Patient–Health Care Professional Communication via a Secure Web-Based Portal in Severe Mental Health Conditions: Qualitative Analysis of Secure Messages
BackgroundPatients’ web-based access to their medical records and secure messaging (SM) via patient portals is becoming increasingly prevalent worldwide. SM offers several potential benefits, including improved health outcomes and increased patient engagement. However, SM als...
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JMIR Publications
2025-06-01
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| Series: | JMIR Formative Research |
| Online Access: | https://formative.jmir.org/2025/1/e63713 |
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| author | Eva Meier-Diedrich Carolyn Turvey Jonas Maximilian Wördemann Justin Speck Mareike Weibezahl Julian Schwarz |
| author_facet | Eva Meier-Diedrich Carolyn Turvey Jonas Maximilian Wördemann Justin Speck Mareike Weibezahl Julian Schwarz |
| author_sort | Eva Meier-Diedrich |
| collection | DOAJ |
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BackgroundPatients’ web-based access to their medical records and secure messaging (SM) via patient portals is becoming increasingly prevalent worldwide. SM offers several potential benefits, including improved health outcomes and increased patient engagement. However, SM also raises concerns about effects on the therapeutic relationship and may be constrained by factors such as limited digital literacy and access to digital devices. Evidence on the use of SM in mental health is limited, and results are inconclusive.
ObjectiveThis study aimed to examine (1) the purposes for which health care professionals (HCPs) and patients with psychiatric disorders use SM to communicate and (2) the specific use patterns associated with both patients and HCPs.
MethodsThe secure messages (n=274) of 38 patients with psychiatric disorders and 4 HCPs (psychiatrists) from 3 psychiatric outpatient clinics in Brandenburg, Germany, was analyzed using thematic analysis. The data selected for this study represent a subsample from a larger study comprising a total of 116 patients. The subsample consists of the patients and HCPs who used SM.
ResultsA total of 274 messages were analyzed: 22.3% (61/274) were initial notes from HCPs, 44.5% (122/274) were patient responses, and 33.2% (91/274) were HCP replies. Patients sent between 1 and 15 messages (mean 4.16, SD 3.42) and logged in 1 to 42 times (mean 10.78, SD 9.38). Most messages were sent during the day, although some were also sent at night and in the early morning. Regarding the purposes of SM, 4 core functions of SM were identified: reporting and feedback, interpersonal uses, intrapersonal uses, and organizational uses. Both patients and HCPs used SM to share treatment-relevant information and elicited feedback on treatment and medication. Furthermore, secure messages included expressions of gratitude by the patients, in addition to well-wishes and emotional support from the HCPs. SM allowed patients to reflect on their treatment and provide self-encouragement. Finally, secure messages were used to address organizational aspects such as scheduling, appointments, and administrative tasks.
ConclusionsSM in outpatient mental health care is multifaceted and holds the potential to enhance therapeutic contact and improve access to care by enabling quick, low-threshold communication between patients and HCPs, allowing treatment-related concerns to be addressed promptly and effectively. However, the asynchronous nature of SM also poses new challenges, particularly in managing acute mental health crises and in setting boundaries to prevent HCPs from being perceived as constantly available. Therefore, specific training for HCPs—both during medical education and in clinical practice—is essential, along with clear guidelines on handling crises and managing sensitive information. |
| format | Article |
| id | doaj-art-3d5b21cd13a9442ba99f688d8cf0ea09 |
| institution | Kabale University |
| issn | 2561-326X |
| language | English |
| publishDate | 2025-06-01 |
| publisher | JMIR Publications |
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| series | JMIR Formative Research |
