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December 2013

Reminder: Retrieving encrypted audit emails

Since 2009, the Utilization Review department has been sending audit appointment and reporting letters to providers via encrypted email. This allows us to properly share protected health information in a secure environment while complying with all applicable regulations. Due to provider staffing changes, we have been asked to again share the information regarding the encrypted mail process.

Here are some instructions:

  1. When the audit letters are sent, you will receive a generic message stating: “You have a Blue Cross Blue Shield of Michigan and Blue Care Network Message from <name> @ bcbsm.com.” This notification contains a link to the BCBSM/BCN Message Center website. You will simply need to click on the link to retrieve the secure email.
  2. If this is your first time to go to the site, you will be required to register and set a password. Password rules will be identified on the registration page.
  3. Once you are registered, log in to retrieve messages.
  4. When you log in, you will be directed to your “Inbox.” Click on the message title to open the message.

Please remember that the encrypted mail will only be stored for 30 days. The recipient must read their notification email prior to the designated expiration date. If the recipient does not retrieve the message before the expiration date, you will receive an expiration notification email. The original message will be deleted from the secure website. If this occurs, contact your designated auditor to request that the letter be re-sent.

The audit letters may contain attachments in a PDF format.

Some providers have indicated that, when they receive the encrypted email, they are unable to forward the audit letter to additional internal personnel. Providers are considered “external users” to the system and cannot forward emails to another email address through the secured site. If you choose to forward the audit letter and attachments, please save the letter and attachments from the secured BCBSM email and create your own email and attach the saved documents.

As always, be sure to follow the applicable privacy regulations when sending PHI.

If you have problems with accessing the audit letters, contact your designated auditor.

No portion of this publication may be copied without the express written permission of Blue Cross Blue Shield of Michigan, except that BCBSM participating health care providers may make copies for their personal use. In no event may any portion of this publication be copied or reprinted and used for commercial purposes by any party other than BCBSM.

*CPT codes, descriptions and two-digit numeric modifiers only are copyright 2012 American Medical Association. All rights reserved.
Blue Cross Blue Shield of Michigan and Blue Care Network are nonprofit corporations and
independent licensees of the Blue Cross and Blue Shield Association.