MHC Car User Guide

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Get Started with MHC CareMail Secure Communications

MHC CareMail

User Guide

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About MHC CareMail Communications

Missouri Health Connection (MHC) provides you with a secure, Direct email address. The purpose of this email address is to allow you to send/receive secure communications to/from colleagues and other members of the healthcare community as long as they have a Direct Mail address. MHC CareMail provides a method of secure communication that is both HIPAA compliant and complies with the federal standards of the Direct Project. Since MHC CareMail is based on the standards of the Direct Project you are not restricted to communicating only with other MHC clients. You are able to send and receive emails from anyone with a Direct mail address.

MHC CareMail accounts are not meant for personal use. You can only send and receive emails to and from others with Direct Email Addresses. This restriction protects patient privacy. If you enter an email address in the “To” field that is not a Direct Address, you will receive an error message and be unable to send the email.

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Getting Started with

Your MHC CareMail Account

Sign In

You can access your MHC CareMail Account from any computer by going to the address associated with your MHC CareMail Web Portal. The below address is for the Web Portal.

 https://mhccaremail.com/portal

To log in, enter your Secure Email (you do not need to enter the @domain part) and Password.

Activating a MHC CareMail Account

After logging into your account, you will be asked to accept the end user license agreement, change your password, and create a security question (this will allow you to reset your own password should you forget it).

You can also manually change your password or set your security question by selecting “Account” in the top right hand corner, followed by the “Change Password” or “Security Questions” tab.

Sign Out

Select “Sign Out” from the top right corner of the screen.

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Reset Password

You may reset your own password by selecting the “Reset Password” link on the log in page. You must enter your full secure email, including the domain (i.e. [email protected]), and select “Reset.”

You will then be asked to answer your security question. After correctly answering your security question a temporary password will be sent to the contact email address associated with your account. For security purposes, no other identifying information will be included in the email. You will not be able to reset your own password if your account is locked.

If you reset your password and do not receive the temporary password, your contact email address may have been entered incorrectly. Please contact your Administrator who can assist you in accessing your account.

To confirm that a security question has been established, you can go to “Account” in the top right hand corner, select “Security Questions,” enter your current “Password,” and select a “Secret Question” and “Secret Answer.”

For security purposes, the previous “Secret Question” and “Secret Answer” will not be populated so you will need to create a new question and answer if you do not have a record of the previous question and answer.

Please store this information in a safe location.

Change Password

You may manually change your password by selecting “Account” in the top right hand corner, followed by

“Change Password.” You will be asked to enter your “Old Password” (or temporary password) and then a password of your choice in “New Password.” The New Password should be at least 8 characters with 1 non- alpha numeric or special character (!, @, $, etc.). Once entered, re-enter the New Password in Confirm Password and then click Update.

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Locked Account

If you attempt to log in with an incorrect username and password combination Five (5) times, your account will become locked for security reasons. Please contact your administrator if this occurs.

Send an Email

Select “New Message” from the toolbar on the left of your screen. You may either type in the email address or select “To” to search and select from recent recipients. Type in the Subject line and the body of the email.

The toolbar above the “To” line will allow you to return to your Inbox (“Back to List”), “Send” your message,

“Save” a copy of the email in your “Drafts” folder, select a level of “Importance” and a level of “Sensitivity”, and “Cancel” your current message.

You may add one or multiple attachments in one of two ways:

1. Select “Click to attach a file” from the attachment area below the subject line of the email. Find and select the file(s) you wish to attach.

2. Drag and drop files into the attachment area below the subject line of the email.

Check for Emails

New emails are always visible in your Inbox when you log in. To check for new emails when you are already logged in, select “Check Mail” on the toolbar above your “Inbox” or “Email” at the top of your screen. You can return to the Inbox from anywhere within the Web Portal by selecting “Email” at the top of your screen.

For more information on ways to customize when your “Inbox” is refreshed please refer to the “Account Preferences and Settings” section of this manual.

Read an Email

When you select an email in your Inbox, it will appear on the right or below depending on the layout selected in “Settings”. To open an email as a full screen, double-click on the email in your Inbox.

