Secure E-mail is getting a make-over. Use Online Secure Mail or OSM to send and receive HIPAA compliant secure message communications. This help document will provide an overview of the features and function of this system. To begin, select a link in the box on the right.

Contents: • Overview • User Experience

• External User (aka Visitor) • Associate

• Secure Mail Portal • User Authentication • View Message • Compose and Reply • Search • Folders

Overview

Use OSM to send and receive messages and files that require secure confidential communication. This includes the ability to: • View mail • Compose mail • Add Attachments • Reply to and Forward mail • Search mail • Move mail between folders • Delete Mail • Manage User defined folders

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Contents: • Overview • User Experience

• External User (aka Visitor) • Associate

• Secure Mail Portal • User Authentication • View Message • Compose and Reply • Search • Folders

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User Experience Secure Portal All secure mail created through the OSM system will be stored in a private confidential data repository. Access to these messages will be via a secure web browser session with the OSM mail portal. First time users will be required to perform a one-time registration to establish their password and other profile information. Returning users will be directed to the OSM login page. Notifications OSM will generate non-secure notification messages which are sent to individual users’ personal email accounts. These emails will contain instructions on how to connect to the OSM Secure Mail portal.

External Users are also known as Visitors. OSM account names are created by prefixing the users personal email address with ‘visitor+’ for example: Visitor+john.doe@go.com

Contents: • Overview • User Experience

• External User (aka Visitor) • Associate

• Secure Mail Portal • User Authentication • View Message • Compose and Reply • Search • Folders

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External Users (aka Visitors) Standard Recipients Secure mail created through the OSM system will be stored in a private confidential data repository. Access to these messages will be via a secure web browser session with the OSM mail portal. First time users will be required to perform a one-time registration to establish their password and other profile information. Returning users will be directed to the OSM login page. Notifications OSM will generate non-secure notification messages which are sent to individual users’ personal email accounts. These emails will contain instructions on how to connect to the OSM Secure Mail portal. External Users are also

known as Visitors. OSM account names are created by prefixing the users personal email address with ‘visitor+’ for example: Visitor+john.doe@go.com

Contents: • Overview • User Experience

• External User (aka Visitor) • Associate

• Secure Mail Portal • User Authentication • View Message • Compose and Reply • Search • Folders

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External Users - Notification eMails

OSM notification emails appear to be standard email in the recipients personal mailbox.

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External Users - Notification eMails Cont.

OSM notification emails contain instructions on how to access the secure message on the OSM portal.

The view message link will open the recipient’s default web browser and point it to the OSM portal.

OSM notification messages will be from onlinesecuremail.com

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External Account Registration

Visitors are prompted to enter their First and Last name and the password they will use. They are reminded here that their account to the Visitor portal is the personal e-mail address with “Visitor+” prepended to it.

First time visitors will be required to complete Visitor account registration before given access to the Secure Message.

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Registered Visitors

Visitors that have previously registered will be asked to log in with their secure mail address. Remember to use VISITOR+<email address> when logging in.

If you have forgotten your password, you can choose to receive a hint or reset it. To do so, first provide your email address, Visitor+<email address>, and then click “Forgot Your Password.” You can then choose “Password Hint” or “Reset Password.” You will receive a message in your personal mail account with your hint phase, or to a link asking for your new password. (See section – Secure Mail Portal for detailed examples)

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Associate Experience Email Client Integration Associates or Enterprise Users will find the OSM system offers additional features including deep integration for email clients. OSM secure mail can be created through the addition of ‘subject tags’ or prefixes to outbound emails. These will be assigned by the OSM system administrator. Portal Integration OSM secure mail generated on the OSM portal can be directly sent to an Associate’s email client. For hosted environments, this integration enables convenient email style communications while remaining fully secure within the enterprise network.

Associates or Enterprise users will not need to sign into the OSM portal. Instead secure mail is directed to their desktop email clients (eg. Outlook).

Contents: • Overview • User Experience

• External User (aka Visitor) • Associate

• Secure Mail Portal • User Authentication • View Message • Compose and Reply • Search • Folders

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Associate Experience – Compose Secure Mail (desktop)

Associates can generate OSM secure mail through the simple addition of system administrator assigned subject tags.

OSM users will use the standard Send button, not the Send Secure button

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Associate Experience – Compose Secure Mail (OWA)

Associates can generate OSM secure mail through the simple addition of system administrator assigned subject tags.

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Secure Mail Portal Secure Portal All secure mail created through the OSM system will be stored in a private confidential data repository. Access to these messages will be via a secure web browser session with the OSM mail portal. First time users will be required to perform a one-time registration to establish their password and other profile information. Returning users will be directed to the OSM login page.

External Users are also known as Visitors. OSM account names are created by prefixing the users personal email address with ‘visitor+’ for example: Visitor+john.doe@go.com

Contents: • Overview • User Experience

• External User (aka Visitor) • Associate

• Secure Mail Portal • User Authentication • View Message • Compose and Reply • Search • Folders

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Secure Mail Portal – Visitors Authentication

Visitors that have previously registered will be asked to log in with their secure mail address. Remember to use VISITOR+<email address> when logging in.

If you have forgotten your password, you can choose to receive a hint or reset it. To do so, first provide your email address, Visitor+<email address>, and then click “Forgot Your Password.” You can then choose “Password Hint” or “Reset Password.” You will receive a message in your personal mail account with your hint phase, or to a link asking for your new password.

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Secure Mail Portal - Password Hint and Reset

The password hint message will provide your suggested hint.

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Secure Mail Portal - Password Hint and Reset

The password reset message will provide the user with a link to reset their password. Please note this link is only available for 15 minutes after the reset password link is clicked. This will prevent malicious password attacks.

The user is then asked to provide a new password with confirmation and a hint phrase. Once this is provided, they will be asked to log in.

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Secure Mail Portal - Mailbox

Once authenticated, Visitors will have the ability to view, compose, reply and manage the email. New mail and replies will only be available to designated domains. The email will expire after 60 days if not first deleted by the users. The user’s account will be shown in the title bar. This bar also contains the help, preferences, and close buttons. The Help option displays this help document. From the Preferences button mailbox users will also be able to modify their password. Users will click on the Close button to exit OSM.

Your Portal Account Compose Mail Button Access and view a message by clicking on the Subject

Click here to modify your password.

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Secure Mail Portal – Mailbox 2

Additional features include the ability to manage mail through the creation on personal folders, Search for a specific message using the Search option and the ability to save draft messages in the Drafts folder.

Search

Drafts Folder

Sent Folder

Manage Folders

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Requirements for composing a secured e-mail: • The TO:, CC:, and BCC: addresses

must be to a valid domain as defined by the system administrator. Otherwise an error message will be displayed listing the domains that can be corresponded with.

• Subject, Message and Attachments are standard.

• The user may save the email to their “Drafts” folder or discard it completely.

Once ready to send, click send and the mail will be delivered to the target recipient(s).

Secure Mailbox – Composing a secure message

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Secure Mail Portal – Replying to a Secure Message

OSM Portal users may Reply, Reply to All, and Forward Secure Messages. Each feature functions similar to the Compose with the TO field pre-populated. From this screen Users may also Delete the message, or move the message to a different folder.

Delete Message Reply or Reply to All Forward Move to Folder

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OSM user may search for messages using the Search function. The Simple Search option will scan message Subject, Sender and Recipient fields. The Advanced Search option will add additional message fields that may be scanned.

Secure Mailbox – Search for a Secure Message

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OSM user may organize their messages by creating and managing folders. The user may also rename, or delete unused folders.

Secure Mailbox – Managing Folders

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