NHS.mail – Secure, Fast and Free Communication

“One small step for us, one giant leap for our organisation”

-Care Provider in Hertfordshire

“A somewhat dry subject matter was made informative, engaging and interesting. A very well presented course.”

-Director of Care Home in Hertfordshire

Join this fully funded project available for both residential and nursing homes who support older people or adults with disabilities, across Hertfordshire and West Essex.

Fully funded by the NHS.

HCPA supporting Care Home managers and owners to implement NHS Secure email to have quicker and safer communication with health services (Limited time only). To gain NHS secure email organisations need to complete the NHS Data Protection and Security Toolkit.

The benefits:

  • Fast and secure communication between GP Practices and care homes
  • No more faxing, which is costly, timely and unsecure (NHS England recently announced faxing would no longer be supported)
  • Sharing of information such as Sharing of information such as GP summaries, discharge assessments and medication queries
  • Prompt triage of GP visit requests as emails can be forwarded instantly to clinical staff
  • Entries on System One can be emailed to care manager to ensure all clinical reviews and actions can be communicated to all staff
  • Discharge or transfer information can be scanned and then emailed
  • Meeting GDPR regulations for CQC and statutory bodies.

Click here if you would like more information on the DSP Toolkit.

HCPA wants to make the process as simple as possible for you to meet all the necessary requirements. Therefore, we have developed a step by step training and support programme.

Please find below a summary of the steps you will need to complete to achieve an NHS.mail account for your organisation


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1. Book a chat with our NHS.mail team - we may be able to come to you!

  • Your GDPR Lead should be a manager, owner, director or a member of the head office team.
  • HCPA are happy for multiple people from organisations to attend training but ideally, it needs to be on the same date.
2. Set up Data Protection and Security Toolkit login.

If you provide HCPA with your ODS code, we will complete this for you prior to training.

What is an ODS code? – Organisational Data service

The Organisation Data Service (ODS) is responsible for publishing organisation and practitioner codes, along with related national policies and standards. They are also responsible for the ongoing maintenance of the organisation and person nodes of the Spine Directory Service, which is the central data repository used within various NHS systems and services.

Search for your code here- https://odsportal.hscic.gov.uk/

Please add your ODS code to your training booking or send to nhsmail@hcpa.info

3. Complete requirements for the toolkit

The completion of resources to meet the requirements of the toolkit will begin during the training day and then you will have 3-6 weeks to complete back at work.

During the 3-6-week period, HCPA will visit to support you if required.

Please find below a list of the organisational documents that need to be checked and potentially updated to meet the requirements in the toolkit.

  • Data Security and Protection responsibilities agreed
  • Data Protection Policy
  • Data Quality Policy
  • Data Security Policy
  • Data Security breach reporting process
  • Record Keeping Policy
  • Network / IT Security Policy
  • Business Continuity Plan for Data Security Breach
  • Information Asset Register (IAR)
  • Record of Processing Activities (RoPA)
  • Guidance for staff
  • Privacy notice

It is ideal for attendees of the training to bring any copies of the above with them on the training day. This has been proven to make the process quicker and smoother for everyone involved.

Once your requirements are complete, you must log-on to the toolkit and mark a date to confirm that the requirement is met. There are 10 requirements in total.

4. Apply to set up NHS account - x1 generic site email and x10 user accounts

HCPA will look to support you to register for NHS.mail accounts.

HCPA will give you resources explaining the process for removing or requesting new accounts when staff members leave.

