Public Relations and Press Policy
To uphold Clarest Health’s mission, vision, and brand reputation—and to ensure compliance with HIPAA and other healthcare regulations—all public-facing communication must reflect the highest standards of accuracy, confidentiality, and professionalism. This policy outlines how associates must manage external communication and public representation of the company.
1 Media and Press Inquiries
- All media, press, and social media inquiries related to Clarest must be directed to and managed by the Marketing Department.
- Associates are not authorized to speak to the media, press, or represent Clarest publicly unless they have received prior written approval from the Vice President of Marketing or their designated representative.
- Disclosure of any patient information, including anecdotal stories, must be strictly avoided unless proper HIPAA authorizations are on file and approved for release.
2 Social and Digital Media Conduct
- Associates are prohibited from posting any confidential, proprietary, or patient-related information about Clarest on personal or professional social media platforms.
- Sharing or commenting on Clarest news should only be done using approved content provided by the Marketing Department.
- Clarest may monitor digital platforms for unauthorized disclosures or brand misrepresentation.
3 Speaking Engagements
- If an associate is invited to speak publicly or participate in a podcast, conference, panel discussion, webinar, article, or other professional setting on behalf of Clarest, they must:
- Notify the Vice President of Marketing or their designate in advance.
- Submit any presentation materials or prepared remarks for pre-approval.
- Participate in media or message training when requested.
- Clearly distinguish between personal opinions and official company messaging, if both are included in the engagement.
4 Use of AI-Generated Content
- Associates must not use generative AI tools (e.g., ChatGPT, Jasper) to create or respond to public messages, press materials, or media statements on behalf of Clarest without prior approval.
- All AI-generated content must be reviewed and approved by the Marketing Department to ensure accuracy, compliance, and consistency with Clarest’s brand voice.
5 Emergency Communications
- In the event of a crisis, emergent situation, or urgent media inquiry, associates must immediately contact the Vice President of Marketing or their designated representative.
- No public statements or responses are to be made unless directed and approved by Marketing leadership.
6 Policy Compliance
- All associates are responsible for understanding and complying with this policy. Violations may result in disciplinary action, up to and including termination. Examples of violations include but are not limited to:
- Sharing patient-related information online, even if de-identified
- Speaking or presenting on Clarest’s behalf without prior approval
- Responding to media inquiries independently
- Posting photos taken inside Clarest facilities on personal social media accounts
7 Questions
If you are unsure whether a communication activity requires approval or if you have any questions about this policy, please contact the Vice President of Marketing.
Social Media Policy
Clarest Health recognizes that social media is a part of everyday communication; however, we are committed to protecting our brand, maintaining professionalism, and upholding HIPAA and other legal and ethical obligations in all public-facing content. This policy outlines appropriate use of social media by Clarest associates, both during and outside of working hours.
1 General Guidelines
- Social media activity during working time is prohibited unless it is part of an associate’s job responsibilities.
- Associates must not use Clarest IT resources (see Technology Policy) to engage in personal social media activities.
- Each associate is personally responsible for any content they post online. This includes potential legal liability for unlawful, defamatory, slanderous, or libelous statements made against any Clarest associate, manager, customer, vendor, or partner.
2 Scope of Policy
This policy applies to all social media activities that:
- Identify the associate’s affiliation with Clarest (outside of incidental mentions), or
- Reference Clarest’s business, operations, associates, customers, vendors, or competitors.
Social media activity includes, but is not limited to:
- Posts on platforms such as LinkedIn, Facebook, Instagram, Twitter/X, TikTok, and Threads
- Blogs, vlogs, personal websites, or online articles
- Audio or video content on YouTube or other media sharing platforms
- Online forums, chat rooms, or discussion boards
This policy applies regardless of platform, device, work status (on or off duty), or use of personal vs. company accounts.
3 Publishing Articles or Content on Behalf of Clarest
Any articles, blogs, videos, or similar content created on behalf of Clarest must receive prior written authorization from the Vice President of Marketing before being published.
4 Conduct Expectations for Social Media Use
Associates must comply with all Clarest policies when using social media, including but not limited to:
- Internet Code of Conduct
- Use of Technology and Communication Systems
- Company Property
- Anti-Harassment and Discrimination Policies
- Guidelines for Appropriate Conduct
Key expectations include:
Remain Respectful and Lawful
- Do not post images or content that are vulgar, obscene, harassing, threatening, or false.
- Do not engage in illegal activity or post depictions of illegal behavior (e.g., substance use, violence) while identifying yourself as a Clarest associate.
- Avoid any posts that could contribute to a hostile work environment based on race, gender, age, disability, religion, veteran status, national origin, or other protected class.
Express Only Personal Opinions
- Do not imply or state that you speak on behalf of Clarest unless you have received prior written authorization.
- Avoid linking personal websites or blogs to Clarest’s official platforms.
- When needed, include a disclaimer such as:
“The views expressed in this post are my own and have not been reviewed or approved by Clarest Health.”
Use of Clarest Logo or Branding
- Do not use the Clarest logo, trademarks, or visual branding in any unauthorized way or in any content that violates company policy or legal standards.
Respect Intellectual Property
- Do not share content that infringes on copyrights, trademarks, or proprietary materials owned by Clarest or others.
Protect Confidential and Sensitive Information
Do not disclose confidential or proprietary Clarest information, including details related to:
- Patients or customers (in accordance with HIPAA)
- Business plans, contracts, or financials
- Research and marketing strategies
- Do not share personal identifying information (PII) of Clarest associates, customers, vendors, or any partner entity.
Retaliation is Prohibited
Clarest strictly prohibits retaliation against anyone who, in good faith, reports a concern related to this policy or cooperates with an investigation. Any associate engaging in retaliatory behavior will be subject to disciplinary action, up to and including termination.
Violations and Disciplinary Action
Violations of this policy may result in disciplinary action, up to and including termination, to the extent permitted by law. Examples include:
- Sharing protected health information (PHI) or personal data
- Representing Clarest publicly without approval
- Using company branding without permission
- Making discriminatory or harassing remarks
5 Questions?
If you are unsure whether your intended post or activity is appropriate, seek guidance from the Vice President of Marketing before posting.
Use of Associate Photos for Marketing Purposes
As part of Clarest Health’s efforts to promote our mission, culture, and services, photographs or videos featuring associates may be taken at company events, during day-to-day operations, or in support of internal and external marketing initiatives.
By participating in company-sponsored activities or being present in work-related settings where photography or videography is taking place, associates acknowledge and grant Clarest Health the right to use their image, likeness, and/or voice for purposes including, but not limited to:
- Internal communications and newsletters
- External marketing materials
- Company website and social media platforms
- Recruitment materials
- Training and educational content
These materials may be used in print or digital formats and may appear in public-facing content representing Clarest Health.
If an associate prefers not to be photographed or recorded for these purposes, they should inform their supervisor and the Marketing team in writing. While Clarest will make reasonable efforts to accommodate such requests, we cannot guarantee exclusion from group or background imagery captured in public or workplace settings.
Clarest Health respects the privacy of all associates and is committed to using any imagery in a professional and respectful manner that aligns with our company values and branding standards