Sample Notification Message

University of Kansas Medical Center staff who use the MessageProtect secure email system should consider sending a notification email or letter to potential recipients before sending them their first secure email.  This will alert them that you will be using secure email to communicate with them and explain how they can correspond with you in a secure manner.   Please note that, if you send the pre-notification message via email, you should send it as a normal, non-secure email.

A sample pre-notification message is provided below and can be customized as needed.

Subject: Secure email from the University of Kansas Medical Center

Dear <insert recipient's name>:

To protect the confidentiality of your personal medical information contained in future electronic mail, I will be sending future emails that contain protected health information (PHI) through KUMC's new secure email system.  This system uses encryption to protect your information from being viewed by someone else as it is transmitted across the Internet.

Here's how the secure email system works:

1. The first time you receive a secure email from me, you will be invited to register with the secure email system by creating a passphrase that you will use each time you view a secure email.  You will also create a hint that will help you remember your password if you forget it.
2. When I send you additional secure email, you will receive a secure email notification from me.  The secure email notification will contain information about the subject, who sent the email, and a web link where you can view and/or reply to the email.
3. To read my message simply click on the web link, which will take you directly to the KUMC secure email website.
4. After signing in with your passphrase, you will be able to read my email and send a secure reply back to me.
5. (On subsequent visits to the KUMC secure email website, you will only need to enter your passphrase to retrieve your secure email.)

If you would like more information about the secure email system at the University of Kansas Medical Center, please visit www2.kumc.edu/security/secure-email.html.

Thank you,

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