Information Technology

SWHR All Company Teams Notifications

Employees receive important updates in a timely fashion through alerts from the Southwestern Health Resources Teams channel. This includes notifications from IT when systems are down or maintenance will occur. There are a few quick steps to take to make sure you’re receiving these notifications.

First, check that you’ve pinned the Southwestern Health Resources Teams channel by clicking on the ellipses and then “show,” as you’ll see in the example below.

Then, follow these steps to turn on notifications:

  1. Go to the General channel under the Southwestern Health Resources Team
  2. Select the ellipsis on the upper right side of the screen
  3. Select Channel Notifications
  4. Select “All Activity” with a check mark

What’s New

Impersonation emails are by far the most common type of email phishing scam used to target individuals. In this ploy, cybercriminals spoof a recognized name, often in one’s own organization, to initiate a dialogue that results in the sharing of personal information, login credentials, or a fraudulent financial transaction. These emails are often brief with a sense of urgency.

Please keep your guard up and remember to follow these important steps to protect your personal information and ensure the safety of Southwestern Health Resources systems:

  1. Examine all email sender addresses that contain an “External Mail” header. Compare the sender’s name with the sender’s email address.
  2. Ask yourself, were you expecting the email or does it impart a sense of urgency? Verify the legitimacy of questionable emails with the sender through a separate Teams instant message, phone call or SWHR email (not a reply). It never hurts to double-check!

When in doubt, feel free to reach out to Information Security at 817-687-4000 or informationsecurity@southwesternhealth.org

To help all colleagues protect their personal data, Southwestern Health Resources is now pleased to offer free Sophos Premium antivirus software for home use. Sophos Home Premium anti-virus can be used to protect up to 10 PC or Mac home computers and includes the same protections you enjoy on your work computer, such as ransomware, banking, identity, and website security. To access this free Sophos software, visit the below Sophos site and enter your @southwesternhealth.org email address. You will then enroll using a personal email address. The software meets home computing security guidance, is independent from our corporate antivirus, and does not provide the Southwestern Health Resources IT team access or visibility to any files or history on your devices.

  1. Visit https://home.sophos.com/en-us/employee/SouthwesternHealth.aspx
  2. Use your work email address to verify your eligibility and receive your unique coupon code.  NOTE: Your personal email address is to be used later for registration.  During registration, please ensure the accuracy of your personal email as coupon codes are single-use.
  3. Follow a few simple steps to register for and download the product, extending your powerful Sophos security to your home devices.

For more information about the product and get some answers to questions you may have, please visit https://home.sophos.com/en-us/landing/commercial-use.aspx.

Email Security System

SWHR will implement a new email security gateway called Proofpoint. This new gateway will block and take action on email threats like phishing, while giving you more control to filter spam, junk and bulk emails. Proofpoint will reduce SWHR’s risk from email-based attacks and allow us to meet important security and regulatory requirements through email encryption and data loss protection.

All email that you send and receive will use the Proofpoint platform. Additionally, advanced email protection, message encryption, and data loss protection features will be enabled on this date.

The primary thing you should notice is a reduction of phishing, spoofed or scam emails landing in your inbox. In addition, you will:

  • Self-manage your email filtering for “low-priority” email such as newsletters, advertisements, and other solicitations
  • Mark messages as spam so you will not receive the messages again

Starting on October 2, you will begin receiving an “Email Digest” (also called the Spam Digest) that will arrive in your inbox every day at 4 pm if new messages were automatically put in your quarantine folder.  The Email Digest displays messages that have been classified as spam or low-priority/bulk. These messages are stored in your personal quarantine folder, allowing you to determine how to handle future messages from the senders – either allow the messages to be delivered or block them, it is up to you!

Post implementation, a small amount of legitimate email may be identified by Proofpoint as spam or malicious, leading to quarantine for that message. Legitimate emails can be marked as not spam through your daily Email Digest, or can be released by the Service Desk for you to receive it. Click here to learn more about  If you do not receive specific emails you were expecting, please contact the Service Desk at SWHRServiceDesk@southwesternhealth.org.

This process is identical to what you are doing today. When you want to send a secure message, all you need to do is use your regular email application and enter the word securemail into the Subject field of your message.

