The official digital communication channel for individuals employed by West Virginia University’s health system serves as a primary method for disseminating vital information. This system provides staff members with a unique address used for all professional correspondence, ensuring a centralized and secure platform for institutional communication. For example, announcements regarding policy changes, updates on patient care protocols, or notifications concerning benefits enrollment are commonly transmitted through this system.
Effective institutional communication is paramount to the operational efficiency and regulatory compliance of any large healthcare organization. Leveraging a dedicated system streamlines internal processes, facilitates timely distribution of critical updates, and provides an auditable trail of pertinent exchanges. The use of a standardized channel also contributes to improved data security and reinforces a unified professional identity among affiliated personnel.
The following sections will delve into specific aspects relating to management, security protocols, and practical applications, providing a comprehensive overview of the WVU Medicine employee communication system.
1. Official Communication Channel
The designation of an “Official Communication Channel” is intrinsically linked to the WVU Medicine employee email system. The establishment of a formalized digital conduit ensures the consistent, reliable, and secure transmission of essential information to all personnel within the healthcare network. The employee email system, therefore, serves as the primary vehicle for all officially sanctioned announcements and directives.
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Policy and Procedural Notifications
The system facilitates the dissemination of institutional policies and procedural updates. For instance, revised guidelines on patient confidentiality, changes to employee benefits packages, or modifications to safety protocols are all communicated via the official email channel. This ensures that every employee receives the necessary information to remain compliant and effective in their respective roles. A failure to utilize this official channel for such announcements could lead to inconsistencies and potential compliance violations.
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Emergency Alerts and Crisis Communication
In instances of emergencies, such as facility closures due to inclement weather or critical alerts related to patient safety, the WVU Medicine employee email system serves as the designated platform for disseminating time-sensitive information. The use of this official channel allows for the rapid and coordinated communication necessary to mitigate risks and ensure the well-being of patients and staff. The system often integrates with broader alert systems to provide multiple layers of notification.
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Internal Communications and Announcements
Beyond strictly regulatory or emergency communications, the system is utilized for internal announcements, including organizational restructuring, leadership changes, and employee recognition programs. The use of the official email channel lends credibility and weight to these announcements, ensuring they are perceived as authoritative and originating from the proper source. The consistent formatting and centralized distribution also contributes to a cohesive organizational culture.
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Operational Updates and Workflow Directives
The email system is also employed to disseminate operational updates and workflow directives to specific departments or employee groups. Examples include changes to scheduling procedures, new electronic health record functionalities, or modifications to departmental protocols. This ensures that employees are consistently informed of changes that directly impact their daily tasks, minimizing disruptions and enhancing operational efficiency. Targeted email distribution lists allow for the efficient delivery of relevant information to specific subsets of employees.
In conclusion, the designation of the WVU Medicine employee email system as the “Official Communication Channel” underscores its critical role in maintaining operational integrity, ensuring regulatory compliance, and fostering a cohesive organizational culture. The facets described above highlight the diverse applications of the system and its importance in facilitating timely and accurate information dissemination across the WVU Medicine network.
2. Secure Data Transmission
The WVU Medicine employee email system incorporates protocols for secure data transmission to safeguard sensitive patient information, employee records, and institutional data. Unprotected communication channels present a significant vulnerability to data breaches and unauthorized access, posing a threat to patient privacy and regulatory compliance. The implementation of encryption standards, such as Transport Layer Security (TLS), is crucial to protect emails in transit, rendering the data unreadable to unauthorized parties. Access controls, including multi-factor authentication, are implemented to further fortify the email system against unauthorized login attempts. Regular security audits are conducted to identify and address vulnerabilities, ensuring that the system remains resilient against evolving cyber threats. For example, employee training programs often emphasize the importance of recognizing and reporting phishing attempts, which can compromise login credentials and lead to data breaches.
