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SecureMail

SecureMail is a simple, powerful, HIPAA-compliant messaging system designed for sharing PHI (protected health information) between practices and patients.

To get started, create an account within the MySecurePractice Portal. During the registration process, you can purchase a PAID SecureMail account OR upgrade at a later time 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 MySecurePractice portal.

  • Composing & Sending 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.
    relationshiprole__1_.png
    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 (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 (they would need a valid CC).

  • User Management

    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 MySecurePractice portal 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)

       

  • Inviting Users in your Practice

    If you do not have a MySecurePractice account setup, navigate here first: https://www.RevenueWell.com/securemail/order/ to register and purchase a SecureMail account.

    If your existing SecureMail account is a free user account, you will not be able to compose new messages to recipients who have not already communicated with you. This means you cannot use the free account to invite your staff or doctors to setup an account under your practice.

    If you do not wish to upgrade to the paid version of SecureMail but need to add additional users under your practice account, such as doctors or staff members, please see below:

    • Contact RevenueWell Support for assistance with adding a new free user account under your practice’s existing main account.
    • That individual user account can be upgraded to a paid SecureMail license at a later date, if needed.

     

    • **Repeat these steps for each doctor/staff member you need to add.
      1. Once you login
      2. On the dashboard, select Send Secure Message

      3. Add the recipient's email address in the TO: field.
        *Please note: You can only add 1 email address per email.

      4. Once you tab or click out of the “To:” field and select anywhere else within the email, a new dropdown labeled “Select recipient’s role:” will appear within the To: field.

        **Select the appropriate role for your email recipient from the dropdown in the To: field. In this case, you would select either Doctor in my practice or Staff in my practice.

      5. You will need to enter a Subject and add content to the body of the email before selecting the Next button.

      6. You will be required to confirm the email address by re-entering it in the Confirm Email Address field.

        Once the email addresses match, select the Send button to continue.

      7. Once you select Send, an invitation email will be sent on your behalf to the recipient.
        **They will be asked to provide their user information, including (Email Address, Cell Phone Number and Full Name).

      8. Once registered, our system will send them a final email to set their password.

        9. The Doctor/Staff member can now log in using their email address as their username and the password they created during registration.

        Once logged in, they can immediately view and reply to any SecureMail messages they have received.

        If they would like the ability to compose and send new SecureMail messages, they can purchase the paid version of SecureMail using the options provided in the below section labeled Invited User Purchasing Paid Version of SecureMail.

      1. Once you login
      2. On the dashboard, select Secure Inbox

      3. To purchase the paid tier of secure email, they would select Buy Now:

      4. The user can select the paid SecureMail options they would like to purchase based on their practice’s needs and select the Purchase button when ready:

      5. This will prompt the Doctor/Staff member to enter their Credit Card information for purchase, and select the green Pay button to complete the purchase of SecureMail.

      6. Once purchased, the Doctor/Staff can immediately start using the full version of SecureMail to compose new secure messages!!

  • 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 optionIf 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"
        
      SM1__1_.png
             
    • Step 3: Select the "Messaging" tab
    • Step 4: Select the "Download" button next to "SecureMail Outlook Plugin." 

      SM2__1_.png
           
    • 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.
             
      SM3__1_.png
            
    • Step 6: Once downloaded, select the setup icon:

      SM4__1_.png
             
    • Step 7: Select "Install"

      SM5__1_.png
             
    • Step 8: Follow the necessary prompts, once successfully installed you will get a final pop up- select "OK":

      SM6__1_.png
             
    • 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):
          
      SMU1__1_.png
            
    • Step 3: Under "Programs"
    • Step 4: Select "Uninstall a Program"
           
      SMU2__1_.png
            
    • Step 5: Find "MyRevenueWell_Outlook" within this list, right click once on it to select it
    • Step 6: Now select "Uninstall/Change" to uninstall the application
             
      SMU3__1_.png
            
    • Step 7: Select "Remove the application from this computer." option and select "OK":
            
      SMU4__1_.png
             
    • 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 MySecurePractice billing information here. 
    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 Update Profile
    3. Open Messaging
    4. Scroll down to the SecureMail Plans section, here you can review any Active SecureMail Plans purchased under your login.
    5. Find the plan you would like to cancel, and select the red button labeled Cancel located on the same row to the RIGHT
      sm-cancellation.png
      • 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. 
        sm-cancellation2.png
    6. A pop-up window will ask you to confirm your cancellation request, select the red Confirm button to continue:
      sm-cancellation3.png
    7. The selected plan(s) will be cancelled and removed from your Active SecureMail Plans table.
      cm-cancellation4.png

    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.  

    How do I reset my password?

    Due to HIPAA compliance, MySecurePractice passwords are NOT stored by RevenueWell and must be reset by the user using their account's email address. RevenueWell 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.
    6. Once you select the appropriate option from above, select Continue to receive and enter your secret code.
    7. Select Continue to now reset your password:
      1. Enter your new password.
      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. 

    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. 
  • Watch the video below for a short demo of the system:

    SecureMail is designed to complement, not replace, your regular email service. When you receive a new SecureMail message, a notification will be sent to your email inbox, prompting you to log in to SecureMail to read it.

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