Support

Joining NHSmail

Please note that all information on this page is for individual users and organisations in England. For information specific to Scotland please contact nhsmail.scotland@nhs.net.

An information sharing webinar for organisations wishing to join NHSmail was held on 2 May 2017 with the aim of helping organisations to meet the secure email standard by migrating to NHSmail. The webinar covers the different migration options available to organisations – self-migrations, supported migrations and managed migrations. It also covers the technical questions frequently asked, as well as providing organisations with clear next steps to progress their migration to NHSmail.

You can view the slides from this webinar by clicking here. To access a recording of the webinar click here, and to view the information sharing webinar frequently asked questions log click here. For additional information of each of the joining options, please review the content below by clicking on each of the expandable headings.

  • If you are an individual member of staff working in a trust or other organisation that already uses NHSmail and you want to register for an account, you should contact your Local Administrator (LA) or IT helpdesk.

    In order to use NHSmail, all users must adhere and agree to abide by the rules set out in the NHSmail Acceptable Use Policy.

  • Overview

    An increasing number of health and social care organisations are adopting NHSmail as their primary email system. They do this to save money on running duplicate local email systems that NHSmail can replace and because they want to use their expert IT staff resource for managing other more complex IT projects, such as upgrading Electronic Patient Record systems.

    Accenture and NHS Digital have worked together to produce the tools and materials to support organisations on-boarding to NHSmail. You can reference all of this documentation below.

    Further information on the Self-Service migration can be obtained by making contact with your organisation’s Implementation Support Manager. Additional detail for the Partial and Managed migration can be acquired by emailing your queries to nhsmail.development@accenture.com.

  • Discovery Questionnaire

    This document is a discovery questionnaire that needs to be completed by all organisations who are self-migrating to NHSmail.

  • NHSmail On-boarding FAQs

    This document provides information on the typical frequently asked questions (FAQs) from organisations looking to join NHSmail.

  • Project Initiation Document Template

    This document has been developed to assist organisations who are planning to migrate to NHSmail with their project documentation.

  • Migration Service Options

    The NHSmail Service will offer numerous options to on-board organisations onto the service; self-service migration, partial managed migration and managed migration. This document provides an overview of the migration offerings.

  • Organisation Self-Migration Guide

    Provides the outline and guidance for organisations to follow in order to be successful and achieve the migration using a Self-Service Migration approach.

  • Self-Migration Project Plan

    This document is a project plan template for organisations who have opted for a Self-Migration approach. It allows organisations to follow a structured project plan.

  • Managed Migration Service Overview

    This document will provide the overview for the Managed Migration option and the service which is able to be provided by Accenture in order to achieve the migration for the organisation.

  • NHSmail Migration Checklist

    This document provides a checklist of activities for organisations migrating to NHSmail.

  • Guide on Safely Transferring Data into NHSmail

    Activities to be carried out before commencing the movement of data into the NHSmail service to reduce the risk of transferring undesirable content, including Malware.

  • As more non-NHS organisations take part in delivering NHS-funded care, their commissioners are also making it a requirement that information sharing is secure – and therefore making it a condition of contract that NHSmail is used as the means to share information between care providers. The basis on which staff working in a non-NHS organisation can be granted access to the NHSmail service is contained in the NHSmail Access Policy.

    If you think your organisation qualifies (or if you have any questions about your eligibility to use NHSmail), then please complete the form within the NHSmail Access Process Document, and read and sign the Acceptable User Policy and send them both to feedback@nhs.net. If you are eligible to join, a member of our team will help get your organisation started.

  • NHSmail can be used by Optometrists or Dentists (ODs) to safely and securely exchange patient or sensitive information with other health and social care professionals. Please read through all of the information below and then follow the steps in section one to get started. Please note the information below is applicable to Optometrists and Dentists in England only. If you are based in Scotland please contact nhsmail.scotland@nhs.net

    To register for an NHSmail account: if you work for an optometrist or dental practice only

    1. Fill in the application form. Once complete, email the form to your regional NHSmail contact (Excel). Note: if you work for a national chain of Optometrists or Dentists, you still need to apply for accounts locally on an individual basis
    2. Your regional contact will review your request, make sure they have all the information they need and then pass it to the appropriate NHSmail Local Administrator (LA) to set up the account.
    3. If you aren't eligible for an account they will let you know. You may not be eligible for an account if you only need to exchange patient or sensitive information on an infrequent or ad hoc basis with health and social care organisations, or if you already use another email service that is publicly funded.
    4. Before you are registered you will need to have completed the Information Governance toolkit. If you are registering as part of a practice, only one person per practice needs to do this. If you are registering as part of a group of practices, only one nominated headquarters needs to do this. This is an accreditation that is required for access to any NHS national service to ensure that these services remain secure. Please see: http://www.igt.hscic.gov.uk
    5. Your LA will contact you with details of your new account and how to activate it. The LA will text you a security code and then call you with your account details. Once you have confirmed the security code you have received, they will give you your username and a password which you will need to change the first time you log in
    6. If you have registered a number of accounts for your practice, the LA can allocate administrator rights to one or more of them if required – this will allow that account holder to unlock accounts and reset passwords
    7. Once you have activated your account and logged in you will find a welcome email.
    8. You can set up a shared account for your practice or site. The email address will always end @nhs.net but you can specify the part of the email address before the @ sign. As an example, the email address for John Smith of the High Street Dentist could be John.Smith@nhs.net with the display name (the name displayed to the recipient in their inbox) 'SMITH John (High Street Dentist)'. A shared email account for that Dentist could be highstreetdentist@nhs.net (High Street Dentist)

  • NHSmail can be used by pharmacists to safely and securely exchange patient or sensitive information with other health and social care professionals. Please note the information below is applicable to England only. If you are based in Scotland please contact nhsmail.scotland@nhs.net.

