A1. You can get to it by going to http://www.health-first.org and then selecting For Clinicians & Staff and then selecting GroupWise. The user name and password is your Universal UID and password.

A2. In an effort to eliminate unwanted e-mails that are not business related, management decided to remove Everyone at Health First from the GroupWise Address Book. If you have a need to send out an e-mail to Everyone, please speak with your director. All directors were e-mailed instructions on how to do this.

A3. Whenever a vendor or anyone outside the company informs you that they sent you an e-mail, but you did not receive it, please find out the following information. What did they send you? If the file is an executable, our system will not allow it in since these are what viruses and trojans come through as. Also, if they zipped the file and password protected it, the system will refuse it. Our system needs to be able to open a zip file to scan for viruses. If it is password protected, it cannot open it to scan it. If the file is larger than 25MB, it will be refused because it is too large. Also, try to find out if the sender received any type of error message. The error message will indicate as to why the e-mail was refused. If you have this type of information, it makes troubleshooting from an IT perspective that much easier. We won't have to make phone calls back to the users asking these sorts of questions.

A4. Your GroupWise password is synced with your Universal Password. Following the instructions of changing your Universal Password, will change your GroupWise password. You can access the password reset page from here:
https://www.health-first.org/applications/pwss/

A5. Job title changes and/or department changes need to be addressed by your immediate supervisor. This is not an HIT function. If you have a different phone extension, make sure that all of your information is correct in Peoplesoft and then call the Helpdesk at 45000 and have a ticket generated for your changes.

A6. If you receive any e-mails from outside sources that you have never heard of, there is a good chance that this is SPAM. The HIT department has SPAM filters in place, but in the ever changing world of SPAM, new ways are found before filters are updated. In no circumstances should you open these e-mails. Instead, you can block these e-mails. If you look at the screen shot below, the sender and subject are nothing that I am expecting. To block this e-mail, right click the e- ail, select Junk Mail Handling, and Block Sender. A good way to help control SPAM is to never give out your Health First e-mail address unless it is business related.

A7. There are two answers for this. Sometimes our system does get backed up due to the large amount of e-mail that is processed on a daily basis. However, when that situation is resolved, all e-mails get delivered. What most associates don't know is that we have a text filter in place. A text filter is a list of words that most people would consider offensive or racist. So, if you send/receive e-mails to/ from anyone with offensive language, that e-mail will be blocked. Please take note that the GroupWise e-mail system is intended for Business Purposes only. You should NOT be sending personal e-mails as this is a contributing factor to overall slowness. This includes the sending of jokes either in written or video format. Please refer to HR policy and procedure 4.18, paying close attention to part 2, section D and E.
https://amintranet.health-first.org/departments/hr/policy/hr4-18.doc

D)Associates will not use profanity or any graphic, picture, image or statement in an e-mail or Voice Mail message that would violate any Health First policy including, without limitation, Health First's non-discrimination and non-sexual harassment policies.

E) Associates will not use the e-mail system for any reason other than Health First business purposes.

A8. This option should be used any time that you send PHI, confidential, or personal information to an external (outside of Health First) e-mail address. You do not have to use the option if you are sending the e-mail to another Health First associate. Our GroupWise e-mail system is a Secure e-mail application.

A9. This happens when someone internally sends you an e-mail with PHI (which is ok since it is internal) and they send it as a High Priority E-mail and you have a rule to forward High Priority e-mails to phones or pagers. That triggered the response since you are basically sending the e-mail to an external address (cell phone/pager) without encrypting it. This can be resolved by changing your rule to send you a message that you have High Pri e-mail as opposed to forwarding/delegating the High Pri e-mail. This has been documented here:

• HOWTO: Send High Priority Notifications

A10. The recipient needs to get with their IT department and make sure that their web browser supports JAVA scripting.

A11. An E-Mail application is a valuable business tool. Using the Health First GroupWise E-Mail application allows us to reach higher level of productivity than using other methods of transferring communications. However, when sending confidential information, including Protected Health Information and Health First Financial Information, senders are required to encrypt the e-mail. There are two ways to do this.

1) When sending e-mail within the Health First Network using the Health First E- Mail Application (GroupWise), the message will be encrypted by the application. The sender does not have to do anything extra to ensure that the message is encrypted.

2) For messages that are going out of the Health First Network, (mail that will travel out to the Internet) senders are required to use the Send Secure Button or include the word [Secure:] in the Subject line. Using this function will encrypt the message and store the message on a secure server. The receiver will then be required to login to retrieve the message.
There is an exception to note on item #1. If the sender is aware of any user that use an auto-forward rule from their GroupWise account then it is safer to send the message by using the Send Secure function. There is not a downside to Sending a message with the Send Secure message. If it is used, the internal encryption over-rides the function. Besides using up a license, it is really not a detriment. When in doubt, use Send Secure.

A12. With the launch of Internet Explorer 8, we've started to see this issue. Internet Explorer 8 is a new release and some web sites may not yet be ready for the new browser. Click the Compatibility View toolbar button to display the website as viewed in Internet Explorer 7, which will correct display problems like misaligned text, images, or text boxes. This option is on a per site basis and all other sites will continue to display with Internet Explorer 8 functionality. When you click on the Compatibility View button for a site, you don???t need to do it again as the next time you visit that site the browser will show it in compatibility mode. If for some reason you???d like to go back to browsing with Internet Explorer 8 functionality on that site, simply click the Compatibility View button again.