For Privacy Officers
Reminders and emails the portal sends
Every email the portal sends, when it goes out, and who receives it, plus your dashboard reminders.
On your dashboard
- Blue "due soon" banners appear when something is due within 30 days: your SRA, audits, training renewals, policy sign-offs, or vendor reviews.
- The bell icon lists items that need attention, like an SRA not yet completed. It says "All caught up!" when there's nothing.
Automatic reminder emails
The portal runs two automatic reminder engines. Nothing else goes out on a schedule.
Annual training reminders
Each employee gets one "HIPAA Training Reminder" email per completion cycle, when a year has passed since they last completed a module. The same email covers policy signatures that are a year old.
Three Privacy Officer reminders
Sent to your Privacy Officer and admin accounts:
- About 30 days before your SRA's one-year anniversary
- When your annual SRA is due
- December 27, if incidents were logged in the past 12 months (a reminder about submitting to the HHS OCR portal)
Emails triggered by something you or your team do
| Sent when | Goes to | |
|---|---|---|
| Invitation email with a secure link | You click Send Invitation or Re-send Invite | The invited employee |
| Training Assigned | You assign training | The employee |
| Action Required: Acknowledge ... | You publish a policy | Each active employee with a portal account |
| Reminder: outstanding HIPAA training item(s) | You click Send Reminder | The employee |
| Signature needed: HIPAA Confidentiality Agreement | You click Request Signature | The employee |
| Training Complete | An employee finishes Cybersecurity Awareness | The Privacy Officer email in Settings |
| Incident alert | Someone submits an incident report | Your Privacy Officer |
| BAA signing email | You click Send Email when sending a BAA | Your vendor contact |
| BAA countersigned by (vendor) | Your vendor signs | Privacy Officer and admin accounts |
| Password reset | Someone clicks Forgot password? | That person |