JULY 2012 ISSUE – ELECTRONIC MESSAGING
For more information go to: or e-mail the Privacy Office at
Created by the VUMC Privacy Office (936-3594) / Last Revised: 7/26/2012
For more information go to: or e-mail the Privacy Office at
Created by the VUMC Privacy Office (936-3594) / Last Revised: 1/29/2009
  • Use the MyHealthatVanderbiltpatient portal for secure messaging between patients and clinical providers’ offices. Patients should be cautioned about the risks and provide consent before communication of personal information over the Internet.
  • Use the File Transfer Application (FTA) to transfer a file (excel, Word, PD, etc) from one email user to another. The FTA application can be used to transfer files among Vanderbilt workforce members and between Vanderbilt workforce members and external party users. Secure File Transfer is required for transmitting all data that contain PHI, RHI or sensitive information
  • The StarPanelmessage basket system is the preferred mode of electronic messaging among and between VUMC clinical staff and faculty about a specific patient.
  • Use the Vanderbilt ID number as a primary identifier for employees and students.
  • Forwarding and email that has been sent with Protected Health Information
  • NEVER use the full nine-digit social security number in an electronic message unless you have taken steps to make sure the message is encrypted!
  • Use the Medical Record Number as the primary identifier for patients and only a part of the patient’s name (if needed), such as last name or initials.
  • Do not use a patient’s full name associated with specific health information (e.g. reason for visit, diagnosis, procedures, or test results). Always follow the ‘minimum necessary’ standard when sharing patient information.
  • Forwarding emails containing Protected Health Information (PHI) that have been sent in an unsecure manner may result in a violation of the Electronic Messaging Policy.

For more information go to: or e-mail the Privacy Office at
Created by the VUMC Privacy Office (936-3594) / Last Revised: 1/29/2009

You cannot control how a message you generate is forwarded or shared after you hit the “SEND” button! So, the best protection is content control!

Operations Policy, 10-40.37“Electronic Messaging of Individually Identifiable Patient and OtherSensitive Information

Operations Policy, 10-40.32“Sanctionsfor Privacy and Information Security Violations”

Website for File Transfer Application:

For more information go to: or e-mail the Privacy Office at
Created by the VUMC Privacy Office (936-3594) / Last Revised: 1/29/2009