Reply to or Forward an Email

Select the email from your Inbox and then select either “Reply”, “Reply to All”, or “Forward” from the toolbar above the email.

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Delete an Email

Select the email in your Inbox or another folder and then select “Delete” from the toolbar above the “Inbox”.

Print an Email

Select the email in your Inbox and then select “Print” from the toolbar above the email.

Save an Email

Select the email in your Inbox and then select “Save” from the toolbar to save emails to your local machine.

File and Organize Emails

Select the check box to the left of

the email in your “Inbox”. Then select “Move to Folder” from the toolbar above your “Inbox”, and select the folder in which you want to file the email. You may also drag and drop an email in to the desired folder.

Mark an Email as “Read” or “Unread”

Select the check box to the left of the email in your Inbox. Then select “Mark as Read” from the tool bar above your “Inbox”, and select whether you would like the email marked as Read or Unread. You also have the option of selecting “Mark all Read” and “Mark all Unread.”

Flag or Unflag an Email

Select the check box to the left of the email in your Inbox. Then select “Mark as Read” from the toolbar above your “Inbox”, and select whether you would like the email Flagged or Unflagged.

Search for an Email

You can search for any sent or received email.

1. Select the folder in which you want to search.

2. Type your search term or terms into the search field located above the list of emails.

3. Then select the search icon to begin searching.

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Arrange Emails

1. Select the check box to the left of “Arranged by” above the list of emails.

2. Select the arrow to the right of the manner in which emails are arranged and select your desired arrangement.

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Manage Your Contacts

View Contacts

On the left of your screen, select “Contacts.”

Add a New Contact

1. Select “New Contact”.

2. Enter a name and email address.

3. You may choose to use a friendly name, so that the name will display, for example, John Doe

< [email protected]>.

4. To enter additional contact details, select “Show additional fields.”

5. Select “Save.”

Delete a Contact

1. Select the box(es) next to the contact(s) in the Contact view.

2. Select “Delete.”

Add a New Group of Contacts

1. Select “New Group.”

2. Enter a name for the group

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3. Select “Save.”

Add Contacts to a Group

1. Select the box(es) next to the contact(s) in the Contact view.

2. Select “Add Contacts to.”

3. Select the Group from the drop-down menu.

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Files and Folders

Default Folders

The following folders are included in your Web Portal and cannot be deleted:

 Inbox – all new emails will first appear here.

 Sent Items – all emails that you sent can be found here.

 Drafts – emails that you saved without sending can be found here.

 Trash – emails that you delete will be temporarily located in the Trash folder before permanent deletion.

File an Email

Select the check box to the left of the email in your “Inbox”. Then select “Move to Folder” from the toolbar above your “Inbox”, and select the folder in which you want to file the email. You may also drag and drop an email in to the desired folder.

Create a New Folder

1. Select “Manage Folders” on the bottom-left of the window.

2. Select “Add New Folder”

3. If the new folder should be inside an existing folder, select a Parent Folder from the dropdown. Otherwise, select “No Parent Type” in the name of your new folder

4. Select “OK.”

Delete a Folder

2. Select the folder you wish to delete.

3. Select “Delete Selected.”

* Note: deleting a folder will also delete all of the messages in the folder.

Manage Folders

2. Select the folders you want to show up in your mailbox under the “subscribed” column. If the folder is not selected, the folder and its contents will not be displayed in your mailbox.

3. Select “Save changes.”

Empty Trash Folder

Select the arrow to the right of “Delete” from the toolbar above your “Inbox,” and select “Empty Trash.”

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Account Preferences and Settings

Account Preferences

You can access all of your account preferences and options by selecting “Account” on the top right corner of the Web Portal.

Personal Info

 Select “Account,” “Personal Info” to edit your information, including: Contact Info, Address, and Organization Information.

 Select “Update” after making any changes.

Change Password

You may manually change your password by selecting “Account” in the top right hand corner, followed by

“Change Password.” It is a best practice to change your password frequently. You will be asked to enter your

“Old Password” (or temporary password) and then a password of your choice in “New Password.” The New Password should be at least 8 characters with 1 non-alpha numeric or special character (!, @, $, etc.). Once entered, re-enter the New Password in Confirm Password and then click Update.

