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OFFICE OF THE GOVERNOR MISSISSIPPI DIVISION OF MEDICAIDMEMORANDUMTo:All DOM Independent ContractorsFrom:Nicole Litton, Deputy Administrator for Policy & Compliance andHIPAA Privacy OfficerDate:April 22, 2014Re:DOM’s Email Encryption PolicyIt is DOM’s policy that emails containing Protected Health Information (“PHI”) or PersonallyIdentifiable Information (“PII”) sent outside of the agency network be encrypted by the sender.If you are a DOM Independent Contractor with an email address that does not end in“@medicaid.ms.gov”, you will need to enroll in DOM’s Cisco Secured Email service in order toview any encrypted emails sent to you by a DOM workforce member. For your convenience,instructions on setting up your account have been attached to this memo. Using the CiscoSecured Email service will allow you to receive and respond to encrypted emails sent by DOMpersonnel. You will not be able to initiate a secure e-mail to DOM through this service.By executing the DOM Business Associate Agreement you agree, “ to use appropriatesafeguards and comply, where applicable, with the Security Rule to prevent Use or Disclosure ofPHI .” (See Section III (b)). In order to adhere to this obligation you should take the necessarysteps to protect DOM PHI or PII contained in all electronic transfers with encryption software ora program that uses FIPS 140-2 certified algorithm which is 128 bit or higher, such as AES.Encryption can be end to end at the network level, or the data file containing PHI can beencrypted.If you are not currently transferring DOM PHI or PII in this manner, please address this issueimmediately. If you do not have the encryption capabilities as described above or have questionsregarding e-mail encryption as it pertains to DOM PHI or PII, please contact the DOM SecurityOfficer at 601-359-6064.Attachment
Cisco Secure Email Registration ProcessYour recipient will need to enroll in DOM’s Cisco Secured Email service. The recipient will receive anemail notification with instructions for enrolling. Enrollment is only required the first time an emailaddress receives a secure message. Once the online enrollment process is complete, your recipient willreceive an email with an attachment titled "securedoc.html" (this is your secure message). Whenopening the attachment, the recipient will be prompted to enter the password selected during theenrollment process. Once the password is verified, your recipient will be able to view your message.
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Apr 22, 2014 · Cisco Secure Email Registration Process . Your recipient will need to enroll in DOM’s Cisco Secured Email service. The recipient will receive an email notification with instructions for enrolling. Enrollment is only required the first time an email address receives a secure message.
