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North York General Hospital
ONE®
Mail Training Presentation
ONE Mail Training
 This presentation illustrates:
• The differences between regular e-mail and ONE
Mail.
• The security features of ONE Mail.
• How to safely send e-mail through the ONE Mail
service.
• What’s in it for me?
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How does basic E-mail work?
 Basic e-mail - such as Hotmail, Yahoo or
Sympatico accounts are unprotected e-mail
accounts.
• Mail can be intercepted and read by others as it
moves across the public Internet.
• Think of basic e-mail as you would a postcard –
your information could be available to prying eyes.
• You should never send personal information in an
unsecured e-mail.
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How does basic E-mail work?
Receive mail for
@partner.on.ca
Deliver to local
recipient.
Is the recipient local?
If not, look to Internet for
appropriate server.
Internet
OrgA e-mail Server
user1@orgA.on.ca
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Business Partner
e-mail Server
user1@partner.on.ca
How does ONE Mail work?
 ONE Mail provides additional layers of
security designed to allow healthcare
providers to securely and reliably send
health and patient information.
 ONE Mail satisfies government regulations
regarding the protection of information
privacy and confidentiality that apply to
personal health information.
 Users access ONE Mail using secure
connection protocols over a managed private
network.
 When followed, policies and procedures
ensure privacy, security, and acceptable use.
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How does ONE Mail work?
Internet
ONE Network
orgA
ONE Mail
Participant
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Business Partner
ONE Mail
Participant
ONE Mail also includes ONE Pages
 ONE Pages is a searchable directory of all ONE Mail subscribers to
whom you can securely send e-mail through ONE Mail.
Remember that ONE Mail is secure among participating organizations.
ONE Pages is the authoritative list of subscribers within participating organizations.
 Depending on your organization’s configuration of ONE Mail and
acceptable security practices, ONE Pages can be accessed:
• Through your web browser at https://www.one-pages.on.ca/ (if you
have an eHealth Ontario ONE Network Circuit)
• Through your ONE Pages address book in your desktop e-mail client
 Contact information in ONE Pages includes the first and last name
of the ONE Mail subscriber, organization to which they belong, and
their ONE Mail e-mail address.
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ONE Pages through
Outlook
 Create new email
 Click the address
book
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 Click the drop down
list and select ONE
Pages
This Address list holds
a complete listing of
secure email addresses
that are part of the
provincial ONE Mail
network.
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 Select from the contact
list, click file and
create new message
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 To search for email
addresses by company ,
click on Advanced Find
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 Type the Company
Name, click ok
 Please note, some
organizations may
choose not to publish
all internal addresses
in ONE pages
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ONE Pages through
Web Mail
You can also access ONE Pages
through outlook web access
Go to https://access.nygh.on.ca
Type your username and password
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 Click on the
address book
icon to open
the address
list window.
 Click on
“Show other
address list”
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 Select ONE Pages
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 Select and
right click
from the
contact list
to create
new
message
 You can also
search by
name.
 Note: Search
by company
is not
available in
webmail
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How will ONE Mail help me?
 Share personal health information with other
ONE Mail users, knowing the information is
fully protected.
• Access management
• Faster transport
• Cost effective
 It gives you the confidence that the person to
whom you send a message is actually the
person listed – and nobody else.
 It lets you send personal health information
electronically, allowing faster access to
information to make clinical decisions.
 Reduced costs of alternative forms of
communication such as faxing and couriering.
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Collaborate securely anywhere
and anytime
 ONE Mail is a communication tool
providing the ability to transfer
patient information to other
healthcare partners (providing they
are also participating in ONE Mail) in
cases where faxes or couriers had
previously been used.
 Now is a perfect time to think through
current information flow processes for
ways to become more efficient and
secure through the use of ONE Mail.
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Security Tip
Copies of e-mails or attachments saved on your computer
are outside of the ONE Mail system. Therefore:
It is your responsibility to protect saved
copies with sensitive content as you would
protect paper records.
Follow all privacy and security guidelines
and legislation when sending personal health
information by e-mail, just as you would when
faxing or couriering paper documents.
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Summary of ONE Mail
 ONE Mail provides secure e-mail to you
and other participating partners.
 You must ensure that the recipient’s email address is listed in the ONE Pages
(Global Address Book) when sending
sensitive information.
 You are responsible for the security/
privacy of personal health information.
 Any messages/attachments saved on your
computer are your responsibility. Treat
electronic records as you would paper
records.
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For Blackberry users:
 Emails sent to you from a secure source (ONE mail)
can be securely opened and viewed using your device.
 You can send secure emails from your device to ONE
mail accounts.
 You can add ONE mail accounts to your device
directory in the same way you would add any email
address. However, you are not able to search the
ONE pages address list as this functionality is not
supported by the device
Who do I contact for support or
information?
 Email: Helpdesk@nygh.on.ca
 Phone: :(416)756-6000 Ext. 6074
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