HIPAA Office Mail

Configuring HIPAA Office Mail

HIPAA Office provides secured, encrypted mailing system and allows configuring web mail access to IMAP accounts.

Steps to configure 3rd party mails in HIPAA Office are as follows:

Click on the Mail app from the home page. Mail account setup page will be opened where user can configure emails.

Provide Email Address, Password and submit to configure emails. Successful configuration of an email will display the Inbox folder.

If the password for a given email ID is invalid, an authentication failure window will be displayed. There are 3 cases upon which the alert window will be opened:

  1. If the credentials to sign-in to your email account is given wrong. In this case, can go back and verify the credentials that were given and sign-in again.
  2. If the app or device do not support the security standards. A help page will be shown where you can enable a two-step verification process

It is possible to authorize the app or device the first time you use it to sign in to the email account by generating and entering an App Password.

Inbox

All emails that have been received will be shown here. These emails are classified into categories such as All, To Me, Copied, White list, Unsolicited. These categories make it easy to focus on emails that are important.

All: All mails are listed here

To Me: Mails Addressed to me (specified in To header of the mail)

Copied: All mails in which the Cc field has your email ID.

White list: White listed mails.

Unsolicited: Unsolicited group mails

Compose

To send a new email, use the Compose option. Fill out the fields in the form on the message composition page, and then either selects the Send button to send the message, or the Save as Draft button to save a draft of the message. Also use the Attach button to add files.

Other options for sending a mail are as follows:

  • “Send as Encrypted” option allows you to send an encrypted mail.
  • Save email as draft by choosing “Save as Draft” option.
  • To add an attachment from computer or HIPAA Office by opting “Attachment from computer” or “Attachment from HIPAA Office” whichever applicable.
  • Also include organization specific Client Identifiers (ID) within the email.

Drafts

HIPAA Office will save a copy of the email as it is written as a draft. It will do so on small time intervals automatically, or just click on the button that says “Save as Draft” on the top of the compose window. This will save a copy on the Drafts folder and can continue to write (using Resume Draft option) it later. Once the email is sent, they automatically disappear from the Drafts folder. Mails in the draft can moved to Inbox by using the option “Move To Inbox”.

Sent

All emails that have been sent can be found in the “Sent” mailbox.

Trash

Deleted messages are stored in Trash folder. To move message to trash, click and drag that particular mail to Trash. Deleted mail can be recovered or moved back to Inbox by clicking and dragging and also by the option “Move To Inbox”.

If messages are to be deleted permanently:

Go to Trash:

  • To delete messages individually, open or select the message and click the Delete.
  • To delete all messages in Trash at once, click the Empty option by right clicking from Trash

Mail Folders

View and manage what folders are currently configured for your mailbox. Also create personalized email folders in HIPAA Office.

Sending Encrypted Emails

It is possible to send encrypted emails with HIPAA Office Mail. This ensures added protection and privacy to the information being exchanged. This can be done by following the below steps.

Click on the   icon to compose a new mail and type in the content of the mail and add participant to whom it is to be sent.

After this, click on the   button which will open up a pop up where the user will have to enter a Password and a Hint for the entered password. The Hint should act as a decipher for the user who receives the email to crack the password.

Click on OK to send the encrypted email to the participants. When the user at the other end opens this encrypted email, he/ she will not be able to see the content of the email unless the correct password is given.

An encrypted email when opened at the receiving end will look like this:

Click on the Click here to enter your Security Passphrase  option that will open up the pop up to enter the password. The hint for the password will also be shown

The user will not be able to read the content, unless the password is correctly entered.