5. Start using safe and secure email

If you have any further questions, please email nhsmail@hcpa.info

List of providers already using secure mail

Care Home NameAddressTownPostcodeNHS email address
Anson CourtShakleton WayWelwyn Garden CityAL7 2FFenhertsccg.ansoncourtwelwyngardencity@nhs.net
Apton Road (HCC)34 Apton RoadBishops StortfordCM23 2SNcath.sharples@hertfordshire.gov.uk
Ashview Nursing HomeWare RoadWidfordSG12 8RQenhertsccg.ashviewwidford@nhs.net
Autumn Vale Care CentreDanesbury Park RoadWelwyn Garden CityAL6 9SNenhertsccg.autumnvalewelwyn@nhs.net
Baldock Manor4 London RoadBaldockSG7 6NDenhertsccg.baldockmanorbaldock@nhs.net
Beane River View1 Beane ViewHertfordSG14 3UDenhertsccg.beaneriverviewhertford@nhs.net
Beau Sejour12-14 Castle RoadSt AlbansAL1 5DLcare.stalbans.beausejourcareservicVL3FT@nhs.net
Belmont ViewHailey LaneHertfordSG13 7PBenhertscg.belmonthertford@nhs.net
Benslow Nursing HomeBenslow RiseHitchinSG4 9QYenhertsccg.benslownursinghome@nhs.net
Bentley HousePegs LaneHertfordSG13 8EGenhertsccg.bentleyhousehertford@nhs.net
Brent CottageAdmirals WalkHoddesdonEN11 8ABenhertsccg.brentcottagehoddesdon@nhs.net
Broad Oak Manor Nursing HomeBroad Oak EndHertfordSG14 2JAenhertsccg.broadoakmanohertford@nhs.net
Broadview8 Great North RoadWelwynAL6 0PLenhertsccg.broadviewwelwyn@nhs.net
Bullsmoor Lodge35/49 Bullsmoor RoadEnfieldEN3 6TEcare.enfield.bullsmoorlodgevl0jr@nhs.net
Burleigh House41 Letchworth RoadBaldockSG7 6AAenhertsccg.burleighhousebaldock@nhs.net
Cromwell Avenue9 Cromwell AvenueCheshuntEN7 5DJenhertsccg.cromwellavenuecheshunt@nhs.net
ElmhurstWindhillBishops StortfordCM23 2NFenhertsccg.elmhurstbishopstortford@nhs.net
ElmsideElmside WalkHitchinSG5 1HBenhertsccg.elmsidehit@nhs.net
Falcon House Residential HomeGeorge GreenBishops StortfordCM22 7PPenhertsccg.falconhousebishopstortford@nhs.net
FourfieldsRosedale WayCheshuntEN7 6HRenhertsccg.fourfieldswalthamcross@nhs.net
Foxholes Care HomePirton RoadHitchinSG5 2ENenhertsccg.foxholescarehomehitchin@nhs.net
Garden City CourtWhitewayLetchworthSG6 2PPenhertsccg.gardencitycourtletchworth@nhs.net
Gombards6 London RoadWelwyn Garden CityAL6 9ELenhertsccg.gombardswelwyngardencity@nhs.net
GreenacresWellfield CloseHatfieldAL10 0BUenhertsccg.greenacreshatfield@nhs.net
Greenwood Lodge11 Barry CloseChiswell GreenAL2 3HNenhertsccg.greenwoodcottagestalbans@nhs.net
GuysfieldWillian RoadLetchworth Garden CitySG6 2ABcare.guysfieldletchworth@nhs.net
Halcyon DaysThe Old RectoryHitchinSG4 7LUenhertsccg.halcyondaysgraveley@nhs.net
Hargrave House103 Cambridge RoadStanstedCM24 8BYCare.barnet.fiveoaksVL0RQ@nhs.net
Harpenden Bethesda Home201 Luton RoadHarpendenAL5 3DDCare.harpenden.harpendenbethesdahomVL3HX@nhs.net
Heath LodgeDanesbury Park RoadWelwyn Garden CityAL6 9SNenhertsccg.heathlodgewelwyn@nhs.net
Highbury Rise6 Highbury RoadHitchinSG4 9RWenhertsccg.highburyrise@nhs.net
Highfield Care Home34 - 36 Hoe LaneWareSG12 9NZcare.ware.highfieldcarehomeVM5TX@nhs.net
Hillcrest10 Great North RoadWelwynAL6 0PLenhertsccg.hillcrestwelwyn@nhs.net
Hillside Rest Home39-43 Kingsfield Road, OxheyWatfordWD19 4TQcare.oxhey.hillsideresthomevl3j8@nhs.net
Hixberry Lane40 Hixberry LaneSt AlbansAL4 0TZlisa.whitmarsh@hertfordshire.gov.uk
Homeside6 Great North RoadWelwynAL6 0PLenhertsccg.homesidewelwyn@nhs.net
HonisterEllenbrook LaneHatfieldAL10 9RWenhertsccg.honisterhatfield@nhs.net
Howe Dell ManorOld Rectory LaneHatfieldAL10 8AEenhertsccg.howedellmanorhatfield@nhs.net
Isabel Court (HCC)1-6 Isabel CourtHoddesdonEN11 0LQJill.Hetherington@hertfordshire.gov.uk
Jacobs Neurological CentreHigh Wych RoadSawbridgeworthCM21 0HHRhc.neuroadmissions@nhs.net
