12.5 APPENDIX E—EXAMPLES OF FOLLOW UP EMAILS FOR NON-RESPONSES
Please note, some of the examples in the Appendices may be outdated and may have changed. Those changes may not be reflected in this document.
Example 1: Courtesy of North Carolina Department of Health and Human Services
To: SexKitten@sexsite.com
From: StarDIS@xxxx.org
Subject: HEALTH DEPARTMENT MATTER
My name is John Investigator and I work with xxxxx. I attempted to contact you on 01/01/04; I have some very important health information to share with you. This is a very urgent matter, and because of the confidential nature of this information, it is vital you contact me. Please call me at (999) 999-9999. I can be reached at this number from 8am to 5pm, Monday through Friday, or you can contact me using my email address, StarDIS@xxxx.org, or my cell phone at (999) 999-9999. To assist you in confirming my identity, I have included my supervisor’s name and phone number: First Name, Last Name, Program Manager, (999) 999-9999. Please do not delay in contacting me.
John Investigator
Disease Intervention Specialist
Program
South Central District Office (999) 999-9999
Note: If no response after Day 4, the DIS should discuss the situation with their supervisor. Attempt to re-interview the OP for additional locating information, and/or consider having the OP attempt to notify the partner. The OP can explain to the partner that a representative from the health department will be contacting him/her with important health-related information, plus provide the DIS name and office number.
Example 2: Courtesy of Tennessee Department of Health
To: <screen name/email address>
From: Name@xxx.gov
Subject: (leave blank)
Hello <name, if known>, (do not use screen name)
A few days ago, I sent you an email, but I have not heard back from you.
My name is ____ and I work for the xxxxxxxxxx xxxxxxxx. I am contacting you because someone who was recently diagnosed with laboratory confirmed <gonorrhea, Chlamydia, syphilis> asked that you be notified of an exposure to this infection.
It is important that you call me at __________ so I can speak with you confidentially about the specific exposure and provide you with options for testing and treatment.
To confirm this email is authentic and legitimate, you can call my supervisor ________ at ####. [If using Manhunt to conduct notification include: *If you would like to confirm that this email is real though Manhunt, please call the Manhunt Health Liaison at (999) 999-9999. If using Adam4Adam include: “If you would like to confirm that this email is real though Adam4Adam please contact support@adam4adam.com”]
Thank you for your prompt response.
DIS name
DIS title
Phone #
Email address
Example 3: Courtesy of San Francisco Department of Public Health
Internet Contact Letter #2 (Email letter and Handle letter)
Hi/Hello:
Email to Handle: I see you had a chance to read my previous email. It’s still very important that I speak to you about a serious infectious disease. Due to confidentiality, I can’t go into further details via email.
Please call me at (999) 999-9999. If I am not at my desk, please leave me a message on my confidential voicemail with your name, phone number, and the best time to reach you.
Email using an email company: I sent you an email on _/_/__. It’s still very important that I speak to you about a serious infectious disease. Due to confidentiality, I can’t go into further details via email.
Please call me at (999) 999-9999. If I am not at my desk, please leave me a message on my confidential voicemail with your name, phone number, and the best time to reach you.
Sincerely,
Worker Name
Worker’s Title
Program Name
Hours
** CONFIDENTIALITY NOTICE** This email message and any attachments are solely for the intended recipient and may contain confidential or privileged information. If you are not the intended recipient, any disclosure, copying, use or distribution of the information included in this message and any attachments is prohibited. If you have received this communication in error, please notify the sender immediately and permanently delete or otherwise destroy the information.