chcs mailman user reference guide updated march 2014 naval medical center portsmouth, va information...

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)

Mailman SELECT MENU OPTION: MAIL, press <enter> Mailman Menu Options: AML Assume another identify as a surrogate BOP Basket Options EML Edit user options GML Group Membership HML Help Menu LNM List New Messages NML New Messages and Responses QML Queued Message Deletion RML Read a Message SML Send a Message Select MailMan Menu Option:

Mailman Menu Summary:

Assume Another Identity as a Surrogate: This option allows the user to act as a substitute for another user (To read or send mail for another user) Basket Options: This menu option allows you to manage your Mail Baskets. You may find out the number of messages in each of your baskets, list the subjects of the messages in each basket, search for messages, transfer messages, rename baskets and delete baskets (the last two options are not available to your default baskets: “IN” or “WASTE”) Edit User Options: This option allows you to enter information about yourself for display to other mail users, (TITLE & BANNER), select a surrogate, list your duty address and duty phone number.

Group Membership: This option allows you to join public (self-enrolling) mailgroups. If you are already a member, this option will allow you to drop out of any self-enrolling mailgroup. Help Menu: This menu option allows you to access information on any other user or mailgroup. List New Messages: This option allows you to display a list of all new messages (or new responses) that have not been read in a specific basket (default is “IN” basket). Each new message is displayed by subject, day/date/time of transmission, size of message, from, status (ie: “Not Read”) and basket location. Allows you to pick the order in which you read messages. New Messages and Responses: This option allows you to read messages which are either new or had some unread responses. Starts with message 1 in basket (default is “IN”). Once read, messages should be saved to another basket, deleted, or terminated.

Queued Message Deletion: This option allows you to delete messages that have been set to be sent at a later date. You may only delete those messages sent by yourself or your Mail surrogate(s). Messages deleted via this option are permanently deleted. Read a Message: This option allows you to read all Mail messages in a basket (default is ”IN”) regardless whether they have been previously read or not. This is the option you would use to read previously read and saved messages in other baskets. Send a Message: This option allows you to send e-mail messages to other users. Messages may be sent to either an individual, individuals, and/or mailgroups. You may request a confirmation message be sent to you automatically when each recipient reads your message. you may send the message confidential, closed or information only using the edit option. At the “Select TRANSMIT option: Transmit now//” type “E” and press <enter>. Select your edit options.

Message Action Help Options At the Select MESSAGE Action: IGNORE (in IN basket)// type ?? for list: B BACKUP to previous responses (or original message text) C COPY this message to another, which you may then edit D DELETE the message. it will be saved temporarily in your WASTE basket, where you can retrieve it if necessary. If you delete it from there (WASTE) it is permanently gone. (MID can still retrieve it) F FORWARD the message to another user I IGNORE the message. It will stay in the current basket. (this is the default) L Mark this message to reappear as New at a LATER time (or date) N Mark this message as NEW. The message will reappear on your New list the next time you list your new messages. P PRINT the message to a device (printer => slave or network printer name)

Q QUERY the recipients and see whether they have read the message. QA QUERY the recipients ALPHABETICALLY QE QUERY extended remote recipient information only. R REPLY to a message. Your response will be returned directly to the

sender. Reply using an alternate editor by including the name of the editor (e.g., R DIWE)

S SAVE the message in another mail basket. You may create new baskets to sort out your mail. T TERMINATE from future responses to this message. (message will be saved temporarily in your WASTE basket-MID can retrieve it anytime) W Request user information (WHO)

Message Action Help Options (continue)

TRANSMIT Message Options These options are available when you send a message and are found at the Select TRANSMIT option: Transmit now// prompt. To see list, type ?? E to EDIT the message (you can only edit your own messages) (includes ability to add/select recipients, edit subject line, edit text, request confirmation, set closed, set confidential and set information only.) C to request a CONFIRMATION Message when the message has been read. F to transmit the message at some FUTURE date. S to SCRAMBLE the message with a password (must give password to to all recipients in order for them to read message) T (or just return) to PERMANENTLY TRANSMIT the message (default) ^ to cancel the message (<shift key/6>)

PC Emulation codes for CHCS

CHCS PC Keyboard Return <enter> Press enter key once DO <ctrl/F6> Hold Ctrl key and press F6

together Select <delete> Press delete key (might be the End

key on some PC’s)

• 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

Using Mailman

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>

To List New Mail: At MAILMAN MENU, type L, then press <enter> Select Listing Device (for screen press <enter> twice) Select the message you want to read by moving the flashing cursor beside the message and pressing the <delete> key.

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

To Read New Mail: At MAILMAN MENU: type N then press <enter> (This option will start with message 1 and continue until it reaches the end of the basket or you select “^” to abort/escape.) Select MESSAGE Action (default is IGNORE and keep in current basket) Type ?? to see list of options Press <enter> to read next message or “^” to abort/escape option.

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 “??” to see list of options

Press <Enter> to read next message

To Delete a Message: After reading a message, type d at Select MESSAGE Action and press <enter> (message goes to WASTE basket where it is emptied daily by MID) (you will still receive any new responses to this 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

To Send a Message: At MAILMAN MENU: 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. At the first 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) (all mailgroups are preceded with g.<mailgroup name>) If you want to send to multiple individuals, type in each name individually. When done, press <enter> 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

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. 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 “??” to see list of other options

To Respond to a Message: After reading a message, type R , then press <enter> Type response to message in text area (NO spellchecker available). When done typing in response, press <enter> until OK is highlighted. Press <enter>. At TRANSMIT NOW, press <enter> to send response. Select MESSAGE Action: IGNORE (in IN basket)// Press <enter> to accept or type in other letter for other option (?? to see list of options available)

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

To Re-Read a Message: At MAILMAN MENU: Type R, 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 of your baskets) Option automatically starts with message 1, type ?? for list or number (if known) Type B at Select MESSAGE Action to display original message/responses.

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

To Print a Message: At Select MESSAGE Action: IGNORE (in IN basket)// type P, 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 (contact MID if network name is not known), 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 “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

To Save Mail in Another Basket: At Select MESSAGE Action: IGNORE (in IN basket)// type S, press <enter> Type the name of basket If basket does not exist, it will ask you if you wish to create one) “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>

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