10.4 Appendix D – Examples of Follow Up Emails for Non-responses

10.4.1 Example 1: North Carolina Department of Health and Human Services

To: SexKitten@sexsite.com
From: StarDIS@ncsddc.org
Subject: HEALTH DEPARTMENT MATTER

My name is John Investigator and I work with NCSD. 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 (555) 234-5678. I can be reached at this number from 8am to 5pm, Monday through Friday or you can contact me using my e-mail address StarDIS@ncsddc.org or my cell phone at (555) 255-5888. To assist you in confirming my identity, I have included my supervisor’s name and phone number: Josefina Boss, Program Manager, (555) 234-5679. Please do not delay in contacting me.

John Investigator
Disease Intervention Specialist
NCSD
South Central District Office (555) 234-5678

Note: If no response after Day 4, the DIS should discuss the situation with their supervisor. Attempt to re-interview the original patient for additional locating information, and/or consider having the original patient attempt to notify the partner. The original patient can explain 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.

10.4.2 Example 2: Tennessee Department of Health

To: <screen name/email address>
From: Name@tn.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 Tennessee Department of Health. 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 617-674-8945. 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

10.4.3 Example 3: 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 about a serious infectious disease. Due to confidentiality, I can’t go into further details via email.

Please call me at 415-487-xxxx. If I am not at my desk, please leave me a message with your name, phone number and the best time to reach you on my confidential voicemail.

Email using an Email company: I sent you an email on _/_/__. It’s still very important that I speak about a serious infectious disease. Due to confidentiality, I can’t go into further details via email.

Please call me at 415-487-xxxx. If I am not at my desk, please leave me a message with your name, phone number and the best time to reach you on my confidential voicemail.

Sincerely,

Worker Name
Worker’s Title
356 7th Street (between Folsom and Harrison)
Drop-In Hours: Monday/Wednesday/Friday (8:00am-4:00pm), Tuesday (1:00pm-6:00pm) and Thursday (1:00pm-4:00pm)

** 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.