Secure Messaging (Direct) Training Manual 9D Revised 4.1.14
HealtheConnections Secure Messaging (Direct Mail) HealtheConnections Secure Messaging is a solution based on the Nationwide Health Information Network (NwHIN) Direct specification. Secure Messaging is a simple, secure, scalable way for participants to send authenticated, encrypted health information directly to known, trusted recipients over the internet. Our solution includes a Provider Directory, making it simple to find authorized healthcare providers for sending emails. A user can quickly address secure messages to their selected addressees and include attachments, if needed. You can also send correspondence to another healthcare professional that uses a different EHR and/or secure messaging solution as long as their mail provider is linked to HealtheConnections. HealtheConnections continuously pursues connections to other messaging solution providers to provide the broadest audience of healthcare providers in the area. There is no software required for using HealtheConnections Secure Messaging. Users only need a valid email address and a working internet connection with an up-to-date web browser. TABLE OF CONTENTS LOGGING IN 3 FIRST TIME LOG IN 4 SECURITY QUESTIONS/ PASSWORD RESET 4 SEARCH FOR PROVIDER 5 - GLOBAL PROVIDER DIRECTORY 6, 8 - LOCAL PROVIDER DIRECTORY 9 SENDING MESSAGES 10 RECEIVING MESSAGES 12 ADDITIONAL FEATURES - DELEGATING USERS 13 - NOTIFICATIONS 14 - VIEWING MESSAGE OPTIONS 16 - RECEIVING MESSAGES 17 - DELIVERY STATUS 17 LOGGING OUT 18 SUPPORT AND CONTACT INFO 18 2
Using your Secure Messaging Webmail Logging in Using your up-to-date browser (Internet Explorer, Mozilla, etc) log into our portal at It is suggested that you add a bookmark for this address for future ease of access. Type the Username and Password provided to you by HealtheConnections Click Sign In 3
First Time Logging In: Security Questions When you log in for the first time, you will be prompted to answer three Security Questions. Pick the Security Questions and provide an answer for each, re-enter your password at the bottom, then click Save Security Questions. You will only be required to answer these questions again if you forget your password. The first time you log on you will also be prompted to change your password. New passwords may not be blank, must be 7-20 characters long and contain at least 1 number and 1 letter. You may not re-use passwords. Type your CURRENT password, then your NEW password. CONFIRM your new password. Click Change Password to save 4
To Change a Password after initial log-on You must be logged into the system to change your password. Click the down arrow Secure Messaging email address and click Settings next to your Click Change Password under the Settings section. A new screen will appear You may change your password and/or security questions on this screen. Be sure you follow the guidelines regarding new passwords (shown in the red box below). When finished changing your password/ questions, click Change Password to Save. 5
To Search for Provider There are two methods to search for a providers email address (Global Provider Directory and Local Provider Directory). Each are described below. Global Provider Directory (includes all available RHIO s) Click on Provider Directory. A new window will appear. At anytime, to return to the Webmail screen, select Webmail. cursor The Provider Directories to Search allows you to enter search criteria for other Provider s Secure Messaging (Direct) Email Addresses. This section must contain at least 1 RHIO when performing a search. To search additional RHIO s, put the cursor in the white box, and click, a drop down of additional RHIO s will appear, click on the RHIO you need and it will appear in the Provider Directories to Search box. The remaining search criteria, Name, Specialty, and Location are available to narrow your selection. At least one (1) of these search criteria must be used in conjunction with a RHIO for a search to be executed. Did you know..hpd is short for Healthcare Provider Directory 6
AN EXAMPLE: A search was performed below (criteria shown in the yellow box). The search performed was for a provider in the HealtheConnections RHIO, Buffalo RHIO, and Rochester RHIO with the last name of Maxwell (only the first three letters are required). The results are shown on the right hand side (shown in the red box). The results show information such as the Providers name, the directory they are in, regular email address and the Secure Messaging (Direct) email address that is assign to the particular provider (shown in the blue box). Click on the Secure Messaging (Direct) email address and then click Compose. A new Window will appear like the one below, with the Secure Messaging (Direct) email address listed in the To section Note: After clicking Compose in the previous step, a new tab opens so the Provider Directory is still available (shown in the yellow box). Refer to page 8 for sending messages. 7
Alternative Global Provider Directory Search: Select the Compose icon. On the screen that follows you will see a LOOKUP icon In the search field, enter Last Name or Organization and either All Directories or a specific directory you wish to search. Click the SEARCH button. Your results will be shown as below. Hover your cursor over the white space area to the right of the email address. Three buttons will appear; To, CC, BCC. Select the appropriate button and a new screen will open where you may begin your message to that provider. See page 11 for composing messages and sending messages 8
Local Provider Directory (HealtheConnections RHIO of CNY) Upon logging in, click on the Compose button (shown by the red box). A new screen will appear. In the new screen, click Provider Directory and a complete list will appear of all Providers in the Healthe- Connections RHIO of CNY only. Type at least 3 letters of a Provider s name in the Search Box (shown here highlighted in green) to filter names. Double click on the Provider s Name to whom you wish to send a message (shown with the red box) and the Secure Messaging (Direct) email address will appear in the To section of the email. See page 11 for composing messages and sending messages 9
