Secure File Exchange

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1 Secure File Exchange Overview of the Secure File Exchange... 2 File exchange process... 2 Sending files to clients/portal users... 2 Receiving files from clients/portal users... 2 Setup... 3 How to request setup... 3 Initiating a Secure File Exchange... 3 Sending files (uploading) or inviting file uploads... 3 Receiving files... 7 Help Desk Users: Downloading Files... 7 Clients/Portal Users: Downloading Files... 8 Unregistered Users: Downloading Files... 9 Responding to upload invitations Clients/Portal Users: Uploading Files Unregistered Users: Uploading Files... 11

2 Overview of the Secure File Exchange The Secure File Exchange (SFE) provides a safe, secure method for transferring files that contain sensitive information such as Protected Health Information (PHI). The SFE is typically used to send files to or get files from clients or entities such as collection agencies or insurance companies. The process requires the sharer of the file to upload it to a Quadax server, and then the receiver of the file downloads it through the Quadax Help Desk (Quadax employees), the Quadax Portal (clients and others with whom Quadax has a business relationship), or a limited, single-use Secure File Exchange page (users not registered for the Help Desk or Portal). Non-Quadax employees can only upload files in response to a request by someone with SFE privileges in the Help Desk. Files are transmitted securely using the highest encryption available on the browser, minimally 128 bits. Quadax policy dictates that employees use a secure method to send PHI, and strongly recommends that clients send files to us by a secure method. Internal Quadax (employee to employee through our internal network) is secure, but to or from entities not on our internal network is not (except for clients who have set up secure ). File exchange process The following is a simplified version of how you send and receive files through the Secure File Exchange. Files are typically exchanged with clients, but the process is the same for anyone registered for the Portal. Special instructions for unregistered users and process details are included in the rest of this document. Sending files to clients/portal users 1. Quadax employee with SFE privileges in the Help Desk opens the Secure File Exchange and uploads a file to a selected Portal user. 2. Recipient is automatically notified by an from the Help Desk that a file has been uploaded to the Portal (if the Notify User(s) by option is selected). 3. Recipient logs in to the Portal and clicks the Download link to get the file. Receiving files from clients/portal users 1. Quadax employee with SFE privileges in the Help Desk opens the Secure File Exchange and sends an invitation to a Portal user to upload a file. 2. Portal user is automatically notified by an from the Help Desk about the request to upload a file (if the Notify User(s) by option is selected). 3. Portal user clicks the Upload link on the Portal main page and selects the file to upload. 4. Quadax employee downloads the file from a link in the My Files section of the Help Desk. 2

3 Setup To initiate a file exchange, you must be granted the privilege in the Quadax Help Desk. If SFE privileges have been enabled, you will see the option in the Help Desk menu under Maintenance. The initiators of an exchange can either upload files for others to retrieve or invite another user to upload to them. Portal users and users without SFE privileges can upload files only if they have been invited to do so. Any Help Desk or Portal user can receive files that have been uploaded to them. An additional privilege must be granted to exchange files with users who are not registered for the Portal or Help Desk. These users are typically people with whom Quadax has no business relationship, such as attorneys requesting information on particular patients for a case. How to request setup To request SFE privileges, your manager, supervisor, or someone of similar responsibility level should send a Help Desk event to the appropriate service queue for your area. For HARP, PAS, and ECM, send the Help Desk event to the RA Call Center queue. For EDI, send the Help Desk event to the EDI Service queue. If you will be transferring files to unregistered users, be sure to include that in the request since it requires an additional setup option. Initiating a Secure File Exchange Initiators of Secure File Exchanges can either upload files for others (typically clients) to retrieve, or invite other entities to upload a file to them. To initiate Secure File Exchanges, you must have privileges enabled in the Help Desk. If you have the privilege, you will see the option in the Help Desk menu under Maintenance. Sending files (uploading) or inviting file uploads Files can be securely uploaded to a Quadax server and retrieved from the Portal, the Help Desk, or a limited Secure File Exchange page. You can upload a file for others to get, or send an invitation for others to upload a file for you. No one can upload files to the Secure File Exchange unless they have been invited to do so or have SFE privileges in the Help Desk. The internal Quadax is secure, so you can send sensitive information to other employees by Quadax . 3

4 To upload files or invite an upload: 1. In the Help Desk menu under Maintenance, select Secure File Exchange. The Initiate Secure File Exchange page opens. 2. Select Upload File to send a file or Invite Upload to request a file to be sent to you. The button on the bottom of the page will be labeled either Upload or Invite, depending on this selection. 3. In the File Description box, enter an easily identifiable description of the file. The description appears in notifications and on the Portal and Help Desk screens. The description can have up to 30 characters, and it does not have to be the file name. 4. Uploads only: In the Local File Name field, click Browse to select the file from your PC or network drive, and then click Open. The file type extension can be txt, xls, jpeg, jpg, gif, zip, doc, pdf, dat, docx, or xlsx. Note on file name: Make sure the file name does not include special characters other than the period before the file extension. If it does, rename the file on your computer before uploading it. Note on file size: The file size should be no larger than 25 MB. If it is larger, compress the file and then select the zipped file for upload. Extremely large files (over 500 MB) should be sent on CD or DVD. 4

