Overview

NHSmail is the only NHS email service accredited for the secure exchange of confidential and patient identifiable data. It is, therefore, purely in this context that accounts are provided.

For further information about the NHSmail service see: www.connectingforhealth.nhs.uk/nhsmail

In order to make use of the NHSmail service an organisation must have an entry in the NHS Directory.  Those members of staff that need NHSmail accounts must be listed in the Directory as members of that organisation. Once listed, accounts are registered for users by NHSmail Local Organisation Administrators (LOAs).

Actions to be undertaken by commercial and third party organisations if accounts are required

For ad-hoc exchanges of sensitive information the internet email encryption standard (S/MIME) should be used. By exception, NHSmail accounts may be provided directly to commercial and third party organisations when regular exchanges of sensitive information (by email) with the NHS are necessary.

Please note that the service provided to third party organisations will have a number of restrictions in place:

• A limited number of accounts will be provided.  The actual number of accounts will be dependent on the volume of data exchanges deemed necessary to directly support sensitive communications
• Access to other NHSmail services (SMS and fax) will not be available
• The organisation may be required to provide evidence that it holds appropriate licences to use NHSmail e.g. Windows Server 2003 and Exchange Server 2007 client access licences purchased under the Microsoft PSA09 agreement.

The NHSmail programme reserves the right to withdraw access to services without notice in the event of mis-use or contravention of agreements made. The programme also reserves the right to give notice of the intention to withdraw an email account should operational requirements dictate.

contact the NHSmail team at feedback@nhs.net indicating that your organisation has a business requirement to use NHSmail

The following is an outline of the steps a commercial or third party organisation needs to take to obtain access to the NHSmail service:

• Contact the NHSmail team at feedback@nhs.net indicating that your organisation has a business requirement to use NHSmail.  You will need to provide a full business justification outlining your requirements for use of the NHSmail service.  The justification should provide detail of the number of accounts requested, what they will be used for, expected frequency of use (messages per day/week) and details of how the accounts will be managed locally

The NHSmail programme will evaluate your business requirement and if approved, will provide you with the terms and conditions of use for your organisation. On granting outline approval you should then:

• Secure a connection to the NHS National Network (known as N3) which is required for account management.  For information on how to do this see Appendix A

Note: if your organisation already has an N3 connection ,please ensure that you have clearance from the NHS Connecting for Health (CFH) IG SoC Team as per current NHS CFH policy. Please deal directly with them at exeter.helpdesk@nhs.net or telephone 01392 251289.

• Complete the NHSmail Acceptable Use Policy Acceptable Use Policy (PDF, 100Kb) and return the signed document to: NHSmail team, NHS Connecting for Health, Floor 2, 1 Whitehall Quay, Whitehall Road, Leeds, LS1 4HR

Note: the document must be signed by the Chief Executive or a Board member of the applying organisation otherwise the application will be rejected.

• Complete the organisation detail form which you can download by clicking on the following link: Organisation details form (DOC, 32.0kB) Return the form to feedback@nhs.net
• once your N3 connection is set up you will need to ensure that local firewall configurations are updated to enable communications with NHSmail and the NHS Directory service. To request this change please email a Third Party Filter Request Form to feedback@nhs.net.  Download the form by clicking on the following link: Filter Request Form (DOC, 31.5kB)

Next steps

• On receipt of a signed AUP, Organisation Details form and Third Party Filter Request form and confirmation from the IG SoC team that you have completed the IG SoC process, your organisation will be added to the NHS Directory
• An individual user directory entry will be created by the NHSmail team (as advised by the organisation) which will then be registered for the provision of an NHSmail account for the organisation's nominated Primary LOA (PLOA)
• The PLOA is responsible for ensuring NHSmail accounts are managed properly and in accordance with the LOA administration guide.  The NHSmail team will provide guidance once the PLOA is registered
• The PLOA can then create secondary LOAs - we recommend at least two secondary LOAs are created for each organisation
• The PLOA registers users via www.nhs.net 

NB. Although NHSmail can be accessed via any internet connection all new registrations must be done via a computer connected to the N3 network, configured for NHSmail access. This can be easily checked by going to http://www.nhs.net.

Appendix A - obtaining an N3 connection/organisation code

N3 is the name for the NHS national network which provides fast, networking services to the NHS offering reliability and value-for-money.

To obtain a connection to N3:

• NHS Connecting for Health's Information Governance Statement of Compliance (IG SoC) details the obligations that all organisations need to agree to before receiving access to the N3 network and / or NHS CFH digital services.

  Complete the Information Governance Statement of Compliance (IG SoC) process.

• contact the N3SP Helpdesk on 0800 085 0503, selecting option 3, and explain that you would like to complete the N3 Expression of Interest form. The N3 process document for Third Parties will give you full details of the steps you need to take - please request this from the N3SP helpdesk

• Part of the connection process to N3 is the requirement to obtain a unique organisation code.

  The Organisation Data Service (ODS) coding structure provides a clear picture of the NHS organisational hierarchy, and the links between the various organisations at different levels.
• If you already have an N3 connection but do not know your ODS code, please email exeter.helpdesk@nhs.net or call 01392 251 289. Without an organisation code your organisation cannot be entered onto the directory.