When do I use this system?
As part of The University of Colorado Denver HIPAA compliance initiatives, a system is now available that allows you to communicate securely via email with outside parties including patients, partners, vendors, and other healthcare professionals.
You must use this system if you wish to send Protected Health Information (PHI) to anyone outside of UCHSC. You do not need to use this system to send email containing
PHI to a recipient within UCDenver (someone who has an email address that ends in
@ucdenver.edu).
Sending encrypted email:
1. There are three ways that a message can be sent as encrypted. To send encrypted email, an identifier must be added to the message. There are three types of identifiers that can be used. They are as follows:

Add ENCRYPT to the subject line (see example #1 below)

Add SAFEMAIL to the subject line
 Mark the message as “Low Priority” by pressing the “Low
Priority” button (see example#2 below)
2. The following example (example #1) is a visual representation of sending a message with the word “ENCRYPT” in the subject line.
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3. The following example (see example #2) illustrates an encrypted email to an outside recipient using the “Low Priority Button”.
 If you do not see the “Low Priority” button on your Outlook toolbar, click the drop down menu “View” and click “Toolbars,” then “Standard.”
Best Practices for sending encrypted email:
1. Review your message carefully, and make sure that ENCRYPT or
SAFEMAIL is spelled correctly, and is in all capital letters in the subject line.
2. Do not use the low priority button for any reason other than sending encrypted
mail.
3. Use good wording in the subject line.

Try to make the message easily identifiable by the recipient, so that it is not mistaken for spam.
If you have any difficulty using the secure messaging system, please contact the
UCDenver help desk at (303) 724-4357.
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