How to Send a Secure Message The Provider s Secure Messaging (Direct) email address that you choose in either of the Provider Directories list will appear in the To section of the email being composed Click the in front of the Add Cc or Add Bcc links to add additional secure addresses. A subject of the email can be made in the Subject line. Begin composing your message in the white space below the Subject line When finished composing your message, click Send. Additionally, you may attach files with your Secure Email message by clicking on the Attach a file button OR on the Attach icon. A new window will open where you will browse for your attachment. Once you have located the file you wish to attach select Upload. This will attach the file to your message. 10
You will see that a file has been successfully attached to a message with an indicator below the Attach a file button. If you wish to remove the file before you send the message, click on the Trash icon to the right of the attached file. When you are finished composing your letter, including any attachments, select the Send icon and your message will be securely sent to the addressee. To view a list of sent messages, click on the Sent folder on the main navigation screen of your webmail account. 11
Receiving Messages You will receive the following notification in your regular email account unless you turn it off (See Turning off Notifications : To view the message, log on to your Secure Mail account. An indicator will appear next to the Inbox and Webmail icons as to the number of new messages. You will also see a line item of message including a Subject, Sender, Date and Size. You may also see if there is a file attached. To view the message double click on the line item in the Subject area. This will open the message. After reading the message you may Reply, Reply All, Forward, Delete, or Print the message. Select the appropriate icon and follow the prompts. Click Webmail or your Inbox icons to return to your Inbox. To move to your next message or a previous message, use the navigation arrows on the right of the screen. NOTE: The notification email that goes to users in Mirth Mail that says, You ve received a Direct message will come from support@healtheconnections.org. If it is reported to you that notifications are not being received, have the user check the junk/ spam folder. If that appears to not be the issue, we can check the notification settings and the email address (for misspellings or typos). 12
Additional Features Assigning a Delegate Assigning Delegates among a Practice allows a Provider to receive and send messages on behalf of another Provider within the same Practice. Once logged in, click the down arrow next to your Secure Messaging (Direct) email address which is in the top, right corner of the screen, and Click Settings. Click Delegation in the Settings section. Enter the Secure Messaging USERNAME in the Add Delegate box and click Save. Please note this is the Username and not a Secure Email Address. Upon clicking Save, the screen will refresh and the Username information entered will appear under Current Delegates (shown in the red box). This means that the User entered will now be able to receive and send messages on your behalf. 13
REMOVING DELEGATES: To remove delegates, Click Revoke and the delegation relationship will end. NOTIFICATIONS Notifications in Secure Messaging (Direct) are emails that are sent to an email account outside of the Secure Messaging (Direct) application notifying the Provider a Secure Message has been received. The default notification setting is turned on meaning that you will receive the message below in your regular email account unless you turn it off: REMOVING NOTIFICATIONS: Once logged in, click the down arrow next to your Secure Messaging (Direct) email address which is in the top, right corner of the screen, and Click Settings Click Notifications in the Setting section 14
There will be a Contact Email reflecting your non-secure public email address. Uncheck the Notify? box to disable notifications. The box should now be blank. Uncheck the Delegate Notification checkbox, making the box blank, to turn off notifications being sent to delegates. Click Save to save your settings. To add a different or additional email accounts for notifications, enter a public email address under Add a Notification Email box and click Add Email to save. This should NOT be your Secure Mail address. 15
Viewing Messages List View allows the user to see messages as an individual line item Thread View allows the user to follow a conversation of messages by grouping them together To alternate between viewing options, select the appropriate Icon in the lower left of your screen. The setting becomes effective as soon as it is selected. Below is an example of the Thread View List View ThreadView Requesting a Return Receipt or Delivery Status Notification When a confirmation of delivery (Delivery Status Notification) or of proof that the message was opened (Return Receipt) is required, click the Settings icon in the lower left of your screen 16
Select Preferences, then Composing Messages. Check the appropriate box for the feature you wish to enable and then Save. If the Return Receipt was checked, when a message has been opened you will receive a message in your Inbox indicating the status of the message that was sent. If the Delivery Status notification was selected you will receive a message in your Inbox indicating either Successful or Unsuccessful Mail Delivery. If you receive an Unsuccessful Mail Delivery notification, your message has not been processed or sent. 17
Logging Out Be sure to Sign Out rather than simply close the application when you are done using Direct (Secure) Messaging. NO YES For Additional Questions Regarding Secure Messaging (Direct) Please Contact HealtheConnections Support: Email: support@healtheconnections.org Phone: 315-671-2241, Option 5 18