ONE Mail Partnered...Think of basic e-mail as you would a postcard – your information could be available to prying eyes. You should never send patient information over unsecured

ONE® Mail Partnered USER GUIDE

Version: 1.2

Document ID: 3365

Document Owner: ONE Mail Product Team

ONE Mail/ONE Mail Partnered User Guide/v1.2/DOC ID 3365 ii

Copyright Notice Copyright © 2014, eHealth Ontario

All rights reserved No part of this document may be reproduced in any form, including photocopying or transmission electronically to any computer, without prior written consent of eHealth Ontario. The information contained in this document is proprietary to eHealth Ontario and may not be used or disclosed except as expressly authorized in writing by eHealth Ontario.

Trademarks Other product names mentioned in this document may be trademarks or registered trademarks of their respective companies and are hereby acknowledged.

ONE Mail/ONE Mail Partnered User Guide/v1.2/DOC ID 3365 iii

Document Control The electronic version of this document is recognized as the only valid version.

Approval History APPROVER(S) TITLE/DEPARTMENT APPROVED DATE

ONE Mail Product Team ONE Mail Product Team 2013-08-16

Revision History VERSION NO. DATE SUMMARY OF CHANGE CHANGED BY

1.0 2013-05-20 First Version Completed Barbara Betts

1.1 2013-08-23 Review done by Legal / Minor Wording Updates ONE Mail Product Team

1.2 2014-05-09 Added ONE Mail Termination Request to contents

ONE Mail Product Team

Document ID 3365

Document Sensitivity Level Sensitivity: Low

ONE Mail/ONE Mail Partnered User Guide/v1.2/DOC ID 3365 1

Contents

Contents 1

Identification and Purpose 2

Overview 3 Basic E-Mail .............................................................................................................................................................. 3 ONE Mail ................................................................................................................................................................... 3

Sending an e-Mail using ONE Mail and ONE Pages 3

Contact Matrix Document 4 The form appears as: ................................................................................................................................................ 4 ONE® Mail Contact Matrix ..................................................................................................................................... 4

ONE Pages 5 Select the Organization: ............................................................................................................................................ 6 Select the Recipient: ................................................................................................................................................. 7 Launch Mail: ............................................................................................................................................................ 8

Adding ONE Pages to MS Outlook 9 MS Outlook 2003 ...................................................................................................................................................... 9

Configuration Steps: ...................................................................................................................................... 9 MS Outlook 2007 .................................................................................................................................................... 15

Configuration Steps: .................................................................................................................................... 15

Anti-Virus/ Anti-Spam Features 21 Anti-Virus ................................................................................................................................................................ 21 Anti- spam ............................................................................................................................................................... 21

ONE Mail Partnered Settings 23 Maximum Message Size..........................................................................................................................................23 Maximum Number of Recipients ...........................................................................................................................23 Number of Attachments .........................................................................................................................................23 Number of Files in a Zipped Attachment ...............................................................................................................23 Invalid or Unavailable Domain ..............................................................................................................................23 Password Protected Attachments...........................................................................................................................23 Encrypted Messages ...............................................................................................................................................23 Sender Filtering ......................................................................................................................................................23

ONE Mail Termination Request 24


Identification and Purpose

This document is referred to as the ONE® Mail Partnered User Guide.

This document is intended to provide guidance on user processes that will enable, facilitate, and enhance the use of ONE® Mail Partnered. This document is not meant to replace any Microsoft Outlook documentation rather it is to be used in conjunction with such material.

Should any of the information contained within conflict with any signed “Schedule;” the Schedules will be deemed to be correct.


Overview

eHealth Ontario has developed a secure e-mail service that enables the secure exchange of health information between participating organizations.

This service is named ONE Mail (ONE stands for Ontario Network for eHealth). What is the difference between basic e-mail and ONE Mail?

Basic E-Mail

Basic e-mail such as a Hotmail, Yahoo or Sympatico is unprotected. Your mail can be intercepted and read by others as it moves across the public Internet. Think of basic e-mail as you would a postcard – your information could be available to prying eyes. You should never send patient information over unsecured e-mail.

ONE Mail

ONE Mail provides additional layers of security at the operating, technical and software levels. All secure e-mail servers are located at the eHealth Ontario secure data centre. Contact information for all participating ONE Mail subscribers is available in a central directory named ONE Pages. As such, ONE Pages is the authoritative list of individuals who are enabled to securely send and receive personal health information through ONE Mail. Contact information in ONE Pages includes the first and last name of the ONE Mail subscriber, organization and department to which they belong, and their business e-mail address. Note that the department information is an optional field and may not be available for some subscribers. ONE Pages is updated systematically twice daily to ensure contents are current.

