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SecureMail

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  • Overview

    SecureMail is a simple, powerful, HIPAA compliant way of sharing PHI (protected health information) between practices and patients. To get started, create an account within the MySecurePractice Portal.

    Upgrade to a paid user account to send secure messages to any other existing SecureMail accounts & invite new users to communicate with you securely through the portal.

    SecureMail is not intended to replace your regular email service. When you have new SecureMail messages, you will receive a notification in your regular email inbox. Access MySecurePractice Portal to send/receive SecureMail messages. 

    A short video demo of the system:

  • Composing & Sending Messages 

    In this section you will find more information on: ⬇️

    Composing Messages:
    • Step 1: Click on the Send Secure Message icon:
      OR, if you have already moved past the above dashboard: 
    • Step 2: On your left-hand column, select Secure Mail
    • Step 3: Within this section, select the Compose option
      • This will open a blank compose window:
    • Step 4: Add the recipient's email address in the "to" field.
      • If this email is a NEW user not registered within our system, you will also need to give this user a role.
      • If this email is an existing user within our system, you will not be asked to select the recipient's role.
      • If you have previously communicated with the doctor/staff/patient in the past- they will be listed within your contacts. (click here for further instructions on using contacts).
    • Step 5: Once the recipient is selected, the other required fields that need to be completed include:
      • *Subject Line
      • *Some form of a message within the body of the email
        (if the user previously saved a signature line that is present in the email, this is considered a "form of a message" and can be sent):
    • Step 6: Additionally, there are 3 options that can be utilized before sending your Secure Message:
      • Save Draft Allows you to save a draft, which you can edit or send at a later time.
      • Add Files Allows you to upload up to 100 attachments.
      • Self Destruct Allows you to change the self-destruct assigned day (anywhere from 1-30 days max)
    • Step 7: Once ready to send the secure message, select the Send button.
    • Step 8: Once sent, locate email within the Sent folder:
      • New messages sent out will always be filed at the top of your Sent folder

    Managing Messages:

    Things to know about managing your inbox:

    • Secure mail inbox auto deletes messages ("self-destruct") after 30 days unless extended 
    • Deleting will delete that message for all users and on both ends (for the patient as well)
    • Patients can respond to a message for free
    • Relationship Role required to send a message to a new contact for the first time

  • User Management

    When sending a message, the office user must assign the recipient of the  message a relationship role. The relationship is set upon first messaging a new contact. When messaging an existing contact the relationship will be auto-filled.
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    Roles include:

    • A patient in your office

      • Would be used for doctors within your office, and would reflect all your practice information under your account.
      • Creates a free account that can only reply to incoming emails.
      • Once registered, that user will have the ability to purchase the paid version of SecureMail within your account (they would need a valid CC).

      • Would be used for staff within your office, and would reflect all your practice information under your account.
      • Creates a free account that can only reply to incoming emails.
      • Once registered, that user will have the ability to purchase the paid version of SecureMail within your account (they would need a valid CC).

      • Would be used for doctors in another practice.
      • Creates a free account that can only reply to incoming emails.
      • Once registered, that user will have the ability to purchase the paid version of SecureMail within your account (they would need a valid CC).

      • Would be used for staff in another practice.
      • Creates a free account that can only reply to incoming emails.
      • Once registered, that user will have the ability to purchase the paid version of SecureMail within your account (they would need a valid CC).

         

  • Welcome Emails

    A registration email will be sent to the recipient once your secure message has been sent. Both the sender and recipient must be registered in SecureMail to send or view messages. Once a communication is sent, the recipient will receive a welcome email inviting them to register and login to read the message. ⬇️ 

        • The new user will be emailed a registration link on your behalf, asking them to create their account in order to review your secure email. Our website will walk them through this process and ask them for the following information:

          1. User Information (User Email, Cell Phone/Landline Phone, Full Name)

          Once this registration is completed for the patient, staff or patient, an email will be sent to that user to setup their password. From this website, once their password is created they can login to view your online message. 

        • The new user will be emailed a registration link on your behalf, asking them to create their account in order to review your secure email. Our website will walk them through this process and ask them for the following information:

          1. User Information (User Email, Cell Phone, and Full Name)
          2. Their Specialty
          3. Their Procedures (will be auto selected from their specialty, but they can refine these selections during setup).

           

        • The new user will be emailed a registration link on your behalf, asking them to create their account in order to review your secure email. Our website will walk them through this process and ask them for the following information:

          1. User Information (User Email, Cell Phone, and Full Name)

           

        • The new user will be emailed a registration link on your behalf, asking them to create their account in order to review your secure email. Our website will walk them through this process and ask them for the following information:

          1. Practice Information (Practice Name, Website, Phone and Address)
          2. User Information (User Email, Cell Phone, and Full Name)
          3. Their Specialty
          4. Their Procedures (will be auto selected from their specialty, but they can refine these selections during setup).

