Purpose

To keep things professional, focused, and patient-first.

This policy exists to:

• Protect patient privacy & safety.
• Maintain a professional & focused workspace.
• Support a respectful, distraction-free environment for both staff & patients.

Because of the trust patients place in us, personal mobile phone use during working hours — especially in patient areas — must be kept to an absolute minimum.

Scope

Applies to everyone working in or representing Optique — full-time, part-time, locum, contract, intern, or volunteer.

The policy recognises that urgent personal matters happen, and outlines exactly how to manage those responsibly.

1. General Policy

Phones are for after hours, not on the floor.

During working hours:

• Keep your phone on silent or switched off.
• Store it out of sight (e.g., bag or staff locker).
• No phone use at workstations, in hallways, consultation rooms, reception, or anywhere patients can see or hear you.
• No calls, texts, social media, or browsing while on duty.

2. Restrictions Around Patients

When patients are in the branch — even in the waiting area — no personal phone use is permitted.

Using a phone near patients is:

• Unprofessional and distracting.
• A potential privacy risk.
• A poor reflection of Optique’s care standards.

3. Emergencies & Exceptions

We know life happens — here’s what qualifies as acceptable use:

Emergency:

• Life, health, or safety at risk.
• Urgent hospital/school/SAPS situation.
• Immediate family distress.

Important (Pre-flagged):

• Critical update expected (e.g., doctor, lawyer, medical result).
• You informed your manager before shift.

Not Allowed:

• Social chats, admin, shopping, memes, or non-urgent voice notes.

Before Your Shift (if you expect an important call)

1. Tell your team/manager.
2. Set phone to silent.
3. Agree on 2 short check-in times (e.g., 11:30 & 15:30 in staff area).
4. Share the branch landline with your contact as the first point of call.

If a Call or Message Arrives During Patient Care

Step 1: Check briefly — is it an emergency?

• If no, silence it and respond later with a Quick Reply.

• If yes, say to the patient:

  “I’m so sorry, it’s an urgent matter — a colleague will step in for a moment.”
  Then hand over & step into a private area.

Step 2: Take the call in a non-patient area (back office/staff room).
Step 3: Keep it short (max 3–5 mins).
Step 4: Return, apologise, and resume care.

If It’s a Message (not urgent)

Do not open it near a patient.
When free, send a Quick Reply such as:

• “At work with a patient — can I call you at [time]?”
• “On shift — urgent only. Please call the branch at [number].”

4. Designated Areas for Phone Use

Use only during breaks and in these spaces:

• Staff room / tea room / kitchen
• Outside the practice (parking area)
• Other non-patient areas

5. Privacy & Security

• Never take or share photos, videos, or patient info on your personal phone.
• Even “harmless” checking near patients can be seen as a privacy breach.
• Do not take photos for patients to send to themselves — it’s not allowed.

These rules are aligned with POPIA and healthcare confidentiality standards.

6. Disciplinary Action

Repeated or intentional breaches will lead to formal escalation.

7. Employee Responsibilities

Every Optique employee must:

• Understand & follow this policy.
• Report any violations to their Practice Captain or HR immediately.

Review Cycle

Reviewed annually or sooner if legal or operational updates require.