Voltage E-Mail Encryption

1. When in Doubt Send Secure! Voltage E-Mail Encryption Robin LahmersDirectorConsumer Care Division Matt WilsonI.T. Analyst August 29, 2011

2. Voltage E-Mail Encryption • Getting to know E-mail Encryption– PHI?HIPAA? • Why Encryption? Advantages • General Provider Expectations • Routine versus Sensitive Communication • Registration Process • Sending/Receiving/Replying • Implementation timeline When in Doubt Send Secure!

3. HIPAA & PHI? Health Information • “Health information means any information, whether oral or recorded in any form or medium, that– • (A) is created or received by a health care provider, health plan, public health authority, employer, life insurer, school or university, or health care clearinghouse; and • (B) relates to the past, present, or future physical or mental health or condition of any individual, the provision of health care to an individual, or the past, present, or future payment for the provision of health care to an individual.” When in Doubt Send Secure!

4. Individually Identifiable Health Information. • Individually identifiable health information is information that is a subset of health information, including demographic information collected from an individual, and: • (1) Is created or received by a health care provider, health plan, employer, or health care clearinghouse; and • (2) Relates to the past, present, or future physical or mental health or condition of an individual; the provision of health care to an individual; or the past, present, or future payment for the provision of health care to an individual; and • (i)   That identifies the individual; or • (ii) With respect to which there is a reasonable basis to believe the information can be used to identify the individual.” • Name, Address, Birth Date, SSN When in Doubt Send Secure!

5. Voltage E-Mail Encryption addresses such common business requirements • Complying with HIPAA, SOX, SEC 17a4, SB1386 and security mandates for data privacy • Ensuring that messages are delivered to recipient inboxes. • Eliminating parallel data stores of email or user credentials. • Ensuring user buy-in through seamless integration with existing infrastructure and ease of use. • Streamlining key management and support. When in Doubt Send Secure!

6. Advantages • Increase efficiencies as documents are in electronic format • Document management (Electronic storage) • Save toner, paper, and time costs • Reduce potential of data breach of PHI • Encryption and de-encryption is seamless • No cost to providers When in Doubt Send Secure!

7. General Provider Expectations • Routine Communications – preferred method of communication via e-mail • Service Adjustments: Consumer cancelled, not home to receive service, inclement weather, unavailable staffing, refused replacement, DSW left early. • Temporary Changes to Service Schedule – those that do not result in additional units/hours being provided. • Examples: change in day of service within the same month, change in time of service. • Permanent Changes to Service Schedule – those that do not result in additional units/hours being provided. • Examples: permanent change in day and/or time of service. • Bid Requests • HME, Minor Home Modification, Chore/Pest control

8. General Provider Expectations • R/A Continuation Notification. • Routine Service Orders. • Notification of falls that do not result in injury. The method or mode of communication changes but our forms and process will remain the same. When in Doubt Send Secure!

9. General Provider Expectations • Sensitive Communications – Preferred method of communication is via telephone contact. • Follow-up is required and it may be necessary to: • Confirm/verify information with Consumer/CG/Provider. • May require immediate attention to ensure the health and safety of consumer. • May affect the delivery of other services. • May require the completion of any incident Report/PFL for which there are required timelines. When in Doubt Send Secure!

10. Examples of Sensitive Communications • Hospital/NF admissions and discharges. • Includes ER visit and observation only. • Change in Mental Status/Cognitive functioning. • Increased confusion, disorientation, forgetfulness. • Signs/symptoms of depression. • Mood swings, suspicion, agitation. • Progression of the disease process- i.e. Alzheimer’s, Dementia • Any suspicion/report of abuse, neglect, or exploitation. • Drug/illegal activity. When in Doubt Send Secure!

11. Examples of Sensitive Communications • Health & Safety issues. • Environmental related concerns (New versus Existing) • Unsafe smoking habits • Wandering • Thefts. • Notification of falls that do result in injury. • Transportation requests. • Request for additional services. • Temporary and permanent requests for additional units/hours of service. • New referrals When in Doubt Send Secure!

12. How to Register • First Suggestion • Create organizational e-mail versus personal • billing@genesis (grant access to multiple people) • sallyfake@genesis (sally leaves, recreation of an e-mail account) • Send your organizational e-mail address to: • mwilson@aaa9.org • I will send you directions on how to register • * After Provider Pilot * When in Doubt Send Secure!

13. When in Doubt Send Secure! Receiving Secure E-mail • Is seamless • Decryption process happens automatically • Each secure e-mail has a digital signature • The digital signature identifies the sender of the email • Protects the recipient against spoofing

15. When in Doubt Send Secure!

18. When in Doubt Send Secure! Sending Secure E-mail • Sending secure email is easy • just compose your message • add recipients and • press the ‘Send Secure’ button in Outlook • The email will be encrypted and sent to recipients with your digital signature incorporated in the message.

19. Roll Out to all Providers Provider PilotGenesis Internal Testing/Policy Development September 2011 October 2011 November 2011

20. Questions?

21. Resources • <Voltage Security SecureMail Cloud>http://voltage.com/vsn/index.htm