuals or organizations.
  • Content that is obscene, profane, harassing, abusive, hateful, or discriminatory.
  • Copyrighted or trademarked material used without permission.
  • Confidential or proprietary information about the Center, its staff, or its operations, unless explicitly authorized for public release.
  • Content that endorses or promotes illegal activities.
  • Personal grievances or internal Center matters.

6. Personal Social Media Use by Workforce Members

  • Identify Personal Accounts: If you discuss work-related matters or identify yourself as a workforce member of the Center for Wellness International on your personal social media, it is recommended to use a disclaimer such as: “The views expressed are my own and do not necessarily reflect the views of the Center for Wellness International.”
  • Maintain Confidentiality: You are bound by HIPAA and Center confidentiality policies even on your personal social media. Never disclose PHI or any confidential client information. This includes avoiding posts that could inadvertently identify a client (e.g., “Just had a tough session with a client dealing with X…”).
  • Professional Boundaries:
    • Do not “friend” or “follow” current or former clients on personal social media platforms. This can blur professional boundaries and create dual relationships.
    • If a client initiates contact via your personal social media, politely decline or redirect them to official Center communication channels. Do not engage in therapeutic or clinical discussions via personal social media.
  • Reputation: Be mindful that your personal online activity can reflect on the Center. Conduct yourself professionally and ethically. Avoid posting content that could damage the Center’s reputation or undermine public trust.
  • Time and Resources: Personal social media use should not interfere with your work responsibilities or be conducted using Center resources (e.g., computers, internet) unless explicitly permitted.

7. Responding to Comments and Engagement

  • Monitoring: Official social media accounts should be monitored regularly for comments and messages.
  • Responding:
    • Respond to legitimate inquiries in a timely and professional manner.
    • Do not engage in arguments or hostile exchanges.
    • If a comment raises clinical concerns or requires a private response, direct the individual to contact the Center through official, secure channels (e.g., phone, secure patient portal). Never provide clinical advice or engage in therapeutic interactions via public social media comments.
    • Negative comments or complaints should be acknowledged (if appropriate) and reported to a supervisor or the designated social media manager for guidance on an official response.
  • Deleting Content: The Center reserves the right to remove comments or content posted by users on its official social media pages that violate this policy, are spam, off-topic, or otherwise inappropriate.

8. Security

  • Use strong, unique passwords for all social media accounts.
  • Be cautious of phishing scams or suspicious links that could compromise account security.
  • Report any suspected security breaches of official accounts immediately to the Security Official or your supervisor.

9. Record Keeping

Significant interactions or communications that occur via social media (e.g., official responses to complaints, important announcements) may need to be documented in accordance with the Center’s record-keeping policies.

10. Policy Violations

Violations of this Social Media Policy may result in disciplinary action, up to and including termination of employment or contract, and may also have legal consequences (e.g., for HIPAA breaches).

11. Policy Review and Updates

This Social Media Policy will be reviewed at least annually and updated as necessary to reflect changes in social media platforms, legal requirements, or business operations.

 

Note to the Center for Wellness International:

  • Fill in bracketed information: (e.g., who authorizes account establishment, who to contact with questions).
  • CEO Delegate: Consider if the CEO will have a specific delegate for approvals and if that should be explicitly named or if “CEO or their explicitly designated delegate” is sufficient.
  • Training: Ensure all workforce members, especially those managing official accounts or likely to discuss work online, receive training on this policy.
  • Consistency: Ensure this policy aligns with your other policies (Privacy, HIPAA, Security, Terms & Conditions).
  • Legal Review: It is highly recommended to have this policy reviewed by legal counsel to ensure compliance with all applicable laws and regulations, particularly concerning healthcare, privacy, and employment.