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The UCSF secure email solution is designed to help faculty, students and staff comply with the federal HIPAA regulations that went into effect April 21, 2005.
HIPAA regulations stipulate that electronic communications containing Protected Health Information (PHI) must be transmitted in a manner that protects the confidentiality of patient information. When you send, receive or store any electronic document containing UCSF confidential or patient information, you are responsible for ensuring that the information is processed securely.
- Insert a secure email keyword into the Subject line and let the email system process the message appropriately; if you have any doubt about the sensitivity of the content of your message, tag it for encryption.
- Format your secure email keyword correctly (for example, "Secure:"), to ensure the email is encrypted.
- Never include P4 or P3 data*, including protected health information, in the Subject line as it is sent in clear text.
*Data classification standard per UCSF Policy 650-16 Addendum F, UCSF Data Classification Standard.
- When in doubt about your message content, send it using a secure email keyword in the subject line.
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