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Frequently Asked Questions (FAQs)
1. I just received a notice in my inbox saying DHS has a secure email waiting for me. What does this mean? When a secure message is sent to you from DHS, it will not appear in your inbox. Instead, you will receive a message within an email informing you that DHS has a secure email waiting for you. The email will contain a link. When you click on that link, your browser will connect you with secure email, and you will be able to pick up your email message. The Health Insurance Portability and Accountability Act (HIPAA) requires that covered entities such as DHS take additional measures to protect the privacy and security of PHI, which is information - such as name, address, or social security number - that identifies a person in relation to their health status or health information. Also, DHS processes many email and documents that contain confidential data that should not be released to those who do not have a “need to know.” 3. How does DHS plan to secure, or encrypt, email? DHS has installed hardware and software that saves email containing confidential data or PHI on a secure server. When the recipient retrieves the message, he or she is communicating through a secure browser. That way the message never passes through the public, unsecured Internet. 4. What does encryption mean?Encryption is an electronic means of protecting a communication by altering it so that it is unintelligible to unauthorized parties. A message is encrypted by software that encodes the message, or wraps it in information so that only the designated recipient can open (or decode) it. 5. DHS used to send documents protected by passwords. Do I still have to get a password from the sender?No. The new process makes that unnecessary, unless you don't have access to a browser and the Internet. If that is the case, continue to password-protect documents as you have in the past. 6. What kind of browser do I need to use? Are there other technical requirements? To access secure email, you will need:
Email Applications You will need an email application to receive the Secure Email notification message telling you that a secure email is waiting for you. Any email application can be used.
Browsers Secure email supports the following versions of the most commonly used browsers:
Internet Service Providers Secure email will work through most Internet Service Providers, including America Online.
Firewalls To date, there have been no issues regarding access to secure email through a corporate firewall.
Operating Systems Secure email requires the following desktop operating systems for browsers:
If you look in the lower right-hand corner of your browser window, you should see a small image of a lock. If it is there and appears to be "locked", your browser is secure. 8. Can I securely respond to encrypted email sent to me? Yes. When you receive a secured message from DHS, you simply need to press the "Reply" button to respond to the sender. Your message will be secure, but it is important to note that if you save it to your desktop or forward it, it may no longer be secure. 9. Does it affect outbound email, inbound email, or both?Only email containing confidential data or PHI and sent out from DHS will be encrypted. The security of inbound email originating from outside of DHS is up to the sender. 10. If I have anti-virus software installed on my PC and I try to save a secure email and/or attachments, will the anti-virus software scan them for viruses?Only if you tell it to do so in your settings or preferences. 11. I have configured my browser to accept SSL certificates but I still cannot view my email. Who do I contact for further assistance?Contact the DHS Service Desk at (503) 945-5623 or via email at dhs.servicedesk@state.or.us. |
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