Jacobs Neurological Centre The GardensHigh Wych RoadSawbridgeworthCM21 0HHRhc.neuroadmissions@nhs.net
Jubilee CourtLonsdale RoadStevenageSG1 5BSenhertsccg.jubileecourtstevenage@nhs.net
Kestrel Grove Nursing HomeHive Road, Bushey HeathBusheyWD23 1JQCare.bushey.kestrelgrovenursingHVLKAF@nhs.net
Kingfisher Nursing HomeCollege RoadCheshuntEN8 9NQenhertsccg.kingfishercheshunt@nhs.net
Lambourne Grove HPFTHixberry LaneSt AlbansAL4 0TZlambourn.grove@nhs.net
Lammasmead61 LammasmeadCheshuntEN10 6PFenhertsccg.lammasmeadbroxbourne@nhs.net
Langley View Residential Home60 Langley RdWatfordWD17 4PNcare.watford.langleyviewresidentiVM1RC@nhs.net
Lannock ManorHitchin RoadHitchinSG4 7EEenhertsccg.lannockmanorhitchin@nhs.net
Libury HallLibury HallGreat MundenSG11 1JDenhertsccg.liburyhallware@nhs.net
LogandeneAshley CloseHemel HempsteadHP3 8BL
Lugano Residence for the Elderly3 Powell RoadBuckhurst HillIG9 5RDcare.buckhurst.luganoresidenceforthVL2HR@nhs.net
Martins HouseJessop RoadStevenageSG1 5LLenhertsccg.martinshousestevenage@nhs.net
Monread LodgeLondon RoadKnebworthSG3 6HGenhertsccg.monreadlodgeknebworth@nhs.net
Nightingale Nursing Home85 New RoadWareSG12 7BYenhertsccg.nightingalenursinghomeware@nhs.net
Oak Cottage4 Wilkins Green LaneHatfieldAL10 9RTenhertsccg.oakcottagecarehatfield@nhs.net
Park View Residential Home118 Gammons LaneWatfordWD24 5HYCare.watford.parkviewresidentialhvl3l8@nhs.net
Pinelodge Care HomeGraveley RoadStevenageSG1 4YSenhertsccg.pinelodgecarehomestevenage@nhs.net
Providence CourtProvidence WayBaldockSG7 6TTenhertsccg.providencecourtbaldock@nhs.net
Queensway House148 Jupiter DriveHemel HempsteadHP2 5NPenhertsccg.queenswayhousehemelhempstead@nhs.net
Quince House77 Adeyfield RoadHemel HempsteadHP2 5DZcare.hemel.quincehousevl3lg@nhs.net
Scarborough House (HCC)395 Scarborough AvenueStevenageSG1 2QAlesley.simpson@herfordshire.gov.uk; jaqui.philo@hertfordshire.gov.uk
Seymour House13-17 Rectory RoadRickmansworthWD3 1FHcare.ricky.seymourhousevl3m4@nhs.net
Shenleybury HouseBlack Lion HillRadlettWD7 9DEcare.shenley.shenleyburyhouselimivl3m5@nhs.net
Sloe Hill Residential HomeSloe Hill Mill LaneSt IppoytsSG4 7NN enhertsccg.sloehillhitchin@nhs.net
St Audrey'sChurch StreetOld HatfieldAL9 5ARenhertsccg.staudreyshatfield@nhs.net
St Catherines Nursing HomeSpring RoadLetchworth Garden CitySG6 3PRcare.stcatherineslgc@nhs.net
St Christopher's Nursing HomeDrakes WayHatfieldAL10 8XYenhertsccg.stchristophershatfield@nhs.net
St Michaels House71 Howell RoadWelwyn Garden CityAL7 3SFkaren.matthews@hertfordshire.gov.uk
Stagenhoe ParkSt. Paul's WaldenHitchinSG4 8BYenhertsccg.stagenhoehitchin@nhs.net
The Priory HospitalLongcroft LaneHemel HempsteadHP3 0BNrichard.ball4@nhs.net
The White House Nursing HomeGillison CloseLetchworth Garden CitySG6 1QLenhertsccg.whitehouseletchworth@nhs.net
Villa ScalabriniGreen StreetShenleyWD7 9BBcare.shenley.villascalabrinivl3n2@nhs.net
Westbourne Residential Care Home9 Bedford RoadHitchinSG5 2TPenhertsccg.westbournecarehome@nhs.net
Westgate House Care CentreTower RoadWareSG12 7LPenhertsccg.westgatehouseware@nhs.net
Westmeade69 Westmead CloseCheshuntEN7 6JRenhertsccg.westmeadecheshunt@nhs.net
Windmill Lodge2 Windmill HillBuntingfordSG9 9JPenhertsccg.windmill.lodgebuntingford@nhs.net
Winnett Cottage111 Hertford RoadStevenageSG2 8SHenhertsccg.winnettcottagestevenage@nhs.net
Wisden CourtWIsden RoadStevenageSG1 5JDenhertsccg.runwoodhomesstevenage@nhs.net
Woodland GroveRectory LaneLoughtonIG10 3RUcare.loughton.woodlandgroveVM8VF@nhs.net
Woodlands View Residential and Nursing HomeMagpie CrescentStevenageSG2 9RZenhertsccg.woodlandsviewstevenage@nhs.net

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