Application process to use NHSmail (England) - Version 1 April 2014
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Application process to use
NHSmail (England)
Version 1
April 2014
Copyright © 2013, Health and Social Care Information Centre. 1Application and process to use NHSmail by qualifying and non-qualifying organisations
1 Contents
1 Contents 2
1 Introduction 3
2 Actions to be undertaken to obtain NHSmail accounts 3
2.1 Step 1 - outline approval 3
2.2 Step 2 – following outline approval 3
2.3 Step 3 – full approval 4
3 Further help 4
4 Appendix 1: Application for NHSmail 5
Copyright © 2013, Health and Social Care Information Centre. 2Application and process to use NHSmail by qualifying and non-qualifying organisations
1 Introduction
This document will guide you through the process to start using NHSmail.
Before reading this document, please ensure you are familiar with the NHSmail Access
Policy.
2 Actions to be undertaken to obtain NHSmail
accounts
2.1 Step 1 - outline approval
1. Complete part 1 of the application form in Appendix 1. In summary you will need to
provide:
Details of your organisation
Proof your organisation is a commissioned provider
The length your contract is for
Confirmation the contract is for providing publicly funded health, public health or adult
social care
Justification of why NHSmail is required
The number of accounts requested
Details of how the accounts will be managed locally in order to support the service
2. The NHSmail programme will evaluate your application.
The NHSmail programme reserves the right to reject an application with no further right to
appeal. All organisations applying for accounts accept the programme’s right to refuse an
application.
Applications will be dealt with on a first come, first served basis. All applications will
receive an acknowledgement email and our expectation is that the outline approval
process will take no longer than four weeks.
2.2 Step 2 – following outline approval
On receiving outline approval for access to NHSmail accounts by the NHSmail Service you
should then complete Part 2 of the application form in Appendix 1 to:
Confirm the organisation details to be published in the NHS Directory
Nominate your Primary Local Organisation Administrator (PLOA)
Confirm you have IGSoC compliance
Confirm you have a live N3 connection and you will operate your connection in
accordance with the agreed NHS Data Networking Security standards
Confirm you have Microsoft licenses
Confirm you have completed the IG toolkit
Copyright © 2013, Health and Social Care Information Centre. 3Application and process to use NHSmail by qualifying and non-qualifying organisations
Sign and return the Acceptable Use Policy for Independent Providers (AUP)
N.B. The document must be signed by the Chief Executive or a Board member of the
applying organisation otherwise the application will be rejected.
2.3 Step 3 – full approval
On receipt of all of the above listed information, we will contact you to let you know that we
have the required information to approve your application.
Your organisation details will be entered onto the NHS Directory.
A single individual user NHS Directory entry will be created by the NHSmail team (as
advised by the organisation). This entry will be registered as the organisation’s
Primary Local Organisation Administrator (PLOA) who will take local operational
responsibility for the use of all allocated NHSmail accounts.
The PLOA is responsible for ensuring that the NHSmail accounts allocated to the
organisation are managed properly and in accordance with the LOA Administration
Guide (available via the training and guidance pages once logged into your account).
The NHSmail Programme will provide advice and guidance on expectations for
management of allocated accounts and support once the PLOA is registered.
The PLOA must create at least one secondary LOA (SLOA). We recommend at least
two LOAs are created for each organisation
Organisation users can be registered and allocated accounts via the NHSmail
administration tools.
3 Further help
If you require any further help regarding the use of NHSmail please email
feedback@nhs.net.
Copyright © 2013, Health and Social Care Information Centre. 4Application and process to use NHSmail by qualifying and non-qualifying organisations
4 Appendix 1: Application for NHSmail
Part 1: To achieve outline approval
Contact name
Contact email address
Contact telephone number
(landline and mobile)
Organisation name
Organisation type
Address
Post Code
Criteria Evidence from organisation
1 My organisation is a commissioned [Commissioner number]
provider to provide publicly funded
health, public health or adult social
care
2 Details of commissioning [Name] and [Person contact details of
organisation contract provider]
3 Length of contract [Start and end dates]
4 Publicly funded health, public health [Please provide full detail what services are
or adult social care is being provided being delivered for the health and social
under the above contract care sector]
Copyright © 2013, Health and Social Care Information Centre. 5Application and process to use NHSmail by qualifying and non-qualifying organisations
5 Justification of why NHSmail [Provide details of what type of information
accounts are required to support this will be exchanged]
work?
