Social Media Checklist: When an inappropriate post surfaces, Koldorf advises that employers resist the temptation to act rashly. The first step is to assess the severity of the content. your patient relationships or your legal obligations, you are justified to act decisively.” Social media is deeply ingrained in our lives. It is part of a practice’s brand and reputation. Setting expectations, enforcing policies and handling issues thoughtfully is not just about compliance, it is about protecting your patients, your staff and your practice. Proactively setting the ground rules z Set clear rules z Train and educate employees z Promote positive online behaviour z Offer confidential reporting channels z Lead by example z Keep policies current z Onboard with clarity Damage control: managing misconduct z Assess the situation z Document everything z Check policies and employment agreements z Consult with legal z Speak directly with the employee z Respond proportionally Preventing future incidents: drafting an effective policy z Define scope clearly z Set expectations z Protect confidentiality and data security z Explain consequences z Encourage positive use z Train employees z Review and update regularly z Enforce the policy or patient information, criticized managers or engaged in name-calling directed at their colleagues. Koldorf recalls cases where employees posted videos of violent or offensive behaviour while listing their employer in their profile, linking the practice’s name to troubling conduct. Even private group chats can cause fallout. In one recent case, five employees exchanged discriminatory comments about a colleague in a private WhatsApp group chat. When the messages reached the subject of the remarks (and the HR department), the situation was deemed a workplace issue, and the employees were reprimanded. “Even if the initial post was private or in a closed group, once it impacts the workplace, it becomes the employer’s concern,” Koldorf says. Building Protection Through Policy The best defense is prevention. Koldorf emphasizes that while employers cannot control what employees do outside of work, they can set clear rules and expectations through policies and training. She encourages practices to draft a formal social media policy and review it with staff during onboarding, followed by annual refreshers. “A policy is only as strong as its enforcement,” she cautions. “If employees see others posting without consequences, they’ll ask: Why is my post a problem?” Training should not just focus on restrictions but also model positive online behaviour. Practice owners and managers can set an example by showing what kinds of posts reflect well on the business. Confidential reporting channels—such as a designated email address or a third-party “whistleblower” service—helps employees feel safe if they need to report inappropriate posts. Policies should be kept current and updated whenever new issues arise, so employees are clear on what is expected of them. Responding When Problems Arise When an inappropriate post surfaces, Koldorf advises that employers resist the temptation to act rashly. The first step is to assess the severity of the content. Some posts may be minor and pose little risk, while others could threaten the practice’s reputation or patient relationships. Documentation is essential, including screenshots of the posts, comments and the employee’s profile if it identifies the dental practice. Seeking legal advice is also wise, since certain cases may trigger reporting obligations or require formal investigations. Employers should also speak directly with the employee to understand the context, as an explanation may change how the post is interpreted. And any response should be proportional to the severity of the misconduct. Coaching or a verbal warning may be enough in some cases, while others might call for formal actions. “Not every post requires a harsh response,” Koldorf says. “But if the post threatens your reputation, The information provided is of a general nature only and should not be considered personalized legal, financial, accounting or tax advice. 33 Issue 1 | 2026 | Supporting Your Practice
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