NHSmail: social care overview August 2017

Contents NHSmail – why relevant for care homes? NHSmail centrally funded core service Transforming communications across health and social care The benefits of NHSmail Ways of joining NHSmail Description of the three models Joining NHSmail application process Information Governance (IG) toolkit NHSmail encryption service Further information and support

NHSmail – why relevant for care homes? NHSmail is centrally funded platform to support health and care interoperability Secure and modern email exchange: Microsoft Exchange 2013 A rich and user-friendly contact directory: NHSmail Directory Seamlessly integrated instant messaging and presence: Skype for Business Additional Services via a Top Up Catalogue which are funded locally NHSmail is piloting with care homes across England This slide deck describes the benefits of joining NHSmail and the processes for social care organisations to join the service. On completion of a successful application each organisation will have one shared mailbox account and a minimum of one named user account (up to three user accounts per organisation are permitted).

NHSmail centrally funded core services Secure and modern email exchange: Microsoft Exchange 2013 4GB mailboxes local branding of email addresses Latest email security from Trend Micro Mobile device management Local email domains Seamlessly integrated instant messaging and presence: Skype for Business Latest Microsoft communication platform Instant messaging between users across NHSmail Presence management integration across NHSmail A rich and user-friendly contact directory: NHSmail Directory Health and social care contact directory Biographical information Modern interface and search capabilities Custom directory data fields Programmatic access Additional Services – Top Up Catalogue Secure Video conferencing and screen sharing via Skype for Business (SfB) Mailbox quota top ups – 6GB, 10GB and 25GB mailboxes Mobile device management Data retention

Transforming communications across health and social care Collaborate with individuals and groups virtually utilising audio, video and web conferences and desktop sharing Connect and locate the right people within and outside of the organisation using the directory Maintain confidence in a secure solution with dedicated hosting of all services Send instant messages to colleagues within and outside of the organisation – no need to pick up a phone or send an email See whether colleagues across health and social care are online, away from a computer or busy in a meeting or clinic

The benefits of NHSmail NHSmail does everything that you would expect a modern business email system to do and has a number of benefits over alternative systems: It's secure – Emails within NHSmail, or sent to other secure email systems are protected to UK Government standards. This ensures that sensitive and confidential information is kept safe. It saves money – NHSmail can be used to replace more expensive paper or telephone-based communication processes, and because of its economy of scale, it's cheaper to run than many other email systems. It's resilient – NHSmail works 24 hours a day, running across duplicated secure data centres. Our helpdesk is open 24 hours a day, 365 days a year to make sure that users have access to their account at all times. It's national – Staff can share calendars and folders with any other users on NHSmail. You can look up the contact details of more than one million NHS and business partner staff on the NHS Directory. It's recognised - The security credentials of NHSmail are uniquely recognised by specialist security organisations, including Government Communications Headquarters (GCHQ), the Police and the Ministry of Defence. It's safe – NHSmail users are protected by sophisticated and up-to-date anti-virus and anti-spam software, which checks every email passing through the NHSmail service. It's flexible – NHSmail is a national service, so when organisations merge or re-organise, expensive email migrations are avoided and users can continue to communicate without disruption. It's mobile – You can access NHSmail from all common smartphones, tablets, home and workplace computers, wherever you are in the world.

Ways of joining NHSmail There are currently two routes to joining NHSmail, and further route is in development. Social care organisations can join via: the local sponsorship model; the self management model; the central sponsorship model (in development)

Description of the three models Local sponsorship model Social care organisations are sponsored by a CCG/Trust/CSU who sets up and hosts their accounts and carries out the Local Administration function Self management model Social care organisations can set up and host their own accounts and carry out the Local Administration function themselves. This route is only suitable for organisations that have the expertise and technological proficiency to carry out this role. Central sponsorship model This model is being developed and due in Autumn 2017. Organisations will be able to join NHSmail and have their accounts set up and hosted by a central Local Administration function.

Joining NHSmail application process To find out how to join NHSmail, please see links to the guidance below: Local sponsorship model Local sponsorship model application process guidance Local sponsorship model guidance for sponsors/local administrators Self-management model Self-management model process guidance for care homes If you are interested in joining via this route, please contact feedback@nhs.net Central sponsorship model (in development) Guidance to follow

Information Governance (IG) toolkit v14.1 One of the prerequisites for organisations joining NHSmail is completing the IG Toolkit v14.1. Guidance on doing this is included in the application guidance documents on the next slide. Please note that v14.1 is an interim solution pending the introduction of a redesigned IG Toolkit - as recommended in the National Data Guardian’s Review of Data Security, Consent and Opt-outs. This redesigned IG toolkit will include a new set of mandatory requirements to support the evolving system and threats. It will be more accessible and easier to use, while also providing a greater emphasis on data security leadership obligations – people, processes and technology. A beta version of the redesigned toolkit is due for launch in the Autumn ahead of a formal roll out across all sectors in April 2018. For the latest status of the IG toolkit please contact the NHS Digital Social Care Programme: scp.general@nhs.net

NHSmail encryption service The NHSmail service has an encryption feature that allows users to exchange information securely with users of non-accredited or non-secure email services e.g. nhs.uk (please note that *.secure.nhs.uk is considered secure), gmail, Hotmail. This means that organisations using NHSmail can send emails to those that don’t have NHSmail and these emails can be accessed and read securely. When sending emails outside of NHSmail, use [secure] at the start of the email subject. [Secure] is not case sensitive. The NHSmail service will assess whether encryption is required. If the domain the email is being sent to is accredited, the email will be sent securely and no further encryption is required. If the domain the email is being sent to is not accredited, and therefore insecure, the NHSmail service will programmatically enforce the use of the encryption tool to protect the email data. The recipient will need to log into the Trend Encryption Micro portal to unencrypt the email before it can be read. Guidance is available on how to use the NHSmail encryption service.

Further information and support For further information and support please email: feedback@nhs.net and visit the NHSmail Support Pages: https://portal.nhs.net/Help/joiningnhsmail