           

        • The new user will be emailed a registration link on your behalf, asking them to create their account in order to review your secure email. Our website will walk them through this process and ask them for the following information:

          1. Practice Information (Practice Name, Website, Phone and Address)
          2. User Information (User Email, Cell Phone, and Full Name)

           

           

  • Secure Drop

    Secure Drop enables you to quickly send files from either our portal or the desktop application. Drag and drop x-rays, CT scans, and documents onto the Secure Drop PC and Mac desktop app, choose the recipient, and send! Easy to use and free for all paid SecureMail clients.

    • Step 1: Login to MySecurePractice

    • Step 2: Select the Secure Drop option

      If you already past the Dashboard in the first picture on the right, select the SecureMail option located on your left hand column and then select the "Secure Drop" option under the Secure Mail section.

    • Step 3: This will bring you to your Secure Drop Dashboard, within this section you can:

        • Share Files
        • View Shared Folders & Options
        • View Shared Files & Options
        • Install the Desktop Application (for paid SecureMail users ONLY!)

  • Install the SecureMail Outlook Plugin


    Please follow these instructions below:

    • Step 1: Login to your account at https://mysecurepractice.com.
    • Step 2: From the Dashboard, select "Update Profile"
        
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    • Step 3: Select the "Messaging" tab
    • Step 4: Select the "Download" button next to "SecureMail Outlook Plugin." 

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    • Step 5: You will be asked where you would like to save this setup file, *note this location so you can find and start the download if it doesn't start automatically.
      In this example below, we saved the download to the desktop.
             
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    • Step 6: Once downloaded, select the setup icon:

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    • Step 7: Select "Install"

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    • Step 8: Follow the necessary prompts, once successfully installed you will get a final pop up- select "OK":

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    • Step 9: Once successfully installed make sure you restart outlook to see the application.Outlook Plugin 

     

    Uninstall the SecureMail Outlook Plugin

    • Step 1: Close Outlook
    • Step 2: Now open your computers "Control Panel" (located under your start menu):
          
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    • Step 3: Under "Programs"
    • Step 4: Select "Uninstall a Program"
           
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    • Step 5: Find "MyPBHS_Outlook" within this list, right click once on it to select it
    • Step 6: Now select "Uninstall/Change" to uninstall the application
             
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    • Step 7: Select "Remove the application from this computer." option and select "OK":
            
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    • Step 8: You should now notice that you no longer have the application listed in your "Control Panel" list of apps, and you should no longer see the "Secure Mail" tab within outlook.

  • FAQs

    How can I update my billing information?

    See billing information here. 
    How do I reset my password?

    Due to HIPAA compliancy, MySecurePractice passwords are NOT stored by PBHS and must be reset by the user using their account's email address. PBHS Support cannot complete password resets on your behalf and you must have access to the email account's inbox.

    You may need to complete a password reset for the following reasons:

    • If you have lost your password or typed it more than 5 times and have locked out your account.
    • Your account's password will expire every 90 days and will require it to be reset.

    If you need to complete a password reset manually:

    1. Navigate to https://mysecurepractice.com/
    2. Select the "Forgot Password" option towards the bottom of the screen.
    3. Enter your email used as the username, select "Continue".
      • The confirmation will let you know the Forgot Password email has been sent.
    4. Follow the instructions to reset your password within the email sent.
    5. Verify your identity by using the phone number registered with this account to get your secret code to change your password:
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    6. Once you select the appropriate option from above, select "Continue" to receive and enter your secret code:
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    7. Select "Continue" to now reset your password:
      1. Enter your new password *noting the password requirements below.
      2. Confirm your new password directly below under "Confirm new password"

    Note: Be sure the phone number for verification does not have a dial tree, or the call will not be able to get through to the correct extension. 
    What are the password requirements?

    How can I help unlock my patient's account or help them reset their password?

    Customers will go through the same password reset process as office users, which can be found above. 
    How can I cancel a SecureMail account?

    Within your profile settings, you can review all active SecureMail plans for yourself and/or ANY SecureMail plans you've purchased under your login for other MySecurePractice users within your account.

    1. Once you login
    2. Navigate to your profile/messaging tab
    3. Scroll down to the SecureMail Plans section, here you can review any Active SecureMail Plans purchased under your login.
    4. Find the plan you would like to cancel, and select the red button labeled Cancel located on the same row to the RIGHT
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      • Please note, if you choose to cancel a SecureMail (monthly or annual) Plan, if present this will also cancel the associated Outlook Plugin (monthly or annual) plan connected to the same user. 
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    5. A pop-up window will ask you to confirm your cancellation request, select the red Confirm button to continue:
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    6. The selected plan(s) will be cancelled and removed from your Active SecureMail Plans table.
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    DON'T SEE THE EMAIL ACCOUNT TO CANCEL?

    This may be because your MySecurePractice user may have not purchased the plan for that user.  All or multiple users under your account can have the same or different credit card on file.  The user who purchased the plan, would need to login to cancel that user account.