CHCS MAILMAN USER REFERENCE GUIDE UPDATED MARCH 2014 NAVAL MEDICAL CENTER PORTSMOUTH, VA INFORMATION MANAGEMENT DEPARTMENT “ TRAINING” PH # 953-5458

CONFIDENTIALTY AND PASSWORD PROTOCOL All system users are indoctrinated in CHCS / AHLTA Confidentiality and Password Protocol requirements and receive this statement when they are given initial access to CHCS. The statement addresses the privacy Act of 1974, which imposes responsibilities to prevent misuse or compromise of data concerning individuals. It has three main provisions:

CONFIDENTIALITY OF INFORMATION – Most of the information within the Composite Health Care System (CHCS) is sensitive, unclassified, personal medical information. Only authorized people or agents are allowed to disclose this information. CHCS / AHLTA users are responsible to safeguard this electronic medical information with the same care and attention that they use when handling hard copy patient records. Federal laws impose penalties for illegally disclosing sensitive patient information. Lawsuits can be the result of failure to safeguard or prevent unlawful disclosure of this information. DATA INTEGRITY – Patient treatment decisions are made from the CHCS database system. The Privacy Act requires mechanisms to ensure data in the system is accurate, relevant, timely, and complete. Users of the system are responsible for ensuring that all data entered into CHCS is accurate.

DATA SECURITY – The third provision of the Privacy Act requires safeguards for the confidentiality and security of records. This entails protective measures for preventing accidental or malicious alteration, destruction, or disclosure of personal information that could affect medical care. Among other things, this means that extreme care must be exercised when sending e-mail messages or forwarding telephone consults. Be sure that the message is sent to the exact person authorized to receive this information. There are many users with the same last name (and maybe even the same first name in some cases). Be sure to select the correct user. VERIFY Codes are unique to you. They MUST BE KEPT SECURE. These codes replace, and are legally equal to handwritten signatures. Remember, you are responsible for things done under your codes, and most of what you do while on the system can be audited by IMD.

As a CHCS user you are responsible for the following:   “I have read and understand the security guidelines given above, the necessity for safeguarding my codes and passwords, and the integrity of the CHCS and AHLTA systems. I understand that if I divulge any information that is protected by the Privacy Act or my passwords, I may be prosecuted under the Uniform Code of Military Justice or the United States Code (sec5 U.S.C. 55-I)

Using Mailman To Log On To Change verify Code To List New Mail To Read New Mail To Delete a Message To Send a Message To Respond to a Message To Re-Read a Message To Print a Message To Save Mail in Another Basket

CHCS LOG-ON PROCEDURE   1. Double Click with the computer mouse on the CHCS icon located on the computer desktop screen. Hit the “Enter “ key until the “Access Code” prompt displays. 2. Type in the ACCESS Code as assigned by IMD. Note: You will not see the keystrokes being typed on the screen. <ENTER> 3. Type in the VERIFY Code as assigned by IMD (or changed by user). Note: You will not see the keystrokes being typed on the screen. <ENTER> NOTE: If this is a first time log on user may be prompted to change the default password supplied by IMD to one the user creates. The parameters regarding length and composition of the password will be noted on the screen. CHCS Verify Codes are required to be changed every 90 days (prompt is automatically displayed on the screen). If the user tries to log on three times incorrectly the CHCS system will lock the user out for 20 minutes. If the user can wait 20 minutes the system will reset itself and the user can try again. If the user cannot remember the verify code or locks out the system they must send a digitally signed email to the IMD Helpdesk (NMCP-Helpdesk@med.navy.mil) and then contact the MID Help Desk at # 953-7200 requesting the account be unlocked or the verify code reset. Last Updated: Feb 2014

