In an effort to keep our clients’ personal health information protected and to maintain the highest level of HIPAA compliance, we do utilize email encryption as a safeguard. Instructions for how to open and access encrypted emails are outlined below.
OPENING AN ENCRYPTED EMAIL FROM MONTE NIDO
Open the secure message in your inbox. It will read:
“You’ve received an encrypted message from firstname.lastname@example.org. To view your message save and open the attachment (message.html) and follow the instructions. Sign in using the following email address: (will have your email address). You will see a message .html icon that is safe to double-click on. From there you will be directed to a page that offers the opportunity to “Sign in” or “Use a one-time passcode””
If you often have clients with us, it might be in your best interest to set up an account, this will simplify steps in the long run. It will take about five minutes. If you prefer to use a one-time password that is fine too. This option will take one to two minutes every time an encrypted email is sent to you.
OPTION ONE: CHOOSING A ONE-TIME PASSCODE
If you choose “Use a one-time passcode”, you will be emailed the one-time password to copy/paste into the passcode field. Simultaneously, a page requesting the passcode will open with the following:
“We sent a passcode to email@example.com. Please check your email, enter the passcode that corresponds with the reference code and click continue. The passcode will expire in fifteen minutes.”
You may also click the box by “This is a private computer. Keep me signed in for 12 hours” so you may open secure email for the next twelve hours. Select “Continue” and the encrypted email will open.
OPTION TWO: IF YOU HAVE A MICROSOFT OFFICE ACCOUNT OR WANT TO CREATE ONE
Choose “Sign in” if you have a Microsoft Office account or if you want to create one. Sign in to your Microsoft Office account if you have one and follow the below directions if you want to create one.
Click “Create a Microsoft Account”. On the “Create an account” page, enter your information in each field and delete any automatically populated entries. Be sure to uncheck “Send me promotional offers …” Click “Create account” Review the summary page, edit if necessary, then click “Verify your email address”. An email will be sent back to your original email account for verification that reads:
“Ready to go! Thanks for verifying (your email address). You can now get back to what you were doing. Return to your email inbox and open the original secure message attachment (message.html) file again.”
Select “Sign In” and sign in with the account information you created in the previous section to read your email. You will use the login and password you created for your Microsoft Office account in the future to read and respond to encrypted emails.