The secure transmission of data through the WVU Medicine employee email system is critical for the proper handling of protected health information (PHI), as mandated by the Health Insurance Portability and Accountability Act (HIPAA). Examples include the secure transmission of patient medical records, billing information, and treatment plans. Failure to adequately protect PHI can result in substantial financial penalties and reputational damage. Moreover, secure channels are utilized for the transmission of sensitive institutional data, such as financial reports, research findings, and strategic plans. This helps prevent intellectual property theft, insider trading, and other forms of corporate espionage. System administrators manage security configurations, monitor network traffic for suspicious activities, and enforce data loss prevention (DLP) policies to minimize the risk of data exfiltration.
In summary, secure data transmission within the WVU Medicine employee email system is not merely a technical consideration but a fundamental requirement for maintaining patient privacy, adhering to regulatory mandates, and safeguarding institutional assets. The ongoing challenges involve adapting to emerging cyber threats, continually updating security protocols, and fostering a security-conscious culture among all employees. The effectiveness of these measures directly impacts the integrity of WVU Medicine’s operations and its ability to provide quality healthcare services while protecting sensitive information.
3. Policy Updates
WVU Medicine’s employee email system serves as the primary channel for disseminating policy updates. Policy updates, encompassing changes to institutional regulations, operational procedures, and compliance mandates, require timely and widespread distribution to ensure adherence throughout the organization. The email systems reach and capacity for immediate delivery makes it uniquely suited for this purpose. A policy revision regarding patient data security, for instance, will be communicated through the email system to all relevant employees, immediately triggering a requirement for compliance. The system provides a traceable record of dissemination, which is crucial for audit purposes and demonstrating institutional commitment to regulatory standards. In the absence of a reliable email system, disseminating policy updates would be significantly more cumbersome and less effective, increasing the risk of non-compliance and potential legal ramifications.
The effectiveness of policy updates delivered via the email system hinges on clear communication and accessibility. Complex policy documents are often summarized in concise email messages, with links provided to the full text for detailed review. This approach optimizes readability and ensures that employees can quickly grasp the essential changes. Furthermore, the email system allows for targeted distribution, ensuring that specific policy updates reach the relevant departments or employee groups. For example, a policy update related to surgical procedures would be directed primarily to surgeons, nurses, and other healthcare professionals involved in surgical care. Interactive elements, such as acknowledgment receipts or mandatory training modules linked to the email, can enhance accountability and reinforce understanding of the policy changes.
Challenges associated with using the employee email system for policy updates include the potential for message overload and the risk of employees overlooking critical information. Strategies to mitigate these challenges include optimizing email subject lines, implementing clear and concise messaging, and leveraging alternative communication channels, such as intranet postings or departmental meetings, to reinforce key policy updates. The ongoing assessment and refinement of communication strategies are crucial for ensuring that policy updates reach their intended audience and promote a culture of compliance throughout WVU Medicine. The email system, when utilized effectively, is a vital tool for maintaining operational efficiency and ensuring adherence to regulatory standards.
4. Clinical Protocol Dissemination
Clinical Protocol Dissemination within WVU Medicine relies heavily on the employee email system as a core component for rapidly conveying updated medical procedures, guidelines, and best practices to healthcare professionals. The effectiveness of this system directly influences patient safety, treatment outcomes, and adherence to industry standards.
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Timely Delivery of New Protocols
The employee email system facilitates the immediate distribution of newly approved clinical protocols. For example, a revised procedure for managing sepsis or a new guideline for administering a specific medication is sent to relevant personnel, such as physicians, nurses, and pharmacists, ensuring they are immediately aware of the updated standards. Delays in disseminating these protocols can directly compromise patient care and create potential liability issues.
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Standardized Communication Format
The email system enforces a standardized format for communicating clinical protocols. This uniformity ensures clarity and consistency in the information delivered. Protocol documents are typically attached as PDFs or linked within the email body, providing easy access to the complete guidelines. The use of standardized templates promotes efficiency in understanding and implementing the protocols.
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Tracking and Confirmation of Receipt
The employee email system allows for the tracking and confirmation of protocol receipt by individual employees. While not always actively employed, read receipts and similar tracking mechanisms can provide assurance that critical information has been delivered. This is particularly important for protocols that mandate specific actions or require immediate implementation.
