UT Health San Antonio's secure email product provides a solution for university members who must communicate securely with organizations, companies or individuals outside of the university. This solution meets state and federal requirements that prohibit transmitting sensitive information (patient data, student records, social security numbers, credit card information, etc.) in an unprotected format. The primary users of this product will be physicians, clinicians, researchers, billing agents, etc., but it can be used by anyone that needs to communicate securely with those outside of our organization. When used as described below, the secure e-mail product transmits encrypted messages that only authorized recipients can read.
To send a secure message:
Place two (2) plus signs (++) at the beginning of the message’s subject line. This tells the university’s email system to transmit this message securely.
To read your secure message, follow these directions:
- Open the message in your inbox, and then open the file called "securedoc.html" attached to the message.
- You will be prompted to open (view) the file or save (download) it to your computer. For best results, save the file first, then open it from the location where you saved it. For instance, if you saved the file to your My Documents folder, go to that folder and double click the file "securedoc.htm". This should open the file in your web browser. Note that on some email clients, the attachment may be opened automatically for you. If so, skip to the next step.
- In most cases, your message should open automatically after a few seconds. However, on some email clients you may be prompted for a password to open the message. If this happens, leave the password blank and click the "Open" button.
If you experience problems while trying to open your message, click the "Open Online" link at the lower right corner of the envelope if it's present. Then click the "Open Online" button. The message is sent to our server for decryption, and is then displayed securely on your local computer. (The message is not stored on our server once it is decrypted.)
If you still cannot open your message, follow these directions for mobile users:
If you are attempting to open this message on a mobile device (e.g. a BlackBerry), forward the entire message (including the attachment) to email@example.com. Within a minute or so, you should receive an email message back from our system with a link to open your message. Click the link, leave the password field blank, and click the "Open" button to view your message. If you use this method, your message will be stored on our server for 8 hours to allow you time to view it.
If you are still unable to open your message after trying all of the steps above, please contact the secure email administrator at firstname.lastname@example.org.
Questions or problems?
UT Health San Antonio users contact the IMS Service Desk at 210-567-7777, option 1 or IMS Service Desk
Hours of operation are Monday through Friday, 8:00 a.m. to 5:00 p.m. (Central Time)
Other users may contact the UT Health San Antonio email administrator at email@example.com