Secure Email at the University of Kansas Medical Center

 

Use "[secure]" to protect sensitive information in email

The University of Kansas Medical Center, in conjunction with the University of Kansas Hospital and the University of Kansas Physicians, Inc., has implemented secure messaging to protect the privacy and confidentiality of sensitive information including protected health or personal identity information that is contained in email messages and attachments sent over the Internet.

Why are we implementing secure email?

Regular email sent over the Internet is easily intercepted or read by other individuals.  Secure email is intended to address the need for communicating protected health information (PHI) in a safe and secure manner and in compliance with the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA).  HIPAA's Security regulations, which went into effect in 2005, stipulate that electronic communications containing PHI must be transmitted in a manner that protects the confidentiality of patient information.

To meet these requirements and to recognize the widespread use of email as a preferred communication method, the KUMC secure email system provides the ability to easily send sensitive message via our existing Groupwise e-mail system. And, in addition to securing transmitted PHI, the system can also be used to secure email containing other types of sensitive information such as financial or student information.  There are no keys to exchange, no special software to install, and the recipient only needs an Internet browsing software to view their secure messages.

What is "secure email"?

Secure email is encrypted messaging software that works seamlessly with the Medical Center's existing email system. Secure email gateways encrypt email as it leaves the University's private networks and heads out onto the Internet. KUMC is utilizing Intellireach's MessageProtect system for this purpose.

The features of the secure mail system include:

• KUMC staff will be able to encrypt sensitive email and attachments (if included) to recipients outside of KUMC.
• External recipients of secure email will receive a message in their current email box that they have received mail from KUMC and will be directed to link to a secure Internet website to retrieve the email.
• Recipients will have to register and login to the secure email systems before being able to view or reply to secure email(s).
• Recipients will have to ability to reply to secure email received including file attachments.
• Emails containing PHI or other sensitive information will be sent securely. Recipients will go through a few simple steps to access messages and will also be able to respond securely free of charge.