1. Secure Email into Care Homes Toolkit October 2015

2. Secure Email Into Care Homes What is Secure Email? The ability to email citizen/patient/resident identifiable information to the relevant people and places at the right time using a secure email service. Why Use Secure Email? Speeds up the exchange of information between and within organisations which improves resident care Lays the foundations for future systems integration Reduce the amount of paper used which is better for the environment, your budget and quality of the information you are sharing Information about the resident only has to be relayed once as information can be securely shared with appropriate care providers

3. What is the Care Home Secure Email Toolkit? The Care Home Secure Email Toolkit has been designed for use by all Registered Care Homes in England. It aims to provide a point of reference for secure email; what it is, outlining the options that are available so your organisation can use it and reap the benefits.

4. What are the Secure Email options? As a Registered Care Home, there are 3 distinct options currently available that enable you to start using secure email and improve the quality and speed of information exchange. To find out more about each option, please click the relevant heading below: NHSmail Crown Commercial Services Managed Email Framework Secure Email Accreditation

5. NHSmail NHSmail is a centrally funded secure email service. It is accredited to ‘Government OFFICIAL SENSITIVE’ status, approved by the Department of Health and endorsed by professional bodies, for the purpose of sharing patient identifiable and other sensitive information. It offers shared calendars and a directory of users. If you are a Care Home that has some publically funded beds there is no cost in hosting or managing the email accounts.

6. NHSmail – What do we get? You are entitled to a small number of NHSmail accounts including one generic mailbox and individual accounts for specific employees of the Care Home. Each account will have the following naming convention: PersonA.CareHomeName@nhs.net PersonB.CareHomeName@nhs.net

7. NHSmail – How do we get it? 1.Complete the Information Governance Toolkit (IGT)Information Governance Toolkit (IGT) 2.Complete the NHSmail application form 1.Submit to your Local Organisation Administrator (LOA) (contact list TBC) who will approve your application and create your accounts 2.Start sending secure emails! The full process flow is shown herehere

9. NHSmail – Tips for Success Engage with the people (stakeholders) you exchange information with and let them know that your communication method will be changing. This can help them prepare to receive emailed information. You can send secure email to anyone whose email address ends with:.gcsx.gov.uk (Local Government/Social Services).cjsm.net (Criminal and Justice).gse.gov.uk (Central Government).gsi.gov.uk (Central Government including Dept. of Health).gsx.gov.uk (Central Government).hscic.gov.uk (The Health and Social Care Information Centre).mod.uk (Military).nhs.net (NHSmail).pnn.police.uk (Police).scn.gov.uk (Criminal and Justice) Emails to unsecured emails can be encrypted. See http://systems.hscic.gov.uk/nhsmail/secure for details. http://systems.hscic.gov.uk/nhsmail/secure

10. Crown Commercial Service Managed Email Agreement Provides public sector organisations a means of procuring a secure email system. Click on the boxes below for further information:

11. Secure Email Accreditation The ISB 1596 Secure Email standard has been developed to support the secure exchange of sensitive and patient identifiable data between health and social care organisations, operating a preferred local solution. It allows organisations to fulfil a number of requirements to become accredited to a standard that recognises them as being able to send sensitive information to other secure email systems. Click on the box below for further information:

12. Help and Guidance For any further help or guidance please contact feedback@nhs.netfeedback@nhs.net