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Integration with Learning Management Systems
WVU Medicine often integrates its employee email system with its Learning Management System (LMS). Employees may receive notifications via email about mandatory training modules related to newly disseminated clinical protocols. Completion of these modules is often tracked, ensuring that personnel have the necessary knowledge and skills to implement the protocols effectively. This integration ensures a comprehensive approach to protocol dissemination and compliance.
In conclusion, the WVU Medicine employee email system is indispensable for the effective dissemination of clinical protocols, ensuring that healthcare professionals receive timely, standardized, and trackable information critical for providing high-quality patient care. Its integration with other systems, such as the LMS, further strengthens its role in maintaining clinical excellence and adherence to evolving medical standards.
5. Internal Announcements
The WVU Medicine employee email system serves as a vital channel for the dissemination of internal announcements, facilitating communication regarding organizational changes, personnel updates, and institutional initiatives. The system’s capacity for broad distribution and real-time delivery makes it indispensable for maintaining transparency and cohesion across the healthcare network.
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Executive Leadership Communications
Announcements from executive leadership, such as the appointment of new department heads or the unveiling of strategic organizational goals, are typically communicated through the employee email system. These messages provide employees with insight into the direction of the organization and highlight key priorities. A well-crafted announcement from leadership can foster a sense of unity and purpose among employees. Failure to disseminate such information promptly can lead to speculation and uncertainty, negatively impacting morale.
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Organizational Restructuring Updates
When WVU Medicine undergoes organizational restructuring, the employee email system serves as the primary means for informing personnel about changes in reporting structures, departmental realignments, or role modifications. Clear and timely communication of these changes is crucial to minimize disruption and ensure a smooth transition. Detailed announcements outlining the rationale behind the restructuring and its impact on specific employee groups can help alleviate anxieties and promote understanding.
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Employee Recognition and Awards
The employee email system is frequently used to recognize and celebrate employee achievements and contributions. Announcements highlighting exceptional performance, milestone anniversaries, or recipients of organizational awards serve to boost morale and reinforce a culture of appreciation. These announcements often include testimonials from colleagues and supervisors, further amplifying the positive impact of the recognition.
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Event Notifications and Participation Invitations
WVU Medicine utilizes the employee email system to announce upcoming events, such as conferences, workshops, and community outreach initiatives. These announcements provide employees with opportunities for professional development, networking, and community engagement. Information regarding event registration, logistics, and participation requirements are typically included in these emails. Promoting participation in these events can foster a sense of community and enhance employee engagement.
In summary, the WVU Medicine employee email system plays a critical role in disseminating internal announcements, contributing to a more informed, connected, and engaged workforce. Effective utilization of this channel enhances organizational transparency, fosters employee morale, and supports the successful implementation of strategic initiatives.
6. Workflow Efficiency
Workflow efficiency is inextricably linked to the effective utilization of the WVU Medicine employee email system. The system serves as a central hub for communication, coordination, and task management, directly influencing the speed and accuracy with which healthcare processes are executed. Inefficiencies in the email system, such as delayed message delivery, cumbersome search functions, or inadequate organizational features, can impede workflows, leading to errors, delays in patient care, and increased administrative burdens. For example, if a physician’s order is delayed in reaching the pharmacy due to email system latency, patient treatment may be delayed, potentially affecting patient outcomes. Therefore, a streamlined and optimized email system is a prerequisite for achieving optimal workflow efficiency within WVU Medicine.
The connection between the employee email system and workflow efficiency is further manifested in several practical applications. Automated notifications, triggered by specific events within the electronic health record (EHR), can be sent to relevant personnel via email, expediting critical processes such as patient discharge or lab result review. Integration of the email system with project management tools allows for seamless task assignment, progress tracking, and team communication, facilitating collaborative projects such as quality improvement initiatives or research studies. Additionally, well-designed email templates can streamline communication for routine tasks, reducing the time and effort required to compose and send messages. For instance, a standardized email template for requesting medical records can ensure that all necessary information is included in the request, minimizing back-and-forth communication and expediting the records retrieval process.