Sending an e-Mail using ONE Mail and ONE Pages

Once your organization has become a ONE Mail participating organization, you are equipped to securely send personal health information to other registered users through ONE Mail.

To ensure your message is secure, simply send it to a recipient found in ONE Pages. In other words:

Addresses that are listed in ONE Pages are secure (e.g. client can securely send personal/personal health information to clients listed in ONE Pages).

Addresses that are not listed in ONE Pages are not secure. Th is does not preven t you from sending e-mail to recipients who are not ONE Mail subscribers, but the e-mail will not be delivered securely.


Contact Matrix Document

Participating Organizations are responsible for keeping the Contact Matrix current and providing up to date copies to eHealth Ontario’s service desk.

1.0 The Contact Matrix Form can be found on the following website: https://www.ehealthontario.ca/portal/server.pt/community/home/717

2.0 Keep a record and send a copy to [email protected]

The form appears as:

ONE® Mail Contact Matrix

eHealth Ontario | 777 Bay St. Suite 701 Toronto ON, M5G 2C8

Service/Role Description

Contact Phone Number

Fax Number

e-Mail Hours of Op (EST)

eHealth Ontario Service Desk

Service Desk

1-866-250-1554

416-586-4040

[email protected]

24/7 (English / French)

<Organization Legal Name> | City/Town, ON, Postal Code, Telephone: 00-000-0000 Fax: 000-000-0000

Service/Role Description

Contact Name Primary Phone Number

Alternate Number

e-Mail Hours of Service

Primary Help Desk

Backup Help Desk

Technical Contact

IT Supported by

System Security

Notification (Escalations)

Change Manager

Local Registration Authority (LRA)

Primary Service / Health Care Sector:

https://www.ehealthontario.ca/portal/server.pt/community/home/717

mailto:[email protected]


ONE Pages

“ONE Pages” is a directory service or Address List provided by eHealth Ontario for the purpose of facilitating communication between health care professionals and is made available to all End Users and to the end users of other clients who receive services from eHealth Ontario.

It is a searchable directory of all ONE Mail subscribers to whom you can securely send e-mail through ONE Mail. For each End User of the ONE Mail Direct Service, the following information is listed in the ONE Pages Directory:

(a) First name; (b) Last name; (c) Department (if applicable); (d) E-mail address; and (e) The names of healthcare organisations with which that user is affiliated.

Depending on your organization’s configuration of ONE Mail and acceptable security practices, ONE Pages can be accessed through your web browser at https://www.one-pages.on.ca/

https://www.one-pages.on.ca/


Select the Organization:

The User should select the organization where they wish to send the e-mail:


Select the Recipient:

The User should then select the receiver of the e-mail (to get a list of registered ONE Mail users at an organization, hit Search when the Organization is selected):


Launch Mail:

Then click “Launch E-Mail” button to open the e-mail client and compose your message: Security Note – be sure the e-mail client that opens is your ONE Mail e-mail account which is participating in the

ONE Mail service, otherwise you may be sending your message from an e-mail account that is not secure.


Adding ONE Pages to MS Outlook

MS Outlook 2003

The following set of configuration steps will allow you to manually configure MS Outlook 2003 to access the ONE Pages directory as an option in the mail client address book as shown below.

Configuration Steps:

1. Select Tools from the Outlook function bar, and select E-mail Accounts


2. Select Add a new directory or address book from the E-mail Accounts window, and click Next.

3. Select Internet Directory Service (LDAP) radio button from the E-Mail Accounts window, and click Next.


4. In the Server Information/Server Name: field type “ldap.one-pages.on.ca” and then click More Settings…

5. If you receive the following warning “The E-mail Account you have just added will not start until you exit the file

menu and restart Microsoft Office Outlook.” click OK. *Note: If you do not receive this warning continue on to the next step.


6. In the Microsoft LDAP Directory window:

Click the Connection tab

In the Display Name field type “ONE Pages”

In Connection Details type “636” in the Port text field.

Ensure “Use Secure Sockets layer” is checked.


Click the Search tab

Change the “search timeout in seconds:” field to 60.

Change the “Specify the maximum number of entries you want to return after a successful search:” field to 999.

In the Search Base select the Custom radio button and type “cn=users,dc=one-pages,dc=on,dc=ca”.

Click Apply.

Click OK.


8. Click Next


9. Then click Finish.

10. The e-mail client should now be configured to view the ONE Pages directory. It is recommended that you restart

MS Outlook before you try and view the ONE Pages directory.

11. To view the ONE Pages directory, access your MS Outlook address book and select ONE Pages from the address book drop down menu.


MS Outlook 2007

The following set of configuration steps will allow you to manually configure MS Outlook 2007 to access the ONE Pages directory as an option in the mail client address book as shown below.

