This tutorial will show you how to send a password-protected, encrypted email to any recipient outside of EnGuard's Secure Network.
This message encryption feature is designed to encrypt the message body of the email and attachments (up to 25MB), delivering your message to the recipient through our Secure Messaging System.
Per HIPAA Compliance, you are required to use this feature to send Patient Health Information (PHI) via email to a patient, no exceptions.
Emails exchanged between your internal users (within your domain name) and other EnGuard customers are automatically encrypted and secure on our cloud platform. There are no additional steps required, just use your email as normal.
Emails exchanged between other secure HIPAA compliant email service providers are automatically encrypted in-transit using Transport Layer Security 1.2 (TLS) and 256-bit AES Encryption. TLS only secures data sent in clear text transmitted from point A to point B, it does not protect the data once it is delivered to the recipient. If you do not want PHI stored as clear text at the recipient's inbox, then you can use this feature to add an extra layer of security.
If you need to send a large file securely, please use our Secure File Link feature. Secure File Link provides a simple and fast way to send a large file (up to 2,000MB) to any recipient via email.
How to send a Password-Protected Encrypted Email Message:
Step 1: Start a new message from any email application on your computer or mobile device. In this example, we will compose a new message from our Webmail.
On the subject line, type secure (not case-sensitive) as the first word, followed by your message subject.
- If the word secure is anywhere within the subject line, the message will be sent as a password-protected, encrypted message through our secure messaging system.
- The word "secure" will not be visible to your recipient, but they will see anything else you typed on the subject line.
- Please be aware that subject lines are not encrypted. For best email practice in security and HIPAA compliance generally, do not add sensitive patient information to any email subject line.
- Patient Health Information (PHI) can go in the message body, where it will be protected, and your subject line should simply offer a general idea of the message contents. For example, instead of "John's Therapy Appointment with Dr. Smith," make the subject "Your Appointment" and keep the details (name, nature of treatment, doctor) in the message body.
Step 2: Compose your message body, add attachments (optional), and click Send