One of the best ways to ensure privacy and compliance with regards to patient health information is to have all the clinics sending you referrals through Secure-Mail messaging.
You need to take proactive measures to invite them and nudge them to use this secure way of communication. Brightsquid suggests that you send an email to referring practices notifying then that they will be invited to Secure-Mail. Below is a sample template of this email:
Dear Dr. First Name / Last Name,
We have started using Brightsquid Secure-Mail as our secure communication portal to communicate with all our contacts. We would like to receive all the referrals from you on this portal. This messaging service is called Secure-Mail and has the following benefits:
- Brightsquid secure mail is compliance to the legal regulations in our jurisdiction like HIPAA is in the US.
- It keeps ransomware from getting in through email
- Patient’s health information and privacy is protected and not compromised by cyber-attacks.
- Reduce cost of using mail (through postal services or couriers.)
- Reduce wasted time, effort and resources for staff and clinicians by eliminating the process of fax, mail and minimize phone time.
- Has a recall feature that enables you to revoke a message that was accidentally sent.
You will receive a Secure-Mail invite in your inbox on <date.>
The email invitation will include a green button which you can click to create a Free Secure-Mail account to send and receive messages.
Thanks and Regards,
Below are the steps to follow to send a Secure-Mail invite to a referring practice:
Step 1: Click the compose button at the top right corner of your screen.
Step 2: Type the complete email address of your contact.
Click 'Continue' to search from the entire directory of Secure-Mail users.
You still don’t see your contact? Not to worry! Click on 'Invite User'.
You will be asked to select your relationship with the recipient. You need to select ‘Colleague at another Practice’ and ‘Add’.
Step 3: Add a subject line. This is a mandatory step to send the message.
Step 4: Add the body. If you don’t, you won’t be able to send the message.
Like traditional email you can better structure your message by:
- Making your text Bold, Underlined or Italic by clicking on ‘B’, ‘U’ and ‘I.’
- Using bullets and numbering
- Selecting different Headings
- Selecting different sizes of font (small, normal, large, huge)
Step 5: You may not want to send the clinic any attachments at this stage but if you must, add attachments by clicking on 'Browse', selecting one or more files from the desired folder and clicking 'Ok' to attach them to your message. Or drag and drop multiple files simultaneously from any folder in your network into the attachment box. The attachment can be any type of file – pdfs, word doc, png, jpeg, gifs, mp3, mp4, xls, ppt etc. but not an executable file like ‘.exe.’ You can add as many attachments as needed. In any case, the size of each attachment cannot exceed 500 MB.
The file type is restricted for free users.
Step 6: If you are a member of your clinic’s shared inbox, you will have two sending options.
- Send from my account: Every clinician and staff members will have access to their own account. If you want to initiate a private communication with the recipient such that the communication doesn’t reflect in the shared folder for every Secure-Mail user in the clinic to see, you need to send the message from Your Account. This is the only way the patient will be able to send a private secure message to you as opposed to being viewed in the shared folder, accessible to the whole team.
- Send from shared account: If you are member of shared account in your clinic, you will see an additional radio button that says, ‘Send from Shared Inbox’.
Replies will come to the shared inbox which can be seen by everyone in the clinic who has access.
Optional Step: There is a default notification message that goes out to your recipient’s primary e-mail with every Secure-Mail message you send to them.
Click 'Edit' (above the send button) if you want to edit this notification message.
Ensure to not include any PHI (personal health information) here as it is not protected.