O FFICE OF THE GOVERNOR MISSISSIPPI DIVISION OF MEDICAID MEMORANDUM

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1 O FFICE OF THE GOVERNOR MISSISSIPPI DIVISION OF MEDICAID MEMORANDUM To: All DOM Independent Contractors From: Nicole Litton, Deputy Administrator for Policy & Compliance and HIPAA Privacy Officer Date: April 22, 2014 Re: DOM s Encryption Policy It is DOM s policy that s containing Protected Health Information ( PHI ) or Personally Identifiable Information ( PII ) sent outside of the agency network be encrypted by the sender. If you are a DOM Independent Contractor with an address that does not end you will need to enroll in DOM s Cisco Secured service in order to view any encrypted s sent to you by a DOM workforce member. For your convenience, instructions on setting up your account have been attached to this memo. Using the Cisco Secured service will allow you to receive and respond to encrypted s sent by DOM personnel. You will not be able to initiate a secure to DOM through this service. By executing the DOM Business Associate Agreement you agree, to use appropriate safeguards and comply, where applicable, with the Security Rule to prevent Use or Disclosure of PHI. (See Section III (b)). In order to adhere to this obligation you should take the necessary steps to protect DOM PHI or PII contained in all electronic transfers with encryption software or a program that uses FIPS certified algorithm which is 128 bit or higher, such as AES. Encryption can be end to end at the network level, or the data file containing PHI can be encrypted. If you are not currently transferring DOM PHI or PII in this manner, please address this issue immediately. If you do not have the encryption capabilities as described above or have questions regarding encryption as it pertains to DOM PHI or PII, please contact the DOM Security Officer at Attachment

2 Cisco Secure Registration Process Your recipient will need to enroll in DOM s Cisco Secured service. The recipient will receive an notification with instructions for enrolling. Enrollment is only required the first time an address receives a secure message. Once the online enrollment process is complete, your recipient will receive an with an attachment titled "securedoc.html" (this is your secure message). When opening the attachment, the recipient will be prompted to enter the password selected during the enrollment process. Once the password is verified, your recipient will be able to view your message.

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6 SeOJI!dfoless $-trr. ~~,v.... ir;_ bf 1~!Ia ~ ts,. ntct-41~ fitgmf t.e)f4; Ttst PEPL Y TO SENDER From: br l {tgma.l.com TOI ~tephen.l<enned,.med u d.m~.qoy SubJect: E: Tes1 Attachments (none) Me shoe TROll: :olephen.j9onnedjl8med ica>.d. ms. IJOV TO: b r 19~il ;500ltl Automat catl y BCC me on this ema-11. send m! rt-td reee1pt when~ reetl)i!nt hai opened ttus ema ol, 11\ls opaon does not 9ua,. ntee a re~ P-t wdl be sent; reop1ent ema1l.appf,cabons can sometimes blod. re-ad receapt requests.

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