SWHR will be using technology to help protect against specific threats that are distributed via email, including phishing and targeted attacks.  These threats originate from malicious web sites which are triggered when users click on links (URLs) in email messages.  Messages containing these links often look legitimate, even to the discerning eye.  This technology protects you and SWHR’s assets by blocking access to malicious URL’s.  Per company training, it is still imperative that users continue to carefully choose what they click on.

In your email, you may notice that links look different when you mouse-over them, as in the screenshot below:

If the link is safe, you will see no difference.  If it is malicious, you will see a notification in your browser similar to the following:

This notification shows that the URL was malicious, and that the technology successfully protected you. If you have questions, please contact the service desk at SWHRservicedesk@southwesternhealth.org or call 817-687-4000.

Impersonation emails are by far the most common type of email phishing scam used to target individuals. In this ploy, cybercriminals spoof a recognized name, often in one’s own organization, to initiate a dialogue that results in the sharing of personal information, login credentials, or a fraudulent financial transaction. These emails are often brief with a sense of urgency.

Please keep your guard up and remember to follow these important steps to protect your personal information and ensure the safety of Southwestern Health Resources systems:

  1. Examine all email sender addresses that contain an “External Mail” header. Compare the sender’s name with the sender’s email address.
  2. Ask yourself, were you expecting the email or does it impart a sense of urgency? Verify the legitimacy of questionable emails with the sender through a separate Teams instant message, phone call or SWHR email (not a reply). It never hurts to double-check!

When in doubt, feel free to reach out to Information Security at 817-687-4000 or informationsecurity@southwesternhealth.org

Information

All requests for changes or new implementations for IT Applications, Data Analytics or Enterprise Data Services will follow the same steps in Service Now.

Departments should designate a primary point person to submit requests. Many Departments may already have a point person designated to submit change requests for the IT CAB process.

Please note:

  • The point person will require UTSW Login Credentials.
    • If unsure about whether the point person has UTSW credentials, please contact the SWHR Service Desk
  • For those who use Quickbase for request submissions, you will need to begin using Service Now to submit requests.
    • The ability to submit requests in Quickbase will be disabled by the end of June on a per user basis.

Submitters will be contacted by the intake triage team if additional information is needed to evaluate the request.

Download the tip sheet for submitting project requests through ServiceNow (PDF).

Please note that you don’t have to send PHI via Securemail for the following parent organizations:

  • NTSP
  • THR
  • UTSW
  • Parkland
  • Children’s Hospital

However, you will need to enter “securemail” for all external emails containing PHI or sensitive information to any 3rd parties.

DATA GUIDELINES – Action Required

Employees who moved to SWHR from parent organizations UTSW and THR, it’s important to understand what data can and cannot transfer to SWHR.

Former UTSW and THR employees must review and attest to reviewing the data guidelines. (This does not apply to former NTSP employees.) Click the appropriate link below to review and attest:

Voicemail Message:

You have reached the voice mail of (name) with Southwestern Health Resources. Please leave your name and number, and I will return your call within the next business day.

Call Answering:

Thank you for calling Southwestern Health Resources. My Name is (name). How may I help you?

Welcome to WorkSpace One, the virtual connection to SWHR resources.

Employees should log into WorkSpace One to authenticate THR credentialsClick here to review instructions.

When to use WorkSpace One:

  • Authenticate your credentials for the first time. UTSW and NTSP employees and new hires to SWHR must authenticate at WorkSpace One prior to accessing myswhrcin.org.
  • WorkSpace One Log In Instructions
  • Tip Sheets

Access to Learning Resources:

While virtual meetings have been a part of our daily work routine for some time now, they are also essential to how we maintain productivity and continuity. For the foreseeable future, virtual meetings are the way to bring teams together, conduct essential business meetings with network physicians and vendors.

It’s important that we learn the tricks of the trade when it comes to running and participating in  virtual meetings. Click here to read tips to make virtual meetings better.

As an organization, we are dedicated to creating to a culture of integrity to keep SWHR operating at its best. Protecting patient and other business data is an important component that demonstrates this commitment.

To further protect SWHR data, a new security enhancement was implemented at 7 AM on Friday, August 21st. This security enhancement restricts the use of portable storage devices (e.g. USB devices) on all SWHR computers.

Continue reading.

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