    Introduction:

    NHSmail are supporting NHS England with the mass enablement of secure email accounts for pharmacies.

    Guide for Pharmacies using NHSmail - Suitable if you are new to using to NHSmail.

    FAQs - Frequently asked questions for pharmacies using NHSmail.

    Registering community pharmacies and pharmacists to support the NUMSAS pilot:

    To support the efficient roll out of NHSmail for the NUMSAS, please contact your local NHS England Pharmacy team who will provide you with a link to complete your NHSmail registration using Citizen Space.

    All applications previously submitted do not need to re-apply and you will receive your account details shortly.

    Registering community pharmacies and pharmacists to qualify for the Quality Payments Scheme (QPS):

    If your Pharmacy applied for an NHSmail account before 1 February 2017 in order to register for the Quality Payments Scheme, your request has been recorded and you will receive an invitation to complete your registration during June 2017.

    If your Pharmacy applied for an NHSmail account after the 1 February 2017, or is yet to apply, you will be able to complete the registration process once the Pharmacy registration portal is launched. This is expected to go-live during July 2017.

    Pharmacy multiples:

    Pharmacy multiples identified as a member of the CCA and AIMP have been contacted directly by NHS England to confirm their intent to provide the NUMSAS service, and preferred option for the supply of NHSmail accounts (see below). This process supports the NUMSAS service and the full roll-out of NHSmail as part of the Pharmacy Quality Payments Scheme.

    NHSmail Option 1
    Bulk collection of data - Centrally managed process for the distribution of account details

    Following confirmation of the use of a bulk collection route to NHS England, NHS Digital will invite the lead Pharmacy contact (known as the Super User) to complete and return a registration spreadsheet containing site and user contact details, including a mobile phone number and current email address for all individuals requiring an NHSmail.

    Completed data will be provided to NHS Digital directly, via secure email exchange, who will share this with the NHSmail service provider (Accenture). NHSmail accounts will then be issued directly to each user via the mobile phone number and current email address provided, also confirming the Pharmacy shared mailbox.

    NHSmail Option 2
    Bulk collection of data - Pharmacy managed process for the distribution of account details

    Following confirmation of the use of a bulk collection route, NHS Digital will invite the lead Pharmacy contact (known as the Super User) to complete and return a registration spreadsheet containing site and user contact information. An Information Sharing Agreement will be required between NHS Digital and the Pharmacy.

    Completed data will be provided to NHS Digital directly, via secure email exchange, who will share this with the NHSmail service provider (Accenture). The account registration process will be carried out centrally and upon completion, NHS Digital will return via a secure encryption tool, the completed NHSmail account details to the Super User. This lead Pharmacy contact (Super User) will be required to safely cascade the NHSmail account details to the individuals allocated NHSmail accounts at each of the Pharmacy stores. It is expected that Information Governance rules and the data sharing agreement will be adhered to by the lead Pharmacy, and that account details and passwords will be issued securely.

    NHSmail Option 3
    Individual registration - Self-submission via portal registration solution

    A individual registration solution will be available early June, whereby each Pharmacy store can register for NHSmail accounts via the Pharmacy registration portal. The Pharmacy store will need to nominate an individual to complete the registration, for the site and up to three users, providing a mobile phone number and current email address to complete the NHSmail application process. NHSmail accounts will then be issued directly to each user, also confirming the Pharmacy shared mailbox.

    Registering community locum pharmacists:

    Accounts will be requested on your behalf by the pharmacy participating in the NUMSAS pilot. If you require an NHSmail account outside of the NUMSAS process, you will need to wait until the new national process is available. The NHSmail encryption tool is available to share sensitive information as an interim solution, and guidance is available at http://support.nhs.net/policyandguidance. Locum pharmacists will be able to access NHSmail shared mailboxes via their personal NHSmail account. Details on how to set this up will be available shortly.

    Registering hospital pharmacists:

    Pharmacists based in NHS trusts should continue to contact their NHSmail local administrator via their IT department to register for NHSmail accounts.

  • NHS Digital is working to ensure information flows efficiently and securely across the health and social care system, to improve patient and service user outcomes. The Care Homes and Secure Email Project was set up to look at improving the flow of information in care homes. It provides a welcome opportunity to work in partnership with social care, Local Authorities and the Independent Sector, to achieve the benefits from the secure email options that are now available. The project is a major step forwards in this process.

    The Need

    It is recognised that the information sharing 'on the ground', despite areas of good practice, can be done more efficiently. Organisations are spending too much time and energy handwriting, posting and often faxing information, raising issues about time and security that could be improved for the benefit of citizens, staff and organisations.

    The Care Home Secure Email Toolkit

    In collaboration with the Care Provider Alliance (a group of leading provider associations which represent independent and not-for-profit providers of social care services), an online toolkit (PPT, 2.5MB) has been developed for care homes considering using NHSmail. The toolkit uses the lessons learnt from the pilot to show how care homes can email resident information securely, with other partners also using secure email, i.e., what an organisation needs to do to adopt and use secure email. The toolkit is available in a beta version - which means we are still developing and refining the content. If you have any feedback on the toolkit, please email us at feedback@nhs.net. A final updated version will be uploaded here in early 2016. A guidance document (DOC, 498.5kB) for Local Administrators (LAs) who are required to approve Care Home requests to join NHSmail is available for reference.

  • If you are a junior doctor wanting to join NHSmail, you should speak to the IT department of the organisation that you will be working for on your first rotation. If you have any issues, please contact feedback@nhs.net.