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BIDMC Multi-Factor Authentication Enrollment Guide

Table of Contents

Definitions ............................................................................................................................................................................................................. 2

Summary ............................................................................................................................................................................................................... 2

BIDMC Multi-Factor Authentication Enrollment ................................................................................................................................................ 3

Common Multi-Factor Authentication Enrollment Issues .................................................................................................................................... 6

Using Multi-Factor Authentication Options to Log into BIDMC Websites ......................................................................................................... 7

Multi-Factor Authentication Selection Options Explained:................................................................................................................................ 10

Email ............................................................................................................................................................................................................... 10

Mobile SMS/Text Message .............................................................................................................................................................................. 11

Voice call......................................................................................................................................................................................................... 12

Making Changes to your Multi-Factor Authentication Profile ........................................................................................................................... 13

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Definitions: One-Time-Passcode (OTP): A one-time passcode is a random 6 digit number that is either sent to your phone or email address. Once you

use this code to log in, you cannot use it again. The next time you log in, you will be issued a new one-time passcode.

Summary

BIDMC Information Systems Department is implementing multi-factor authentication for BIDMC websites.

Multi-factor authentication is a more secure way to log into a website. Typically, when you log into a website, you authenticate yourself

using your username and password. This method of logging in can be insecure. Passwords can be very easy to guess and can also be stolen

through phishing emails.

Therefore, in an effort to provide additional security for your BIDMC ITS account, BIDMC Information Systems is implementing multi-

factor authentication. Now, instead of only entering in your username and password when logging into a BIDMC website from outside the

BIDMC network, you will be asked for a username, password and one-time-passcode. You can receive a one-time-passcode in the following

ways:

1. Phone call

2. Text message

3. Email Example One-Time-Passcode Message

4. SecureAuth Authenticate iOS/Android mobile app

5. Google Authenticator mobile app

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BIDMC Multi-Factor Enrollment

1. Once your BIDMC user account has been selected for multi-factor enrollment, you will be automatically redirected to the

Multi-Factor Enrollment site the next time you log in from outside the BIDMC network. You will be prompted for your

BIDMC ITS username and password as displayed below:

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2. Upon logging into the enrollment site, you will be presented with your current multi-factor profile.

This includes your BIDMC ITS account, First Name, Last Name, and Primary email (your BIDMC email address) will be displayed.

You are required to enter in a phone number, mobile number, and secondary email address. These phone numbers and

emails can then be used to receive one-time passcodes. You can use a mobile phone number in both the Phone and Mobile

field if necessary.

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3. After filling in the required fields, click “Update” in order to save your changes:

4. Once you have filled in the required fields, you will see the following message at the top of the page:

a. Close your browse to complete the enrollment process.

b. You will receive the following email to your BIDMC email address:

c. Open your browser and log in to a BIDMC site.

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Common Multi-Factor Enrollment Issues:

The profile enrollment page will timeout in 10 minutes. If you do not update your profile within 10 minutes, you will be returned to

the login page and will have to start again.

If you click “Update” and do not receive a “Your multi-factor profile has been updated” message, the most likely cause is that you did

not fill in a required field (will be outlined in Red), or you did not enter the information in the correct format (i.e. 6175555555 vs 617-555-

5555). For example:

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Using Multi-Factor Options to Log into BIDMC Websites:

Once you have enrolled in multi-factor authentication, you will be prompted each time you log in to a secure BIDMC website from

outside the network, unless you log in from the same device.

1. Select the type of device you are logging in from. If it is your personal device, then you can select “Remember Me” which will tell

SecureAuth to remember your device. When you do this, you will not be prompted for your second factor.

2. Enter in your username and password on the BIDMC Secure Remote Access site:

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3. Upon entering your credentials, you will be prompted to select your two-factor verification option. Your options will look similar to

those listed below.

4. After selecting your option, click “Submit.”

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5. On the passcode entry page, enter the passcode you received and click “Submit.”

6. Upon entering the valid passcode, you will be logged into the BIDMC site.

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Multi-Factor Selection Options Explained:

Email

If you would like to receive your passcode via email, select

1. The following email will be sent to you:

2. Enter in the passcode displayed on the passcode entry page.

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Mobile SMS/Text Message

If you would like to receive your passcode via text message, select

1. The following text message will be sent to your device:

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2. Enter in the passcode displayed on the passcode entry page.

Voice call

If you would like to receive your passcode via phone call, select

3. You will receive a phone call stating your passcode. The passcode will be repeated several times.

4. Enter the passcode displayed on the passcode entry page.

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Making Changes to your Multi-Factor Authentication Profile

If you would like to make changes to your profile (i.e. change a phone number or email address), follow these steps:

1. Browse to https://multifactor.bidmc.org/accountupdate when on the BIDMC network. NOTE: this link is not accessible

outside of the BIDMC network.

2. Make your changes 3. Click “Update” to

commit your changes