In conclusion, the WVU Medicine employee email system constitutes a critical component of workflow efficiency. Challenges in maintaining system reliability, ensuring data security, and mitigating email overload must be addressed to maximize the system’s contribution to efficient healthcare operations. Investing in system optimization, employee training, and clear communication policies can significantly enhance workflow efficiency and contribute to improved patient care, reduced administrative costs, and a more productive work environment. The practical significance lies in recognizing that the email system is not merely a communication tool but a vital infrastructure component supporting the delivery of healthcare services.
7. Account Management
Account management within the WVU Medicine employee email system encompasses the processes and procedures governing the creation, maintenance, and termination of employee email accounts. This is a critical function that ensures secure and appropriate access to institutional resources, protects sensitive information, and maintains regulatory compliance.
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Account Creation and Provisioning
Account creation and provisioning involve the initial setup of an employee’s email account upon onboarding. This process typically includes assigning a unique username, establishing a password, and configuring access privileges based on the employee’s role and responsibilities. For instance, a physician may be granted access to patient medical records through the email system, while a administrative assistant may have access limited to scheduling and internal communications. Proper account provisioning is essential to ensure that employees have the necessary tools to perform their duties while adhering to security protocols. Failure to provision accounts correctly can result in unauthorized access to sensitive information or impede an employee’s ability to perform essential job functions.
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Password Management and Security Protocols
Password management and security protocols are crucial components of account management. These protocols dictate password complexity requirements, password reset procedures, and the implementation of multi-factor authentication (MFA). For example, employees may be required to change their passwords every 90 days and use MFA to verify their identity when logging in from an unfamiliar device. Robust password management and security protocols protect against unauthorized access and data breaches. Inadequate password security can leave employee accounts vulnerable to phishing attacks, malware, and other cyber threats, potentially compromising sensitive patient data and institutional information.
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Account Monitoring and Auditing
Account monitoring and auditing involve the ongoing surveillance of employee email account activity to detect suspicious behavior and ensure compliance with institutional policies. This may include monitoring login attempts, tracking email traffic, and reviewing access logs. For example, the system may flag an account if it is accessed from multiple locations within a short period, indicating a potential security breach. Regular account monitoring and auditing help to identify and address security vulnerabilities, prevent unauthorized access, and ensure that employees are using the email system appropriately. Failure to monitor and audit accounts can leave the system vulnerable to abuse and compromise.
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Account Termination and De-provisioning
Account termination and de-provisioning encompass the process of disabling or deleting an employee’s email account upon their departure from WVU Medicine. This is a critical step in preventing unauthorized access to institutional resources and protecting sensitive information. The de-provisioning process typically involves revoking access privileges, archiving email data, and ensuring that the account is no longer accessible. For instance, an employee who resigns from their position will have their email account deactivated promptly to prevent them from accessing confidential information after their employment ends. Failure to properly terminate and de-provision accounts can result in data breaches and potential legal liabilities.
These facets of account management are integral to maintaining the integrity and security of the WVU Medicine employee email system. The effectiveness of these practices directly impacts the organization’s ability to protect patient privacy, comply with regulatory requirements, and maintain operational efficiency.
8. Institutional Branding
The WVU Medicine employee email system serves as a key touchpoint for projecting and reinforcing the organization’s institutional brand. Every email communication emanating from this system, whether internal or external, contributes to the overall perception of WVU Medicine. The consistency in email signatures, the use of official logos, and adherence to established communication guidelines are elements that collectively shape the brand identity. A lack of attention to these details can dilute the brand, creating a disjointed image that undermines trust and recognition. For example, inconsistent use of the official logo across employee emails can present an unprofessional appearance, weakening the brand’s impact. Conversely, a unified and professional email presence reinforces the organization’s commitment to quality and attention to detail, positively influencing stakeholder perceptions.
