This document describes the Enrollment Server component of the LPCH Secure Email service. The Enrollment Server is used to register and track the unique identities of recipients of Secure Email who are using non-lpch email addresses. LPCH affiliates who are following HIPAA regulations may find it necessary to send Electronic Protected Health Information (ephi) to persons with non-lpch email addresses. (LPCH email addresses always have the form username@lpch.org.) Non-LPCH email recipients must register a unique identity with the LPCH Secure Email service via the Enrollment Server. The unique identity is a username/password pair. The username is the recipients email address (such as mary@yahoo.com, patientx@gmail.com, and so) Each recipient can use the Enrollment Server to set their password, and password recovery questions are used in case the password has to be re-set in the future. The first encrypted message that in received will start the registration process, but subsequent messages require only the entry of the username and password. If you have received a message and have concerns about this process, or about receiving Secure Email in general, please contact the person that sent you the message with your questions. January 31, 2006 v2.0 Page 1 of 15
An LPCH worker uses the Secure Email service to send a secure email to a recipient outside the hospital system. Figure 1 Initially, the recipient opens the secure email. Figure 2 January 31, 2006 v2.0 Page 2 of 15
Accessing the Secure Email message Upon opening the message, the recipient will see the screen below. The secure email is attached to this message; to read the secure message, the recipient must open the attachment. Figure 3 January 31, 2006 v2.0 Page 3 of 15
After opening the attachment, the recipient will see the screen below. Clicking the Open button will either a. send the recipient to the registration process to create an account or b. when the correct password is entered, open the encrypted document. NOTE: If the Open button does not appear, please forward the original email to mobile@res.cisco.com Figure 4 January 31, 2006 v2.0 Page 4 of 15
After clicking the Open button, the recipient will begin first-time enrollment Figure 5 January 31, 2006 v2.0 Page 5 of 15
January 31, 2006 v2.0 Page 6 of 15
Enter the required information into the registration form. Figure 6 January 31, 2006 v2.0 Page 7 of 15
When finished, click the Register button. The page will refresh with the information below: Figure 7 January 31, 2006 v2.0 Page 8 of 15
Upon registration, the recipient must go back to their email program. Check for the email with the subject, Please activate with CRES. Open this email. Click on the link, Click here to activate this account. Figure 8 January 31, 2006 v2.0 Page 9 of 15
A confirmation page will open. Exit the confirmation page, return to the Registered Envelope and enter the password to open it. Figure 9 January 31, 2006 v2.0 Page 10 of 15
Read message, and reply if necessary. Sign out when finished. This Secure Email message will remain encrypted in the recipients mailbox, and can be reviewed at a later date if necessary. Figure 10 January 31, 2006 v2.0 Page 11 of 15
Previously Enrolled For an email recipient who has already enrolled, simply open the attachment from the email program. The recipient will see this screen below, and should enter their password to access the encrypted document. Figure 11 January 31, 2006 v2.0 Page 12 of 15
Resetting the Password If the recipient has forgotten their password, clicking on the Forgot Password? link on the login page will cause an email to be sent to their email address. The recipient will then click on the link provided in the emaii. Figure 12 January 31, 2006 v2.0 Page 13 of 15
Upon clicking on the link, the recipient will be taken to a page where they will be asked to provide the answers to the security questions that they provided during the registration process. Figure 13 January 31, 2006 v2.0 Page 14 of 15
If the recipient does not remember their security question answers, they can call or email the Cisco RES support team for assistance in accessing their account. The North American number is: Toll Free: 1 866 412 6113 or +1 410 568 2486. The hours for phone support are: Mon - Fri, 8am - 8pm EST. A complete list of support number can be accessed at: https://res.cisco.com/websafe/help?topic=contactsupport Figure 14 January 31, 2006 v2.0 Page 15 of 15