Receiving an encrypted email from Simplyhealth Simplyhealth uses Proofpoint email encryption services to send / receive encrypted emails and this document is a step by step guide on how the system works. NB: The instructions below are based on you accessing the secure message via an Internet browser. If you are accessing the secure message via Outlook, some of the screenshots may appear slightly different, but the principles remain the same. Registration Process 1. You will be presented with a screen similar to the one below. Open the SecureMessageAtt.html attachment included with the email. 2. After clicking on Click to read message shown below you will be diverted to the Proofpoint Email Encryption portal.
3. If you are accessing the email via an Internet browser you will be warned You are submitting information to an external page. Are you sure? Please select ok. You may need to request that your IT department grant you access to this site if your own network prevents you from accessing it: The address for this is https://securemail.simplyhealth.co.uk 4. Complete the registration form by entering the information requested, bearing in mind the password rules which are detailed below. Re-enter your selected password, and then finally enter a password reset answer. Page 2
It is important that the password you use is secure, but memorable, as you will need this to access future encrypted emails sent from Simplyhealth. 5. Select Continue 6. The original message will then open allowing you to see the email and any attachments. 7. If you wish to modify any of the data within the attachment(s) Simplyhealth have sent you, simply click on the attachments link to access the attachment(s) & save it to your network or local drive. Once saved, open the file & make any modifications you require before saving the changes. If you need to send the file back to Simplyhealth please use the section below to assist you. Page 3
Replying to a Simplyhealth encrypted email 1. Re-open the email you received from Simplyhealth. You may be prompted to re-enter your log on details if the session has expired. 2. Select Reply or Reply All depending on if you would like to reply to the original sender or all recipients of the encrypted email. 3. A reply email is then generated & if you are happy with the recipients & content of the email please select the Send option. 4. Once your secure message has been sent successfully a confirmation window is displayed. Page 4
5. If you wanted to attach a file(s) to your reply when composing the Reply or Reply All secure message, select the Attach a file option as pictured below. 6. Select the Add option. 7. Browse to the file you would like to add & select ok. 8. Select the Upload option. 9. When you are happy with the recipients & content of the email please select the Send option & once your secure message has been sent successfully a confirmation window is displayed. Page 5
Forwarding a Simplyhealth encrypted email With Simplyhealth email encryption you have the option to forward a secure message to an internal / external recipient. If for any reason you need to forward a secure message please follow the steps outlined below. 1. Re-open the email you received from Simplyhealth. You may be prompted to re-enter your log on details if the session has expired. 2. Select the Forward option. 3. Enter the email address of the recipient you would like to forward the secure message onto. If you would like to add an attachment please follow the steps detailed earlier within this document. 4. When you are happy with the recipients & content of the email please select the Send option & once your secure message has been sent successfully a confirmation window is displayed. 5. If forwarding the email to a non Simplyhealth member of staff, the sender will receive an email from simplyhealth_hosted@simplyhealth.co.uk confirming the date & time that the secure message was read by the recipient(s). Page 6
Forgot Password If you do forget the password you selected to use this secure system please follow the instructions below to reset your password. 1. Re-open the secure message you received from Simplyhealth. 2. The login page will be displayed & select the Forgot Password option. 3. You will then be prompted to answer the security question you selected & answered during the registration process. Once you have entered your answer please select Continue. 4. Enter a new password & confirm the new password bearing in mind the password rules detailed previously within this document. Page 7
Help Page If at any stage you require help using the secure messaging system please select the icon displayed in the top right-hand corner of a secure message. Page 8