Department of Social and Health Services s5

STATE OF WASHINGTON DEPARTMENT OF SOCIAL AND HEALTH SERVICES Aging and Long-Term Support Administration Home and Community Services Division PO Box 45600, Olympia, WA 98504-5600

H16-047 - Policy and Procedure June 6, 2016

TO: Home and Community Services (HCS) Division Regional Administrators Area Agency on Aging (AAA) Directors Developmental Disabilities Administration (DDA) Regional Administrators

FROM: Bea Rector, Director, Home and Community Services Division

Don Clintsman, Deputy Assistant Secretary, Developmental Disabilities Administration

SUBJECT: IPOne email alerts to be sent using ZixCorp Secure Message Center PURPOSE: To notify field staff that email alerts sent from Individual ProviderOne (IPOne) will be sent with encryption using ZixCorp Secure Message Center. BACKGROUND: The Secure Message Center is a secure way to deliver encrypted messages over the Internet. Email alert distribution via the Secure Message Center will ensure secure distribution of alerts whether the case manager is inside or outside of the DSHS firewall. WHAT’S NEW, IPOne case manager alert emails previously sent unencrypted by the CHANGED, OR system will now have encryption applied. Effective June 14, 2016 the CLARIFIED: Secure Message Center will encrypt messages individually for each recipient and include a certified stamp. These security measures ensure that no one except the intended recipient can read the message. Because every message is digitally signed, the recipient has irrefutable proof of the sender’s identity. Messages will be stored securely until they expire. ACTION: Case managers will receive alerts from IPOne as discussed in IPOne training materials (see Examples of Alerts, attached). These emails will now be sent to the primary case manager with a courtesy copy to the associated Reporting Unit (for RUs who have set up an inbox to receive these alerts) in an encrypted format.

You will be notified when you have a new message in the Secure Message Center via email. The email will contain a link to the Secure Message Center. The following instructions apply when the case manager receives a secure email from ZixCorp Secure Message Center. See the ZixCorp Secure Message Center instructions, below, for full details:

 Register: The first time a secure email is received from the Secure Message Center, you will need to register once by creating a password. After the password is created, the email will open.  Activate: You will also need to activate your password. A separate email will be sent email asking you to Activate or Decline your password. After choosing to activate your password, choose continue.  Sign in: Enter your registered email address and password for the Secure Message Center and select “Sign In”. It is acceptable to select the “Remember Me” box to save sign in information on the computer.  Specify your Language: Select your language from the drop- down box.  Changing your Password: If you forget your password you can reset your password yourself. Locate the “forgot your password” link on the sign-in page, and select the “Reset” button. Please note, encryption will apply to all alert emails sent by IPOne, including the “cc” alert messages sent to the Reporting Unit email address for each office, if the office has one set up. The person who is monitoring this email address will also need to establish and maintain a password for the Secure Message Center to retrieve these messages.

To learn more about ZixCorp Secure Message Center select the link below, which leads to the desktop support manual.

RELATED ZixCorp Secure Message Center Instructions: REFERENCES: http://www.zixhelp.com/us/zixport_desktop/5.5/en/zixporthelp.htm

Examples of Case Manager Alerts from IPOne CONTACT(S): Jennifer Smith, Individual ProviderOne Program Manager (360) 725-2551 [email protected]

Beth Krehbiel, DDA Program Manager (360) 725-3440 [email protected]