De-identified by default
Last updated: 2026-06-30
The core rule
Synapse Chat is for de-identified clinical communication only. You must not send any information that could identify a patient.
Communicate about the clinical situation, not the person. A simple way to hold the line: say enough to find the conversation, not the patient. If a colleague could identify the patient without calling you or opening the chart, the message says too much.
For a step-by-step method and worked before/after examples, see How to de-identify a message.
What "de-identified" means
Do not send details such as:
- Patient names or initials
- Dates of birth, ages combined with other identifiers, or addresses
- Medicare numbers, hospital record numbers (UR/MRN), or other identifiers
- Photographs or scans that show identifying features
- Any combination of details that could reasonably identify someone
Instead, use a de-identified reference your colleague can interpret in context:
- "Bay 3"
- "List 2, case 4"
- "The afternoon referral we discussed"
These let you coordinate effectively without ever putting identifiable information into the conversation.
Why this matters
Because Synapse holds the encryption keys (see Encryption and key custody), the strongest protection for patient privacy is simply to never enter identifiable information in the first place. If it is never sent, it can never be exposed.
Synapse Chat is not a medical record
Synapse Chat is a communication and coordination tool. It is not a clinical record system and must not be used as one. Your formal record-keeping, including any patient-identifying detail, belongs in your clinical record system, not in a chat.
Synapse Chat is not for emergencies
Do not rely on Synapse Chat for urgent or emergency care. If a patient needs urgent attention, use your established emergency and escalation procedures.
A simple test before you send
Ask yourself: if a colleague read this message with no other context, could they identify the patient? If the answer is yes, rewrite it using a de-identified reference before sending.
Frequently asked
Can I send a patient's name or date of birth?
No. Synapse Chat is for de-identified communication only. Never send a name, date of birth, address, Medicare number, or any other detail that could identify a patient.
How should I refer to a patient instead?
Use a de-identified reference your colleague will understand in context, such as "Bay 3" or "List 2, case 4".
Is Synapse Chat a medical record?
No. Synapse Chat is a communication tool, not a clinical record system, and it is not for emergencies. Record-keeping belongs in your clinical record system.