The importance of institutional branding as a component of the WVU Medicine employee email system is exemplified in several practical applications. Standardized email templates, pre-approved content for common communications, and clear guidelines on appropriate language and tone ensure brand consistency. Internal campaigns promoting the organization’s values and mission can be effectively disseminated through employee emails, fostering a sense of shared purpose and reinforcing the brand from within. External communications, such as appointment reminders or patient follow-up emails, provide opportunities to reinforce the WVU Medicine brand through personalized messaging and consistent visual elements. This holistic approach ensures that the brand message is consistently delivered across all communication channels, strengthening its impact and resonance.
In summary, the WVU Medicine employee email system is more than just a tool for communication; it is a vital extension of the organization’s brand identity. Consistent branding in employee emails reinforces the organization’s commitment to quality, professionalism, and patient-centered care. Challenges in maintaining brand consistency across a large and diverse workforce require ongoing training, clear communication guidelines, and effective monitoring. By recognizing the significance of institutional branding within the employee email system, WVU Medicine can strengthen its brand identity, enhance stakeholder trust, and ultimately contribute to its long-term success. The connection is causal and directly impacts the external perception of the organization.
9. Security Protocols
The WVU Medicine employee email system necessitates stringent security protocols to protect sensitive patient data, employee information, and proprietary institutional data. The email system, as a primary communication channel, is a potential target for cyberattacks, phishing schemes, and data breaches. The implementation of robust security measures is not merely a procedural formality but a critical safeguard against unauthorized access, data loss, and regulatory non-compliance. For instance, without encryption protocols, patient health information transmitted via email could be intercepted and accessed by malicious actors, leading to severe legal and ethical ramifications. The causal relationship is clear: insufficient security protocols directly increase the risk of data breaches and compromise the integrity of the entire healthcare network. The importance of robust security protocols cannot be overstated; they are the foundation upon which the confidentiality, integrity, and availability of information within the email system rest.
The practical application of security protocols within the WVU Medicine employee email system encompasses multiple layers of protection. These include multi-factor authentication (MFA) to verify user identity, Transport Layer Security (TLS) encryption to protect emails in transit, and data loss prevention (DLP) measures to prevent sensitive information from leaving the organization’s control. Regular security audits and vulnerability assessments are conducted to identify and remediate potential weaknesses in the system. Moreover, employee training programs emphasize the importance of recognizing and reporting phishing attempts, which are a common vector for email-based cyberattacks. The practical effect of these measures is a significantly reduced risk of data breaches and enhanced protection of patient privacy. Furthermore, adherence to security protocols is essential for complying with regulatory requirements such as HIPAA, which mandates the protection of protected health information (PHI).
In conclusion, security protocols are an indispensable component of the WVU Medicine employee email system, serving as a first line of defense against a wide range of cyber threats. The ongoing challenge involves adapting to evolving cybersecurity threats and continuously improving security measures to stay ahead of potential attackers. Recognizing the fundamental importance of security protocols is paramount for maintaining the trust of patients, protecting institutional assets, and ensuring the long-term viability of WVU Medicine. The interplay of each protocol ensures the data is secure and free from internal and external threats.
Frequently Asked Questions
The following questions address common inquiries and concerns regarding the use of the WVU Medicine employee email system. These answers provide concise and authoritative guidance to ensure proper and secure communication practices.
Question 1: What constitutes appropriate use of the WVU Medicine employee email system?
Appropriate use is limited to professional communications related to institutional business, patient care, approved research activities, and officially sanctioned organizational announcements. Personal use is generally discouraged and may be subject to monitoring. Excessive or inappropriate personal use could result in disciplinary action.
Question 2: How is Protected Health Information (PHI) handled within the employee email system?
The transmission of PHI via email must adhere strictly to HIPAA guidelines and WVU Medicine’s privacy policies. Encryption protocols must be enabled, and employees are obligated to verify recipient identities before transmitting sensitive information. Failure to comply with these requirements can result in severe penalties, including fines and legal action.
Question 3: What steps should be taken if an employee suspects a phishing attempt or security breach involving their email account?
Employees suspecting a phishing attempt or security breach are required to immediately notify the WVU Medicine IT Help Desk and their immediate supervisor. Do not click on any suspicious links or provide personal information. Prompt reporting is critical to mitigate potential damage and prevent further compromise of institutional data.