Confirmation of what the requested [Please provide any local or national policy
NHSmail accounts will be used for statements mandating the use of NHSmail
accounts to provide this service]
6 Expected frequency of use of [Number of messages sent per day / week]
NHSmail accounts
7 Number of NHSmail accounts [Maximum of 10]
requested
8 Provide details of how the accounts [How the accounts are to be monitored,
will be managed locally administered and validated. Include
description of processes for authenticating
users to unlock accounts, resetting
passwords, closing accounts for ‘leavers’
etc]
In the event of misuse or contravention of the agreement, the NHSmail programme reserves
the right to withdraw access to the NHSmail service without notice. The NHSmail programme
also reserves the right to give notice of the intention to withdraw an email account should
operational requirements dictate.
I [Chief Executive / Board member] from [organisation] confirm:
the information declared above is correct
once outline approval is given we will apply for an N3 connection, complete the
IGSoC process, sign the Acceptable Use Policy and complete the relevant
organisation details
the NHSmail programme reserves the right to reject an application with no further
right to appeal
Signature:
[Chief Executive / Board member] Date [..................................]
[Name in block letters]
[Organisation Name]
Please return the above information to feedback@nhs.net
Copyright © 2013, Health and Social Care Information Centre. 6Application and process to use NHSmail by qualifying and non-qualifying organisations
Part 2: Once outline approval has been received please complete:
Applying organisation details
* Name
* ODS Code (If you do not know your ODS
code please check your NHS Directory
entry or email exeter.helpdesk@nhs.net)
Organisation type
* Address (This is what will be published in
the NHS Directory)
* Postcode
Short organisation name (this can be
chosen by the organisation with guidance
from the NHSmail team)
* Organisation Telephone Number
* Email address
Fax number
* Web address
* Nominated Primary LOA nhs.net email
address (if available) or local organisation
email address
* IGSoC (Information Governance Yes/ No (delete as appropriate)
Statement of Compliance) accredited (for
details go to
http://systems.hscic.gov.uk/infogov/igsoc)
* Live N3 connection available and Yes/ No (delete as appropriate)
operated within the ‘Good practice
guidelines’ (see
http://systems.hscic.gov.uk/infogov/security
/infrasec for further information)
* BT Sin number+
Microsoft licensing is in place Yes/ No (delete as appropriate)
Organisation Acceptable Use Policy has Yes/ No (delete as appropriate). Please send the signed
been signed by Chief Executive or Board copy to:
member
NHSmail Team, HSCIC,
Vantage House, Floor 2
Whitehall Road
Leeds
West Yorkshire, LS1 4HT
Confirmation you will operate your Yes/ No (delete as appropriate)
connection in accordance with the ‘Good
practice guidelines’ (see
http://systems.hscic.gov.uk/infogov/security
/infrasec for further information) and
Copyright © 2013, Health and Social Care Information Centre. 7Application and process to use NHSmail by qualifying and non-qualifying organisations
Statement of Compliance
Third Party Filter Request (N3)
Organisation Name: HSCIC
Address: Vantage House, Whitehall Road, Leeds, LS1 4HT
In order to offer support/ services, we give the organisation below permission to
connect to NHSmail.
We understand that ____________________________operate their connection in
accordance with the agreed NHS Data Networking Security standards and Statement of
Compliance.
Target IP Address(es) at NHS Remarks
Organisation
10 222 62 001 NHSmail servers
to
10 222 62 254
194 72 7 137 cns0.nhs.uk
194 72 7 142 cns1.nhs.uk
Authorised by – NHSmail Team
Organisation details:
Organisation Name:
Site: (if applicable):
Full Address:
ODS/NACS code:
BT N3 SIN:
Authorised by: [Chief Executive / Board member]
Name: [Name in block letters]
Position: Date:
Please return the above information to feedback@nhs.net. Once the signed AUP has been
received
Copyright © 2013, Health and Social Care Information Centre. 8You can also read
