Presentation on theme: "V OLTAGE E-M AIL E NCRYPTION Robin Lahmers Robin Lahmers Director Consumer Care Division Matt Wilson Matt Wilson I.T. Analyst August 29, 2011 W HEN IN."— Presentation transcript:
V OLTAGE E-M AIL E NCRYPTION Robin Lahmers Robin Lahmers Director Consumer Care Division Matt Wilson Matt Wilson I.T. Analyst August 29, 2011 W HEN IN D OUBT S END S ECURE !
Voltage E-Mail Encryption PHI?HIPAA? Getting to know E-mail Encryption– PHI?HIPAA? Why Encryption? Advantages General Provider Expectations – Routine versus Sensitive Communication Registration Process Sending/Receiving/Replying Implementation timeline When in Doubt Send Secure!
HIPAA & PHI? Health Information “Health information means any information, whether oral or recorded in any form or medium, that– (A) is created or received by a health care provider, health plan, public health authority, employer, life insurer, school or university, or health care clearinghouse; and (B) relates to the past, present, or future physical or mental health or condition of any individual, the provision of health care to an individual, or the past, present, or future payment for the provision of health care to an individual.” When in Doubt Send Secure!
Individually Identifiable Health Information. Individually identifiable health information is information that is a subset of health information, including demographic information collected from an individual, and: (1) Is created or received by a health care provider, health plan, employer, or health care clearinghouse; and (2) Relates to the past, present, or future physical or mental health or condition of an individual; the provision of health care to an individual; or the past, present, or future payment for the provision of health care to an individual; and (i) That identifies the individual; or (ii) With respect to which there is a reasonable basis to believe the information can be used to identify the individual.” – Name, Address, Birth Date, SSN When in Doubt Send Secure!
Voltage E-Mail Encryption addresses such common business requirements Complying with HIPAA, SOX, SEC 17a4, SB1386 and security mandates for data privacy Ensuring that messages are delivered to recipient inboxes. Eliminating parallel data stores of email or user credentials. Ensuring user buy-in through seamless integration with existing infrastructure and ease of use. Streamlining key management and support. When in Doubt Send Secure!
Advantages Increase efficiencies as documents are in electronic format – Document management (Electronic storage) Save toner, paper, and time costs Reduce potential of data breach of PHI – Encryption and de-encryption is seamless No cost to providers When in Doubt Send Secure!
General Provider Expectations Routine Communications Routine Communications – preferred method of communication via e-mail – Service Adjustments – Service Adjustments: Consumer cancelled, not home to receive service, inclement weather, unavailable staffing, refused replacement, DSW left early. – Temporary Changes to Service Schedule – Temporary Changes to Service Schedule – those that do not result in additional units/hours being provided. Examples: change in day of service within the same month, change in time of service. – Permanent Changes to Service Schedule – Permanent Changes to Service Schedule – those that do not result in additional units/hours being provided. Examples: permanent change in day and/or time of service. – Bid Requests HME, Minor Home Modification, Chore/Pest control
General Provider Expectations R/A Continuation Notification. Routine Service Orders. Notification of falls that do not result in injury. The method or mode of communication changes but our forms and process will remain the same. When in Doubt Send Secure!
General Provider Expectations Sensitive Communications Sensitive Communications – Preferred method of communication is via telephone contact. Follow-up is required and it may be necessary to: – Confirm/verify information with Consumer/CG/Provider. – May require immediate attention to ensure the health and safety of consumer. – May affect the delivery of other services. – May require the completion of any incident Report/PFL for which there are required timelines. When in Doubt Send Secure!
Examples of Sensitive Communications Hospital/NF admissions and discharges. Hospital/NF admissions and discharges. – Includes ER visit and observation only. Change in Mental Status/Cognitive functioning. Change in Mental Status/Cognitive functioning. – Increased confusion, disorientation, forgetfulness. – Signs/symptoms of depression. – Mood swings, suspicion, agitation. – Progression of the disease process- i.e. Alzheimer’s, Dementia Any suspicion/report of abuse, neglect, or exploitation. Any suspicion/report of abuse, neglect, or exploitation. Drug/illegal activity. Drug/illegal activity. When in Doubt Send Secure!
Examples of Sensitive Communications Health & Safety issues. Health & Safety issues. – Environmental related concerns ( New versus Existing ) – Unsafe smoking habits – Wandering Thefts. Thefts. Notification of falls that do result in injury. Notification of falls that do result in injury. Transportation requests. Transportation requests. Request for additional services. Request for additional services. – Temporary and permanent requests for additional units/hours of service. New referrals New referrals When in Doubt Send Secure!
How to Register First Suggestion Create organizational e-mail versus personal – billing@genesis ( grant access to multiple people ) – sallyfake@genesis ( sally leaves, recreation of an e-mail account ) Send your organizational e-mail address to: – email@example.com firstname.lastname@example.org I will send you directions on how to register – * After Provider Pilot * When in Doubt Send Secure!
Is seamless Decryption process happens automatically Each secure e-mail has a digital signature The digital signature identifies the sender of the email Protects the recipient against spoofing Receiving Secure E-mail
Sending secure email is easy just compose your message add recipients and press the ‘Send Secure’ button in Outlook The email will be encrypted and sent to recipients with your digital signature incorporated in the message. Sending Secure E-mail
September 2011October 2011November 2011 Internal Testing/Policy Development Roll Out to all Providers Provider Pilot Genesis