Question 4: How often are employees required to change their email passwords?
Employees are required to change their email passwords at intervals dictated by WVU Medicine’s IT security policy, generally every 90 days. Strong, unique passwords are essential to protect against unauthorized access. Reuse of passwords across multiple accounts is strongly discouraged.
Question 5: What is the process for requesting access to email distribution lists or group email accounts?
Requests for access to email distribution lists or group email accounts must be submitted through the designated IT service portal. Justification for access is required, and approval is contingent upon the employee’s role and responsibilities within the organization. Unauthorized access to distribution lists is strictly prohibited.
Question 6: What are the consequences of violating WVU Medicine’s email usage policies?
Violations of WVU Medicine’s email usage policies may result in disciplinary action, up to and including termination of employment. Examples of policy violations include unauthorized access to confidential information, misuse of the email system for personal gain, and transmission of offensive or discriminatory content. Compliance with email usage policies is a condition of employment at WVU Medicine.
Adherence to these guidelines is essential for maintaining the security, integrity, and professionalism of the WVU Medicine employee email system. Employees are encouraged to consult the official WVU Medicine IT policies for further clarification and detailed guidance.
The following section will detail troubleshooting steps for resolving common technical issues encountered with the email system.
WVU Medicine Employee Email
The following tips outline best practices for leveraging the WVU Medicine employee email system while maintaining data security and operational efficiency.
Tip 1: Utilize Encryption for Sensitive Data Transmission.
When transmitting Protected Health Information (PHI) or other confidential data, ensure that encryption protocols are enabled. Failure to encrypt sensitive data exposes it to interception and unauthorized access, violating HIPAA regulations and potentially compromising patient privacy.
Tip 2: Exercise Vigilance Against Phishing Attempts.
Regularly scrutinize email senders and subject lines for suspicious indicators. Phishing emails often mimic legitimate communications but contain malicious links or attachments. Verify the authenticity of any email requesting sensitive information before taking action. Report suspicious emails to the IT Help Desk immediately.
Tip 3: Employ Strong and Unique Passwords.
Utilize strong, unique passwords for the employee email account. A strong password should consist of a combination of upper and lowercase letters, numbers, and symbols. Avoid using easily guessable information, such as names or dates of birth. Change passwords regularly, adhering to WVU Medicine’s IT security policy.
Tip 4: Manage Email Storage Effectively.
Regularly archive or delete unnecessary emails to manage email storage and prevent mailbox quotas from being exceeded. Excessive email storage can impede system performance and hinder the ability to send or receive new messages. Follow WVU Medicine’s guidelines for email retention policies.
Tip 5: Adhere to Email Communication Policies.
Familiarize oneself with WVU Medicine’s email communication policies, which outline appropriate use, prohibited content, and security guidelines. Non-compliance with these policies may result in disciplinary action. Ensure all communications are professional and respectful.
Tip 6: Leverage Email Organization Features.
Utilize email organization features such as folders, labels, and filters to manage incoming and outgoing messages. Effective email organization enhances productivity and enables efficient retrieval of important information.
These tips underscore the importance of responsible email usage within WVU Medicine, safeguarding patient privacy, protecting institutional data, and maintaining operational effectiveness.
The succeeding section will present concluding thoughts and resources related to the WVU Medicine employee email system.
WVU Medicine Employee Email
The preceding exploration has illuminated the critical role of the WVU Medicine employee email system in maintaining operational efficiency, data security, and institutional integrity. From facilitating policy updates and clinical protocol dissemination to safeguarding sensitive patient information and reinforcing the institutional brand, the system’s influence permeates all facets of WVU Medicine’s operations. The effective management and secure utilization of this communication channel are not merely technical considerations but essential responsibilities for all employees.
The ongoing vigilance and adherence to established protocols are paramount. Employees are reminded of their individual responsibility in protecting the confidentiality and security of all institutional communications. Consistent compliance with these measures will ensure the continued effectiveness and security of the WVU Medicine employee email system, safeguarding patient privacy, protecting institutional assets, and ultimately contributing to the delivery of quality healthcare services.
