HIPAA Email Encryption - Information Security - Tulane University
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Transcript of HIPAA Email Encryption - Information Security - Tulane University
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Tulane University and Health Sciences Center
HIPAA Email
Encryption
Leo Tran, Information Security Officer
Jeremy Pelegrin, Systems Engineer
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Today’s speaker has stated that he has
nothing to disclose.Leo Tran, Information Security Officer
Jeremy Pelegrin, Systems EngineerTulane University Technology Services
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§ 164.312(e) Technical safeguards
• (1) Standard: Transmission security. Implement technical security measures to guard against unauthorized access to electronic protected health information that is being transmitted over an electronic communications network.
• (2) Implementation specifications:• (ii) Encryption. Implement a mechanism to encrypt
electronic protected health information whenever deemed appropriate.
Note: Encrypt data during transmission (data in motion).
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HIPAA Privacy Policy (GC-009)
• Emailing and Faxing Information
The staff of the Tulane University Health Care Component should not transmit protected health information over the Internet (including e-mail) and other unsecured networks unless it has been encrypted and password protected, and the Security Officer approves the process used.
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HIPAA Security Policy (TS-42)
• Tulane University uses encryption to protect the confidentiality, integrity and availability of e-PHI during transmission over electronic communications networks. Tulane University protects “data in motion” by implementing a combination of solutions that includes Virtual Private Networks (VPNs), Secure Sockets Layer (SSL) and other encryption t echnologies where appropriate.
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Email Encryption
• In January 2008, Tulane implemented a system for encrypting email called Ironport. It is an Internet Encryption Appliance used to encrypt email containing PHI (Private Health Information) traveling to email destinations outside of our Tulane firewalls.
• In July 2008, for encryption redundancy, Tulane purchased an additional Ironport system.
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Email Encryption
1. Email Encryption to the outside world
2. Email Encryption within Tulane
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Email Encryption to the outside world using
Ironport
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Email Encryption to the outside world • Type the word Secure: at the subject line• It can be lowercase, uppercase or mixcase• It can be anywhere in the subject line
– Secure:– secure:– SECURE:– The Colon “:” is important.
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Email Encryption to the outside world • Type the word Secure: at the subject line
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Email Encryption to the outside world • For Microsoft Outlook, you can also set the message
sensitivity to Confidential
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Email Encryption to the outside world Your client or patient will see a similar screen with an attachment named securedoc.html
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Email Encryption to the outside world He/she needs to open the securedoc.html
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Email Encryption to the outside world This screen will show if he/she is not a registered user
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Email Encryption to the outside world He/she needs to register to read your encrypted email
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Email Encryption to the outside world After registration he/she will receive a confirmation email
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Email Encryption to the outside world From now on he/she can open encrypted email from you
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Email Encryption to the outside world The system will tell you when your email is read
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Email Encryption within Tulane
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Email Encryption within TulaneFor Outlook Client 2007
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Email Encryption within Tulane
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Email Encryption within TulaneFor Outlook Client 2003
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Email Encryption within TulaneFor Outlook Client 2003
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Email Encryption within TulaneFor Outlook Client 2003
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Email Encryption within TulaneOWA always encrypts using SSL
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Email Encryption within TulaneBy default, email within Tulane for other clients such as Mac Mail,
Entourage or iPhone are encrypted with SSL.
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Email Encryption
1. Email Encryption to the outside worldType Secure: at the subject
line2. Email Encryption within
Tulane
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Resources …
HIPAA Compliance:• Web site http://tulane.edu/compliance• Privacy Official Glenda Folse 504-988-7739• Security Official Leo Tran 504-988-8514
Technology Services Help Desk:• On campus - Uptown: 8888 Downtown: 8-8888• Off-Campus - 1-866-276-1428
Email Encryption:• http://tulane.edu/compliance/training/trainingeducation.cfm
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Email Encryption Resources…Configuring Microsoft Entourage 2008 (Mac)• http://d2.parature.com/ics/support/KBAnswer.asp?deptID=425
8&questionID=2135
Configuring Microsoft Entourage 2004 (Mac)• http://d2.parature.com/ics/support/default.asp?deptID=4258&t
ask=knowledge&questionID=1979