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Security Questions

To setup security questions, go to “Account” in the top right hand corner, select “Security Questions,” enter your current “Password,” and select a “Secret Question” and “Secret Answer.” Please store this information in a safe location. It is important that set up your security question, because without one, you will be unable to reset your password without the help of an administrator.

Preferences

Select “Account,” then “Preferences” to adjust other preferences, including Email alerts, to sign up for News alerts, and more.

Email Alerts

To choose whether or not you wish to receive an email alert to your non-secure c o n t a c t email whenever a new message is received in your Direct mailbox, select “Account,” then “Preferences” and select (or deselect) the box Signed up for SES new email alerts under Email Alerts. Select “Update” after making any changes.

Settings

You can access all of your settings and options by selecting “Settings” on the right side of your Web Portal main page.

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Common Settings

From the “Common” tab of the “Settings” page, you may adjust the following basic settings. Remember to select Save after adjusting your Settings:

 “Skin” – alter the appearance of your Web Portal page by selecting one of the five (5) provided templates.

 “Layout” – Select the bubble to the left of your preferred “Inbox” layout.

 “Language”

 “Messages per page”

 “Contacts per page”

 “Autocheck mail every” – How often you would like the system to automatically check for new messages.

 “Time format” – Select whether you would like time presented in a 12 or 24 hour format.

Email Accounts

From the “Email Accounts” tab of the “Settings” pages you can update “Properties”, “Signature” and “Manage Folders”.

 “Properties” – Customize the way your name will appear on outgoing emails.

 “Signature” – Customize your Direct Mail signature.

 “Manage Folders” – Add and Delete mailbox folders.

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Additional Features

Directory Search (not applicable to all domains)

The “Directory Search” allows users to locate other users with Direct Addresses.

You can search for users in three areas, the SES Directory (users across SES domains), your Local Directory (users on your domain), or an External Directory (outside of SES domains and not applicable to all SES domains).

To search the directory you must select the Directory to search and Account Type you would like to locate (if you do not select Account Type for SES Directory and Local Directory the report will not display any addresses).

You can then decide whether you would like to search by Contact/Category or by Address.

You also have the ability to send a message directly from the Directory Search output.

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C-CDA Viewer (not applicable to all domains)

The Consolidated Clinical Document Architecture (C-CDA) includes CCD files which are generated and sent by EHR software and are unreadable unless opened with EHR software or another viewing technology. When a CCD file (generated according to the C-CDA rules defined by the HL7 industry standard) is sent as an email attachment, the One Click C-CDA Viewer adds a “View” button to the attachment, allowing users to view the structured data in human readable format simply by clicking “View”, with no additional software required.

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MHC CareMail System Requirements

MHC CareMail is compatible with most browsers and operating systems:

 Supported browsers include: Latest versions of Internet Explorer, Firefox, Safari, and Google Chrome.

MHC Car User Guide

Get Started with MHC CareMail Secure Communications

MHC CareMail

User Guide

Table of Contents

About MHC CareMail Communications

Chapter

1

Getting Started with

Your MHC CareMail Account

Sign In

Activating a MHC CareMail Account

Sign Out

Chapter

2

Reset Password

Change Password

Locked Account

Send an Email

Check for Emails

Read an Email

Reply to or Forward an Email

Delete an Email

Print an Email

Save an Email

File and Organize Emails

Mark an Email as “Read” or “Unread”

Flag or Unflag an Email

Search for an Email

Arrange Emails

Manage Your Contacts

View Contacts

Add a New Contact

Delete a Contact

Add a New Group of Contacts

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Add Contacts to a Group

Files and Folders

Default Folders

File an Email

Create a New Folder

Delete a Folder

Manage Folders

Empty Trash Folder

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Account Preferences and Settings

Account Preferences

Chapter

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Settings

Additional Features

Directory Search (not applicable to all domains)

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C-CDA Viewer (not applicable to all domains)

MHC CareMail System Requirements

Chapter

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Thank You

Please contact us with any questions or comments at

[email protected]