At Username: Type “CHCS”, then press <Enter>

Press <Enter> to continue

At ACCESS CODE: Type your access code, then press <Enter>

At VERIFY CODE: Type your verify code, then press <Enter>

CHANGE VERIFY CODE Log on to CHCS. At any menu option except Mailman type EDIT and then <enter>. In Mailman type EDIT USER C, then <enter>. At “want to edit VERIFY CODE (Y/N) type Y. Enter a new VERIFY CODE and hit <enter>. Retype VERIFY CODE and <enter>. CHCS (Composite Health Care System) ACCESS/VERIFY CODES are established for personnel when accounts are created by the Information Management Department VERIFY CODES must be any selection of letters, numbers, and special characters utilizing the following format: At least #1 upper case letter, #5 lower or upper case letters, two numbers, and a special character. IMD will supply a default verify code to for the initial log in to be changed by the user to one they make. Verify codes must be changed every 90 days to prevent account expiration. Personnel will be prompted to change their given Verify Code immediately after gaining access to CHCS. No Verify Code may be used more than once by any given user.

At any Menu Option (except Mailman), type “EDIT” and then <Enter>

In Mailman, type “Edit User C”, then <Enter>

At Want to edit VERIFY CODE (Y/N): Type “Y”

Enter a new VERIFY CODE, then press <Enter>

Retype your new VERIFY CODE, then press <Enter>

Press <Enter> until File/exit is highlighted, then press <Enter>

Continue for illustration of above steps or Click Return to Links

At Select Mailman Menu Option: type “L”, then press <Enter>

Press <Enter> twice

Select the message you want to read by moving the flashing cursor beside the message and press the <delete> key

Continue for illustration of above steps or Click Return to Links

At Select Mailman Menu Option: type “N” then press <Enter>

Press <Enter> to IGNORE and keep in current basket or type “ Press <Enter> to IGNORE and keep in current basket or type “??” to see list of options

Press <Enter> to read next message

Continue for illustration of above steps or Click Return to Links

After reading a message, type “d” at Select MESSAGE Action and press <Enter>

Press <Enter> to quit

Continue for illustration of above steps or Click Return to Links

At Select Mailman Menu Option: Type S, then press <enter>

Subject: (all messages must have a subject) Enter subject, then press <enter>

TEXT: This is a “free text” area, there is NO SPELLCHECK available TEXT: This is a “free text” area, there is NO SPELLCHECK available. After entering message, press <Enter> until File/Exit is highlighted.

Press <Enter> to File/exit

At Send mail to: Press <Enter> when your name is displayed

Select basket to send to (default is IN, press <Enter> to accept) or change baskets

And send to: type in the name (last name comma first name) of person you wish to send message to (or name of mailgroup)

At Select TRANSMIT option: (default is Transmit Now) type “ At Select TRANSMIT option: (default is Transmit Now) type “??” to see list of other options

Continue for illustration of above steps or Click Return to Links

After reading message, type “R”, then press <Enter>

Type response to message in MESSAGE TEXT area.

Press <Enter> until OK is highlighted

Press <Enter>

At Select TRANSMIT option: Press <Enter> to send response

Select MESSAGE Action: IGNORE (in IN basket)// Press <Enter> to accept or type in other letter for other option

Continue for illustration of above steps or Click Return to Links

At Mailman Menu Option: Type “R”, then press <Enter>

At Select Mail Basket: IN// press <Enter> to stay in IN basket, type name of other basket to change basket. (type “??” for list or number)

Option automatically starts with message 1, press <Enter>

Type “B” at Select MESSAGE Action to display original message/responses

Continue for illustration of above steps or Click Return to Links

At select Message Action: IGNORE (in IN basket)// Type “P”, then press <Enter>

At Print recipient list: No// Press <Enter> to accept No

At Print which responses: All// Press <Enter> to accept ALL

At DEVICE: Type “SLAVE” if printer is direct-wired to computer, network name of printer if not

Press <Enter> to start printing

Continue for illustration of above steps or Click Return to Links

At Select Message Action: IGNORE (in IN basket)// Type “S”, then press <Enter>

At Save to basket: IN// Type the name of basket

At Are you adding <name of basket> as a new BASKET (the <#th> for this MAIL BOX)? To create a new basket, type “Y”

Press <Enter>

CALL THE IMD HELPDESK @ #953-7200 FOR ANY CHCS ACCOUNT ISSUES. CALL IMD TRAINING @ # 953-5458 TO SCHEDULE CHCS TRAINING OR TO DISCUSS YOUR TRAINING OPTIONS