5 5. In the Recipient(s) area, select either These Portal or Help Desk Users or Unregistered Recipient. The option to send or receive files from unregistered users requires special setup and only appears if the privilege has been enabled. 6. For Portal or Help Desk users: a. In the Last Name field, enter the last name, and then click Search. Note that the Last Name field is case sensitive so begin with a capital letter followed by lower case letters. b. Matching names of registered users of the Portal or Help Desk appear in the dropdown list. Select the name, and then click Add Recipient. For multiple recipients, repeat the process. c. If you add a name by mistake, click the icon next to the name to remove it. 5

6 For unregistered users, enter the first name, last name, and address. Important: When you upload a file to or invite an upload from an unregistered user, a password will appear in a message at the bottom of the Secure File Exchange page after you press Upload or Invite. You should phone the recipient and give them the password. Unregistered users open a limited Secure File Exchange page through a link in an from the Help Desk and need the password to download or upload a file. 7. In the Client field, enter the client code the recipient is required to have access to in order to exchange the file. This field is optional. Note: The Client field is used when you want to specify that the file will be available to the recipient only as long as they have access to the given client code. This field is useful for preventing access to files when the recipient no longer works for the indicated client but is still a Portal user, such as when the recipient leaves one client to work for another client or is a consultant who works for multiple clients simultaneously. 8. In the Availability field, select how long the file is available to download. You can select the number of times it can be downloaded or the length of time (days, weeks, or months) the file is available. If you select the number of times, note that failed downloads are considered into the number. 9. For notification about the file from the Quadax Help Desk, select one or both check boxes (see image above). The first option is to send an to the recipients, notifying them that a file is available for downloading or an invitation has been issued for a file upload. The second is to send you an when the file is uploaded or downloaded. 10. When you have finished completing all the fields and reviewed the information, click the Upload or Invite button. (The button label changes depending on the process.) If the recipient is an unregistered user, be sure to note the password in the message that appears at the bottom of the screen. 6

7 Receiving files To receive a file securely, download the file from the Secure File Exchange through the Quadax Help Desk (Quadax employees), the Quadax Portal (clients and others with whom Quadax has a business relationship), or a limited, single-use Secure File Exchange page (users not registered for the Help Desk or Portal). Help Desk Users: Downloading Files If files have been uploaded for a Quadax employee, they will appear in the My Files section of the Help Desk main page. To download a file, click the Download link. 7

8 Clients/Portal Users: Downloading Files Clients and other registered Portal users get files that were uploaded to them on the main Portal page. The file description will appear in the Secure File Exchange section. To download the file to a local PC or network, click the Download link. 8

9 Unregistered Users: Downloading Files When a file is uploaded for users who are not registered for the Portal or Help Desk, they receive an automatic with a link to a limited Secure File Exchange page. The user who initiated the exchange should note the password that appeared at the bottom of the SFE screen when the file was uploaded and give it to the recipient by phone. Sample The link opens a limited Secure File Exchange login page. The download identifier is automatically assigned based on the link. The password is required to download the file. After logging in, the file is available from the Download link. 9

10 Responding to upload invitations Our security settings allow only Help Desk users with SFE privileges to upload files to the Secure File Exchange at will. Anyone else can upload to the SFE only when invited to do so. Clients/Portal Users: Uploading Files Clients and other registered Portal users see an Upload link in the Secure File Exchange section of the main Portal page when they receive a request to upload files. The file description appears next to the link. It is important to use a good description of the file requested so clients know what is expected. The description automatically includes the name of the person requesting the file. To upload a file to the Secure File Exchange: 1. On the Portal page, click the Upload link. 2. The Secure File Upload page opens. In the Local File Name field, click Browse to select the file from your PC or network drive. The file type extension can be txt, xls, jpeg, jpg, gif, zip, doc, pdf, dat, docx, or xlsx. If you enter the wrong file location, click Reset to clear the field. Note on file name: Make sure the file name does not include special characters other than the period before the file extension. If it does, rename the file on your computer before uploading it. Note on file size: The file size should be no larger than 25 MB. If it is larger, compress the file and then select the zipped file for upload. Extremely large files (over 500 MB) should be sent on CD or DVD. 3. Click Upload to complete the process. A message confirms a successful upload. 10

11 Unregistered Users: Uploading Files When you request a file from someone who is not registered for the Portal or Help Desk, they receive an automatic from the Quadax Help Desk with a link to a limited Secure File Exchange login page. To log in, they also need the password that appeared on the Secure File Exchange page when the file request was initiated. For security, the password should be given to them over the phone. The upload process is the same as the Portal process. 11

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