Secure Email

Secure Email

How to Send Secure Email | Secure Email FAQ | Sample Secure Email Notification | Recipient Info

Secure email is encrypted messaging software that works seamlessly with the Medical Center's existing email system. Secure email gateways encrypt email as it leaves the University's private networks and heads out onto the Internet. KUMC is utilizing Proofpoint secure email for this purpose.

The features of the system include:

  • KUMC staff will be able to encrypt sensitive email and attachments (if included) to recipients outside of KUMC.
  • External recipients of secure email will receive a message in their current email box that they have received mail from KUMC and will be directed to link to a secure Internet website to retrieve the email.
  • Recipients register and login to the secure email systems before being able to view or reply to secure email(s).
  • Recipients will have the ability to reply to secure email received including file attachments.
  • Emails containing PHI or other sensitive information are sent securely. Recipients will go through a few simple steps to access messages and will also be able to respond securely free of charge.

How does secure email work?

Secure email at the University of Kansas Medical Center works in the following manner:

  1. The sender designates that the email should be secured by either entering the word "[secure]" at the beginning of an email's subject line or by selecting the "Send Securely" icon within Outlook when ready to send the message.  The remainder of the email can be typed normally and attachments can be added as needed.
  2. The system recognizes that the email should be secured and then forwards it out an an encrypted attachment.
  3. The secure email gateway sends the recipient an email notification that they have received a secure email from someone in the KUMC community. This email directs them to click on the attachment to view the encrypted message.
  4. The recipient opens the attachment and is prompted to provide their password. (If this is the first time the recipient has received a secure email, they will need to complete a one-time registration process and assign their designated passphrase first.)

See How to Send Secure Email for more information.


Last modified: Feb 09, 2016