Diary Administration to Communication (Web App)

Why Use This Function:

Sending secure emails ensures that only authorised recipients can access and read the message, safeguarding Patient confidentiality by preventing unauthorised access to sensitive medical information. Encryption protects private health data, keeping it secure and compliant with privacy regulations while enabling effective and confidential communication with Patients.

💡Please Note: Securing Emails supports regulatory compliance by safeguarding communication in accordance with data protection laws such as GDPR and POPIA. By using Secure Emails, businesses and professionals can enhance trust, maintain confidentiality, and ensure the integrity of their communications.

• This user manual will start on the Email - Workflow Event screen.
  

💡Please Note: The Email - Workflow Event screen can be accessed from multiple places in the system, where an Email button is located.

• Click on the yellow Unlock button.

• The Unlock button will change to a green Lock button indicating the email is secure.

• A new section will become available on the Email - Workflow Event.

• Click on the Validity Period (days) field to enter and indicate how long the recipient will have access to the information in the email.

💡Please Note: If the Validity Period (days) field is left blank, the recipient will indefinitely have access to the information on the email, using the secure PIN.

• Click on the Secure PIN Options drop-down menu to select an option from the list that becomes available:

• Click on the Email option for an email to be sent to the recipient with a link that they can use to request a one-time PIN (OTP).

• Click on the SMS option to set a mobile number to where a text message will be sent with a PIN.

• Click on the Mobile No. field to enter the recipient's mobile number.

• Alternatively, Click on the Mobile Number drop-down menu to select a mobile from the list of numbers, saved on the Debtor/Patient file.

💡Please Note: By using the SMS option, you can only link one email address to a mobile number. This ensures that the intended recipient receives a text message with the PIN securely, preventing unauthorised access. You will not be able to send this email to multiple recipients.

• Click on the Pre-shared PIN option to set a PIN that the recipient already has access to.

• Click on the Pre-shared PIN field to enter the PIN that was shared with the recipient.

💡Please Note: A random 6-digit PIN is by default in the field, which can be used for your convenience.

• Click on the Send button to send the Secure Email.

• Once the Secure Email is sent, the recipient will receive a link to view the email. For more information on how to access and read the email as a recipient, please refer to the user manual: How to Read a Secure Email.

💡Please Note: The rest of the fields and options on the Email - Workflow Event screen works the same as when you would send a regular email, for more information, please refer to the user manual: Send an Email.