When PHI is included in electronic communications, these messages must be sent via an encrypted platform. The SCCE currently uses 2 systems to send encrypted e-mails:
- Virtru is used by CCRs and billing staff to communicate with clients, including sending forms and records
- Emails containing the minimum necessary PHI may be sent securely within the campus network (usu.edu to usu.edu) using Outlook encryption. Virtru encryption must be used for emails containing PHI outside the campus network and should be sent by the clinic CCR.
- Outlook can also be used by student clinicians to communicate with their supervisors. However, students should not use Outlook to communicate with clients or anyone outside of USU
For information on sending encrypted messages via Outlook, please refer to this process sheet.
When sending messages via Outlook it is important to remember that the minimum necessary information should be shared and when possible, initials or first names of clients should be used. In addition, all SCCE personnel are strongly encouraged to use the IM feature in PnC to communicate internally regarding clients.
If you have questions about electronic communications, please reach out to Joni Black (joni.black@usu.edu)
Incident Reporting