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The Vancouver Island Health Authority (VIHA), also known as Island Health, is one of the seven health authorities in British Columbia, Canada. Established in 2001, VIHA provides healthcare services to over 800,000 people living in Vancouver Island, surrounding islands, and mainland communities north of Powell River and south of Rivers Inlet. As an organization, VIHA focuses on promoting wellness, preventing diseases, and providing quality healthcare services.

In today’s digital age, email has become an indispensable communication tool in many industries, including healthcare. Email serves as a secure and efficient medium to exchange information and documents among healthcare professionals, patients, and administrative staff. It can facilitate prompt communication, schedule appointments, share medical reports, or circulate internal notifications.

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VIHA Email Services Overview

VIHA’s Email Services aim to provide a secure and reliable communication platform for its staff, healthcare professionals, and partners. It is designed to cater to the unique needs of the healthcare environment, ensuring confidentiality, accessibility, and efficiency.

Key Features and Functionalities of VIHA Email

Email Account Setup Process

VIHA IT department manages the email account setup process for new employees. After verification, users receive their login credentials via a secure method, along with instructions on setting up and accessing their new account.

User Interface and Navigation

VIHA’s email interface is designed with user-friendliness in mind. It has a clean, intuitive layout that facilitates easy navigation. Users can quickly access their inboxes, drafts, sent items, trash, and personal folders from the main page.

Email Organization and Folder Management

With VIHA Email Services, users can effortlessly manage their inbox. The system allows users to create custom folders and subfolders to categorize emails. Moreover, users can colour-code emails and flag them for follow-up.

Calendar Integration and Scheduling

One of the key features of VIHA’s email service is its integrated calendar function. It allows users to schedule meetings, set reminders, and view their schedules at a glance. It also supports meeting requests and sharing calendars with others.

Security and Privacy Measures

VIHA takes data security and privacy seriously. The email service comes with encryption capabilities and strong anti-spam filters to protect sensitive information. Also, it complies with the Health Insurance Portability and Accountability Act (HIPAA) standards.

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Accessing VIHA Email

VIHA email is accessible via any standard web browser. Users can log in to their account by visiting the VIHA webmail portal and entering their login credentials. 

Upon receiving their account information, users can sign in using their unique username and password. It is advisable to change the initial password and set a strong, unique password for enhanced security. In case of login issues such as forgotten passwords or locked accounts, users can contact the VIHA IT helpdesk for assistance. They also provide a self-service password reset tool for quick resolution.

VIHA Outlook Application

VIHA also supports accessing email through the Microsoft Outlook application. Users can download the application from the official website or app store and set it up using their VIHA email credentials.

Using the VIHA Outlook application provides some advantages, such as offline email access, automatic sorting of emails into “Focused” and “Other” inboxes, and integrated views of emails, calendars, contacts, and tasks.

Users can enhance their Outlook experience by setting up rules to automatically move emails to specified folders, setting up email alerts, and using features like “Sweep” to clean up their inboxes.

Navigating VIHA Email Interface

Users can sort and filter their emails based on various criteria, such as sender, subject, date, or size. This feature helps users find specific emails quickly and easily.

The VIHA email interface allows users to create new folders for better organization of emails. Users can also rename, move, or delete folders as needed.

Composing and Sending Emails

Addressing Recipients

When composing a new email, users can add recipients in the “To,” “Cc,” and “Bcc” fields. They can also create contact groups for sending emails to a specific set of people regularly.

Attaching Files and Documents

Users can attach files and documents to their emails by clicking on the “Attach” icon and selecting the desired files. VIHA Email Services support a wide range of file types and sizes.

Formatting Options and Email Templates

VIHA email service provides several formatting options to customize email content. Users can change the font style, size, and colour, add hyperlinks, insert tables, and use bullet points. The service also offers a range of email templates for different types of communication.

Calendar Integration and Scheduling

Users can create new appointments by clicking on the “New Appointment” button on the calendar page. They can set the date, time, and location and add a description for the appointment.

From the appointment page, users can add attendees by entering their email addresses. The system also allows sending meeting requests directly from the calendar. For comprehensive user guides, troubleshooting, and further information, users are encouraged to visit the VIHA IT Support page.