| spelling | doaj-art-3d5b21cd13a9442ba99f688d8cf0ea092025-08-20T03:28:05ZengJMIR PublicationsJMIR Formative Research2561-326X2025-06-019e6371310.2196/63713Patient–Health Care Professional Communication via a Secure Web-Based Portal in Severe Mental Health Conditions: Qualitative Analysis of Secure MessagesEva Meier-Diedrichhttps://orcid.org/0000-0002-3855-4389Carolyn Turveyhttps://orcid.org/0000-0002-8219-8676Jonas Maximilian Wördemannhttps://orcid.org/0009-0007-7764-345XJustin Speckhttps://orcid.org/0009-0009-8471-5081Mareike Weibezahlhttps://orcid.org/0009-0002-8999-2431Julian Schwarzhttps://orcid.org/0000-0001-7306-7909 BackgroundPatients’ web-based access to their medical records and secure messaging (SM) via patient portals is becoming increasingly prevalent worldwide. SM offers several potential benefits, including improved health outcomes and increased patient engagement. However, SM also raises concerns about effects on the therapeutic relationship and may be constrained by factors such as limited digital literacy and access to digital devices. Evidence on the use of SM in mental health is limited, and results are inconclusive. ObjectiveThis study aimed to examine (1) the purposes for which health care professionals (HCPs) and patients with psychiatric disorders use SM to communicate and (2) the specific use patterns associated with both patients and HCPs. MethodsThe secure messages (n=274) of 38 patients with psychiatric disorders and 4 HCPs (psychiatrists) from 3 psychiatric outpatient clinics in Brandenburg, Germany, was analyzed using thematic analysis. The data selected for this study represent a subsample from a larger study comprising a total of 116 patients. The subsample consists of the patients and HCPs who used SM. ResultsA total of 274 messages were analyzed: 22.3% (61/274) were initial notes from HCPs, 44.5% (122/274) were patient responses, and 33.2% (91/274) were HCP replies. Patients sent between 1 and 15 messages (mean 4.16, SD 3.42) and logged in 1 to 42 times (mean 10.78, SD 9.38). Most messages were sent during the day, although some were also sent at night and in the early morning. Regarding the purposes of SM, 4 core functions of SM were identified: reporting and feedback, interpersonal uses, intrapersonal uses, and organizational uses. Both patients and HCPs used SM to share treatment-relevant information and elicited feedback on treatment and medication. Furthermore, secure messages included expressions of gratitude by the patients, in addition to well-wishes and emotional support from the HCPs. SM allowed patients to reflect on their treatment and provide self-encouragement. Finally, secure messages were used to address organizational aspects such as scheduling, appointments, and administrative tasks. ConclusionsSM in outpatient mental health care is multifaceted and holds the potential to enhance therapeutic contact and improve access to care by enabling quick, low-threshold communication between patients and HCPs, allowing treatment-related concerns to be addressed promptly and effectively. However, the asynchronous nature of SM also poses new challenges, particularly in managing acute mental health crises and in setting boundaries to prevent HCPs from being perceived as constantly available. Therefore, specific training for HCPs—both during medical education and in clinical practice—is essential, along with clear guidelines on handling crises and managing sensitive information.https://formative.jmir.org/2025/1/e63713 |
| spellingShingle | Eva Meier-Diedrich Carolyn Turvey Jonas Maximilian Wördemann Justin Speck Mareike Weibezahl Julian Schwarz Patient–Health Care Professional Communication via a Secure Web-Based Portal in Severe Mental Health Conditions: Qualitative Analysis of Secure Messages JMIR Formative Research |
| title | Patient–Health Care Professional Communication via a Secure Web-Based Portal in Severe Mental Health Conditions: Qualitative Analysis of Secure Messages |
| title_full | Patient–Health Care Professional Communication via a Secure Web-Based Portal in Severe Mental Health Conditions: Qualitative Analysis of Secure Messages |
| title_fullStr | Patient–Health Care Professional Communication via a Secure Web-Based Portal in Severe Mental Health Conditions: Qualitative Analysis of Secure Messages |
| title_full_unstemmed | Patient–Health Care Professional Communication via a Secure Web-Based Portal in Severe Mental Health Conditions: Qualitative Analysis of Secure Messages |
| title_short | Patient–Health Care Professional Communication via a Secure Web-Based Portal in Severe Mental Health Conditions: Qualitative Analysis of Secure Messages |
| title_sort | patient health care professional communication via a secure web based portal in severe mental health conditions qualitative analysis of secure messages |
| url | https://formative.jmir.org/2025/1/e63713 |
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