Configuration Steps:

1. Select Tools from the Outlook function bar, and select Account Settings…


2. Select the Address Books tab from the Account Settings window.

3. Click New…


4. Select Internet Directory Service (LDAP) radio button from the Add New E-Mail Account window and click Next.

5. In the Server Information/Server Name: field type “ldap.one-pages.on.ca” and then click More Settings…


6. If you receive the following warning “The E-mail Account you have just added will not start until you exit the file menu and restart Microsoft Office Outlook.” click OK.

*Note: If you do not receive this warning continue on to the next step.


Click the Connection tab

In the Display Name field type “ONE Pages”

In Connection Details type “636” in the Port text field.

Ensure Use Secure Sockets Layer is checked.



Click the Search tab

Change the “search timeout in seconds:” field to 60.

Change the “Specify the maximum number of entries you want to return after a successful search:” field to 999.

In the Search Base select the Custom radio button and type “cn=users,dc=one-pages,dc=on,dc=ca”.

Click Apply.

Click OK


9. Click Next

10. Then click Finish.

11. The e-mail client should now be configured to view the ONE Pages directory. It is recommended that you restart

MS Outlook before you try and view the ONE Pages directory.

12. To view the ONE Pages directory, access your MS Outlook address book and select ONE Pages from the address book drop down menu.


Anti-Virus/ Anti-Spam Features

ONE Mail provides the following Anti-Virus/Anti-SPAM protection:

Anti-Virus

If a ONE Mail user:

• Sends a virus infected e-mail message to a recipient on the Internet (i.e., someone who is not a ONE Mail user):

If the virus cannot be cleaned or removed the outbound message will be dropped and notification is sent to the internal sender with an override feature that modifies subject line indicating virus detected.

If the virus can be cleaned or removed the outbound message will be dropped and notification is sent to the internal sender with an override feature that modifies subject line indicating virus has been cleaned.

• Sends a virus infected e-mail message to another ONE Mail user:

If the virus cannot be cleaned or removed the internal message will be dropped and notification is sent to the internal sender with an override feature that modifies subject line indicating virus detected.

If the virus can be cleaned or removed the internal message will be dropped and notification is sent to the internal sender with an override feature that modifies subject line indicating virus has been cleaned.

• Receives a virus infected e-mail message from a recipient on the Internet (i.e., someone who is not a ONE Mail user):

If the virus cannot be cleaned or removed the inbound message will be dropped and no notification is sent to the sender.

If the virus can be cleaned or removed the inbound message will be dropped and no notification is sent to the sender.

Anti- spam

If a ONE Mail user:

• Sends a spam e-mail message to a recipient on the Internet (i.e., someone who is not a ONE Mail user):

If the message is confirmed as spam the e-mail is dropped and notification is sent to the internal sender with an override feature that modifies subject line indicating confirmed spam.

If the message is suspected as spam it will still be delivered.

• Sends another ONE Mail user a spam e-mail message:


If the message is confirmed as spam the e-mail is dropped and notification is sent to the internal sender with an override feature that modifies subject line indicating confirmed spam.

If the message is suspected as spam it will still be delivered with the override feature that modifies subject line indicating suspected spam.

• Receives a spam e-mail message from a recipient on the Internet (i.e. someone who is not a ONE Mail user):

If the message is confirmed as spam the e-mail is dropped and no notification is sent to the sender.

If the message is suspected as spam it will still be delivered with the override feature that modifies subject line indicating suspected spam.


ONE Mail Partnered Settings

Maximum Message Size

50 Megabyte max

If the message size exceeds the limit, message is deleted and notification is sent to the sender

Maximum Number of Recipients

Inbound from Internet – unlimited number of recipients

ONE Mail Partnered – unlimited

Number of Attachments

50 attachments maximum

If the number of attachments exceeds the limit, message is deleted and notification is sent to the sender

Number of Files in a Zipped Attachment

32 files maximum

If the number of files in a zipped attachment exceeds the limit, message is deleted and notification is sent to the sender

Invalid or Unavailable Domain

Message will stay in the queue for 5 days

If the destination domain does not exist, delete the message and notification is sent to the sender

If the domain exists, but does not respond to delivery requests for five days, the message will be deleted and notification is sent to the sender

Password Protected Attachments

All password protected attachments shall be delivered without interference

Encrypted Messages

All encrypted attachments shall be delivered without interference

Sender Filtering

Every message must have a sender address

Any message received with a blank sender address is deleted without notification


ONE Mail Termination Request

In order to remove your organization from ONE® Mail please contact our Service Desk at 1.866-250-1554 and indicate that your organization would like to be removed from this service, and to have the ticket assigned to Service Management.

ONE Mail Partnered...Think of basic e-mail as you would a postcard – your information could be available to prying eyes. You should never send patient information over unsecured

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