New Secure Email Attachment Process

New Secure Email Attachment Process

Introduction: Welcome to the new method for sending encrypted email attachments to clinics and patients. This updated process eliminates the need for the Citrix add-in for Outlook and offers a more secure way to share sensitive information. Follow the steps below to ensure the safe transmission of your email attachments.

Step 1: Compose a New Email Begin by creating a new email in your email client.

Step 2: Enable Encryption In the email composition window, navigate to the "Options" menu and select "Encrypt." This step ensures that your email and attachments are protected during transmission.

Verify Recipient and Attach Files: Before sending your email, double-check that you are sending it to the correct email address. Attach the necessary files to the email.

Sending the Encrypted Email: Click the "Send" button to dispatch the email. Instead of sending the attachments directly, this process will generate a secure link that will be sent to the recipient.

Recipient Authentication: When the recipient receives the email, they will need to authenticate themselves with the email address for which the message was intended. For example, if I send an email from "Nate@ottcomputing.com" to my "personal@gmail.com," the following steps will occur:

1. The email arrives in the recipient's Gmail inbox.
2. The recipient is prompted to click a link within the email to confirm their credentials for their Gmail account or request a one-time passcode.
3. Once the recipient verifies their credentials or enters the one-time passcode, they will be able to access the email and download the attachments via a web browser.

Enhanced Security: This new process enhances security by ensuring that only the intended recipient can access the secure files. It eliminates the risk of unauthorized individuals gaining access through the link.