Features - HIPAA Email
The primary goal of MDOfficeMail is to provide easy to use HIPAA complaint email hosting service. Following are some of the important features of MDOfficeMail that is secure and efficient.
Security & Compliance
MDOfficeMail provides multiple layers of protection to help keep sensitive healthcare communications secure.
Security is strictly enforced. "No Compromise" service
MDOfficeMail can be accessed only with HTTPS, 993/995, and 465 ports. 256-bit AES encryption ensures high transmission security. We take the security of PHI seriously.
Legal Archival
All sent and received email messages are stored in a secure remote server where they cannot be edited or deleted. As long as the user is active, archived messages can be viewed and downloaded.
Encryption is enforced by default
Email messages sent to recipients outside MDOfficeMail are delivered encrypted by default for security at the recipient's end. Plain messages can optionally be configured as the default, with encryption available on demand.
End-to-end encryption
Secure access is provided not only at the sender's end but also at the recipient's end, irrespective of the email service used by the recipient.
Two-Factor Authentication (2FA)
An additional layer of security provides enhanced protection for your email account.
Facility to validate new recipient
A new recipient can be validated with a 6-digit code to access received email. This automatically generated code can be provided only by the sender of the message.
HIPAA Business Agreement
A Business Associate Agreement is executed to support HIPAA compliance requirements.
Facility to expire already sent message
When an encrypted message containing PHI is sent to the wrong recipient, the sender can prevent the recipient from viewing the message by force-expiring it.
Automatic Session Timeout
Automatic session timeout for Webmail and MDVault provides additional security and supports HIPAA compliance requirements.
Anyone can initiate a secure message to MDOfficeMail user
Using our secure web application EmailYourDoc, anyone can initiate and send a secure message to MDOfficeMail users. This is in addition to the facility to send a secure reply to an encrypted message received from a MDOfficeMail user.
Access Logs and Audit Controls
Access logs are available for each user, supporting audit and HIPAA compliance requirements.
Emergency Glass Break
In case of an emergency, an Account Administrator can access the email messages of other users within their account.
Usability & Convenience
Powerful security doesn't have to make email difficult. MDOfficeMail is designed to work like the email services users already know.
As simple and convenient as a regular email service
Access your email through Webmail, desktop email client applications such as MS Outlook, and smartphones.
No installations. No special requirements.
No software needs to be downloaded or installed. Simply access your secure email service.
Unencrypted messages to other MDOfficeMail users
For the convenience of colleagues, messages sent to MDOfficeMail users are not encrypted by default. This avoids a separate decryption process for recipients while maintaining secure communication within the service.
"Family and Friends"
Add email addresses of family and friends (No-PHI recipients) to the SAFE LIST. Emails sent to these recipients using Webmail, smartphone, or Outlook will be plain by default.
Configurable to send Plain Messages by default
Occasional senders of PHI can be configured to send plain messages by default. Emails containing PHI can be manually encrypted by typing the word "secure" or the symbol "~" in the subject line.
Customization
MDOfficeMail offers a high level of UI customization. Custom logos, banners, and look & feel are available to Domain Plan subscribers.
Facility to send plain messages
By typing "::" in the subject line, a plain message can be sent. The sender must ensure that PHI is not included in those messages.
Mobile Phone & Push Mail
MDOfficeMail supports secure access on most smartphones. With Push Mail service, messages can be received within seconds and users can be notified with a badge and/or sound. Push Mail is a third-party service and may involve an additional charge.
BCC Archiving
Domain-level BCC archiving can be configured so that incoming and outgoing messages of all users in the domain can be forwarded to a specific email account.
Calendar — A Great Planning Tool
Set reminder messages for appointments and work deadlines. The MDOfficeMail calendar automatically stores information on your email server, allowing you to access your schedule from any computer with internet access. You can optionally share your entire calendar or individual events with other users.
Advanced Spam Prevention & Virus Filtering
Advanced features help identify undesirable spam, block virus-infected mail, and prevent abuse of your mail account by spammers. These features can be individually configured.
Auto Migration
Import emails from the Inbox of another email account with ease.
Other Features
Additional tools and policies designed to make MDOfficeMail secure, flexible and convenient.
Change Password Reminder
Users are prompted to change their password after the 80th day. As HIPAA compliance recommends regular password changes, users are automatically reminded when they log into Webmail.
Choose Your Email ID Suffix
In addition to your domain name and name@MDOfficeMail.com, you can select from available suffixes such as @secur-mail.com, @hipaamail.net, @securedraft.com, and @phymail.com.
Strict Privacy Policy
MDOfficeMail strongly believes in safeguarding client information. Client details including name, address, and phone number are not provided to third parties. MDOfficeMail does not store credit card details. Credit card payments are processed securely by PayPal.
Technical Support
Phone support is available Monday through Friday, 8:00 a.m. to 5:00 p.m. CST. Email support is available 24/7.
Advertisement-Free Service
MDOfficeMail HIPAA Email Service is completely advertisement-free, providing a clean and professional email experience.
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