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Information for Recipients of Secure Email

The University of Kansas Medical Center (KUMC) has implemented secure messaging to protect the privacy and confidentiality of sensitive information including protected health or personal identity information that is contained in email messages and attachments sent over the Internet.

Why do we use secure email?

Regular email sent over the Internet is easily intercepted or read by other individuals. Secure email is intended to address the need for communicating protected health information (PHI) in a safe and secure manner and in compliance with the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA). HIPAA's Security regulations, which went into effect in 2005, stipulate that electronic communications containing PHI must be transmitted in a manner that protects the confidentiality of patient information. The KUMC secure email system meets these requirements by using encryption to protect email from being intercepted or read as it is transmitted across the Internet.

What should I do if I receive a secure email from the University of Kansas Medical Center (KUMC)?

The Secure Messaging Portal allows recipients of a secure message to read it and respond to it. It requires users to log in with their email address and secure messaging password before any messages can be accessed. When a secure message is sent to you by a Mimecast user, you'll receive an email notification like the one shown below.

Screenshot of secure email

To access the Secure Messaging Portal:

  1. Click the Link in the notification message. The Secure Messaging Portal log in dialog is displayed.
  2. Enter your Email Address.
  3. Click on the Next button.
  4. Enter your Secure Messaging Portal Password*
  5. Click the Log In button. The Secure Messaging Portal is displayed.

*Note: If this is your first time logging in to the Secure Messaging Portal, see the First Time Users section below.

First Time Users

If this is the first time you have accessed the Secure Messaging Portal, you'll receive a separate email with the log in details required to access the Secure Messaging Portal. This includes the email address to use and a temporary password. This password must be changed as part of the log in process. This new password can then be used whenever you access the Secure Messaging Portal in the future.

Screenshot of first time user email

Screenshot of first time user email

To change your password:

  1. Enter the Password displayed in the second email notification in the top field. If you use the "copy and paste" feature to copy across the initial password, check this does not add an extra space at the end of the password. If it does, this will create an error preventing you from logging in.
  2. Enter a New Password in the middle field.
  3. Confirm the New Password in the bottom field.
  4. Ensure the new password meets Mimecast's requirements displayed below the Reset Password fields.
    • A green tick means the criteria is met.
    • A red cross means the criteria isn't met and must be corrected.
  5. Click on the Confirm button. The Secure Messaging Portal is displayed.

What if I forget my password?

  1. From the logon dialog, enter your email address.
  2. Click on the "Forgot Your Password?" link.
  3. Click on the Reset Password button. A message containing a temporary password is sent to your email address.
  4. Click on the Go To Log In Link to return to the Logon dialog.
  5. Enter the Temporary Password into the logon dialog. You're prompted for a new password.
  6. Enter a New Password and confirm it, ensuring it meets Mimecast's criteria. The criteria are displayed below the password fields:
    • A green tick means the criteria is met.
    • A red cross means the criteria isn't met and must be corrected.
  7. Click on the Confirm button to confirm the new password and access the Secure Messaging Portal.

How do I register to receive secure email from KUMC?

The secure email system at KUMC is a closed system, which means that you must be invited to register as a recipient by a member of the KUMC community. Once a KUMC staff member sends you a secure email, you will receive a notification email with instructions on how to create your profile. If you are a patient at KUMC, talk with your physician about communicating with them via secure email.

How can I send secure information to someone at KUMC?

You can send secure information to someone at KUMC by replying to one of the messages they have sent to you. You can also compose new secure messages from within the Mimecast portal by selecting the Compose button.

Mimecast Compose

Can I change the subject line of the email when I reply?

No, you cannot change the subject line of the reply email.

Can I change the recipient or add a recipient to the email when I reply?

No, you cannot change the recipients of the email.

How long will messages remain on the system for me to access?

Messages remain active for 365 days.

Can I print a copy of the secure email that I have received?

Yes. Select the print icon at the top of the message.

Mimecast Print

Who should I contact if I need assistance with KUMC secure email?

If you require assistance with registering your profile or viewing and replying to a secure email that you have received from KUMC, contact Jayhawk Tech Clinic (IT Help Desk) at 913-945-9999 option 2. Phone support hours are Monday - Friday, 8 a.m. to 5 p.m.

Can I log in directly to the Mimecast Secure Message Portal?

Yes. Goto https://kumc.login-us.mimecast.com/m/secure/app/#/home and login in with your email address and password.

Last modified: May 15, 2020
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