Sent an email in error? How Egress can save the day!

As clinicians, when we’re in the midst of a busy clinic, we’re used to having to juggle several things, all at the same time.

We live in a digital age, and if you’re anything like me, you’ll have some patient notes open in web-based practice management software system, some MRI images open of a wobbly looking hip, and a couple of email conversations open.

To make efficient use of my time, in between patients, I’ll be popping in and out of screens, refreshing my short-term memory about what the clinical problem was, and frankly, it can all get a bit screen-hectic sometimes.

If it’s been a while since I had a cup of tea or a Scooby snack, the stress levels of screen management can go up.

I’m not perfect, and very occasionally, I’ll trip up and make a mistake. It might be that I’ve ‘right-clicked’ and have kept an email address on my ‘clipboard’ that I didn’t mean to keep, and because I’m a swift typist, sometimes that email message gets sent out, before I’ve checked it, and then pressed send.

Very, very occasionally, this has led me to sending an email to the wrong person.

‘Eeeeeeeeek!’

Thankfully, I usually sense this as it happens.

Even more thankfully, I have Egress, which has saved the day (on more than one occasion).

Yes, Egress is the industry leader in email encryption, yes it has a nice app, and yes it sends my emails super-securely, but my favourite thing about Egress is, its ability to ‘revoke’ an email.
In other words, if you act swiftly, you can block the email being opened by the unintended recipient.

If you’re using Egress to encrypt your emails (and I highly recommend that you do), you’ll want to remember how to revoke that (pre-lunch) email, in the heat of the moment.

   Your Ninja Tech Know How: Revoke a missent email…fast!

(Keep this guide in a prominent place in your email filing, or better still, cut and paste it onto your desktop)

1)  Get to know how to log into your Egress Portal. Go to https://switch.egress.com and go to ‘My Account’ (in the orange rectangle at the right-hand top of the screen).

You could save this webpage as a ‘favourite’. (You won’t want to be resetting our password whilst you’re possibly panicking, so make sure you’ve learned your password). Another nifty way to do this, is to download the Egress app to your smart phone, so you always have it with you.

2)  Next, after logging in, click on the circulating arrow icon in the top left-hand corner of the screen.

This will pop up two blue squares, and you’re going to click on the ‘Switch Administration’ cogs button.

This will open up the Switch administration panel. Listed on the left-hand side of the screen, you’ll see ‘Sent Packages’. Click on it.

3)   Now, have a look for the email that you erroneously sent – here’s how it will look – we’ve used the example of ‘jss@hotmail.co.uk’ as the erroneous recipient:

4)   Click on the ‘Package Label’ – which will be listed in blue. (Our example shows ‘JS-180813- etc..). This will then display the ‘delivery reports’ section.

Here’s the cool bit – this is where you get to change the status from ‘Active’ to ‘Revoked’! Remember to click ‘Save Changes’.

5)   Once you’ve saved the changes, if you were to look at your ‘Sent Packages’ again, you’d see that there is a little envelope with a red ‘x’ symbol, that shows the email has been revoked.

6)  Phew! It’s worth practicing steps 1 to 5 a few times, so that you can do it instantly.

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  Want to see it in video format?

Egress have put together a very helpful guide: https://youtu.be/TMdbX16aR4g

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We will talk more about on-line booking for Ninja Tech help sessions at the Tech Clinic next week as we don’t want to overload you with information this week.

If you’re struggling to get order in your digital world and would like help with setting up better email or a digital filing systems, then get in touch today. We can help you sort out your Private Practice tech headaches.

Email Ninja Tech!

or ring 07500 84894 for a chat about your private practice tech.

 

If you feel like your Private Practice needs help with systems, gaining referrals, effective ways to work within social media or if you have got any questions about GDPR and would like to discuss getting your GDPR compliance done and dusted. Please do not hesitate to contact us here…

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