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National Administration Service (NAS) Bulletin – September 2020

This information is correct at the time of publishing

Introducing improved shared mailbox naming for existing shared mailboxes

To support response to Covid-19 priorities and following our survey in December 2019 on the naming convention of the NHSmail shared mailboxes, we have taken steps to implement a positive change for NAS managed organisations.

As the final part of the phased approach, we will be implementing a new shared mailbox naming convention (outlined below) for existing shared mailboxes from 11 September 2020.

 

Community Pharmacy Shared mailbox email address pharmacy.ODScode@nhs.net
Display name Pharmacy.ODScode  (Pharmacy name, Town)
Dentistry Shared mailbox email address dental.ODScode@nhs.net
Display name Dental.ODScode (Dental practice name, Town)
Social Care Shared mailbox email address care.ODScode@nhs.net
Display name Care.ODScode (Care home name, Town)
Optometry Shared mailbox email address optometry.ODScode@nhs.net
Display name Optometry.ODScode (Optometry name, Town)

The first phase in July 2020, applied the new naming convention to newly created shared mailboxes in Community Pharmacy, Dentistry and Social care.

The second phase will include the existing shared mailboxes for Community Pharmacy, Dentistry and Social care. It will also include both newly created and existing shared mailboxes for Optometry.

Note

An improved display name will also be implemented, providing more information to the email recipient about the organisation that the shared mailbox belongs to, without this information being included in the email address itself.

  • An alias will be created for the previous email address so you will still receive emails, should anyone continue to email to it.
  • The newly named shared mailbox changes will allow you to search for an organisation using the NHS Directory (People Finder) against a variety of search options such as organisation name, user name, ODS code and postcode.
  • Ensure you select the correct user or shared mailbox from the NHS Directory to prevent any potential data breach.

What action do I need to take?

Continue to use your shared mailbox as normal.

We will send an email notification to your shared mailbox to advise of the new shared mailbox email address. An alias will be created for your previous email address so you will still receive emails should anyone continue to email to it.

Further guidance

Guidance and information for NHSmail users managed by the NAS, including the use of shared mailboxes, is available on the NHSmail support site:

NHSmail guide for NAS managed organisations

Frequently asked questions

Shared mailbox guide for NHSmail

Information on ODS codes including a search function to find an organisation’s ODS code is available on the ODS portal.

You can use the NHS Directory (people finder) to search for details of other colleagues that use NHSmail.

Updated on 18/09/2020

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