Preparing for Multi Factor Authentication

To access your NHSmail account you will by now be used to entering your email address and password on the login page. In order to improve the security of your account a change is being made to the national NHSmail system – this will change the way you login in the future.

In the coming months NHS Digital (the national body who manage NHSmail) will introduce Multi Factor Authentication (MFA) to the NHSmail system. MFA is a process that uses an additional way of checking that it is really you when you log in to your account. This is typically done by asking you to enter extra details in addition to your usual email address and password. 

Multi Factor Authentication (MFA) is used to add extra security to your NHSmail account.

You might have come across MFA before – it is often used to access internet banking, online shopping and even social media (such as Facebook). When requested, you will need to set up one of a number of extra forms of authentication, such as setting up an authentication app on your mobile phone, registering to receive a passcode via text message, or registering your NHS Smartcard (for those that have them). Other options are also available for those that can’t use these methods.

Over the Summer MFA will be required to access your NHSmail account.

From July, you will be required to setup MFA on your NHSMail account. Although this will eventually be mandatory for all NHSmail users the Trust advise all users to setup MFA as soon as possible in order to avoid being locked out of your account. 

Although it will be mandatory to have MFA enabled on your account, you will only be prompted to enter the additional MFA details when accessing NHSMail from outside of the Trust’s networks. This will include accessing NHSmail on a mobile device when away from work.

Setting up your account for use with MFA

There are a two stages in order to setup and use MFA:

 

  1. Enable MFA on your account
    You can enable MFA on your account yourself. It’s a straightforward process and should only take a couple of minutes. You can do this by following the simple step by step instructions available on this user guide – Enabling MFA on your Account

 

  1. Choose an Authentication Method
    Once you have enabled MFA on your account you then need to enroll one or more authentication methods. You can choose the method that best suits you and how you work.

 

The following authentication methods are available:

 

    1. Microsoft Authenticator App

The Microsoft Authenticator App is a free and convenient smartphone app that can be installed on a personal or work smartphone. You will be provided with a 2 digit code on the NHSmail login screen, that you will need to enter into the app. This will be used in addition to your email address and password when you login. The Authenticator App will also be able to send notifications and help you confirm your details when you login.

 

To setup and use the Microsoft Authenticator App follow the steps detailed in this user guide – Setting up the Microsoft Authenticator App for NHSMail

 

 

    1. Text Message

Alternatively passcodes can be delivered by text message. To set this up you will need to register a personal or work mobile phone number to which a text message will be sent each time you login.

 

To setup and use Text Message passcodes please follow the steps detailed in this user guide – Setting up Text Messaging for MFA

 

 

    1. NHS Smartcard
      If you have a Trust issued NHS Smartcard you can link this to your NHSMail account and use it to login instead of your username/password and App/Text message when on a trust site.

 

To link you NHS Smartcard to your NHSmail account please follow the steps detailed in this user guide – Link My NHS Accounts.

 

Please note: To use the NHS Smartcard to login to NHSMail, you must first setup your primary authentication method using either the Microsoft Authenticator App or Text Message.

 

For further information on MFA and a full step by step guide on how to register, please see the NHSMail help page on the following link: Getting Started with MFA – NHSmail Support

Frequently Asked Questions

Why is MFA Important?

MFA will help to secure access to your NHSmail account and help to prevent a range of issues such as cyber-attacks, data loss and further protect the Trust from phishing and ransomware. By keeping our electronic systems safe we also protect the vital tools and information that you need in order to do your job.

 

When will this change take place?

MFA will become a requirement from July, however the Trust recommend that you take action as soon as possible.

 

What do I need to do?

To prepare for this change all staff are encouraged to register for MFA now, before it becomes a mandatory requirement. This way you can make the change at a time that’s convenient for you, you’ll have chance to get used to it and you won’t risk losing access to your account.

 

How do I setup MFA?

You can enable MFA on your account yourself. It’s a straightforward process and should only take a few minutes. You can do this by following the step by step instructions available on the intranet – Multi Factor Authentication :: South Tyneside and Sunderland NHS Foundation Trust Intranet (stsft.nhs.uk)

 

What if I don’t setup MFA?

If you don’t setup MFA on you NHSmail account you risk losing access to your account. All users are advised to setup MFA as soon as possible.

 

NHSMail FAQs for MFA

MFA Frequently Asked Questions (FAQs) – NHSmail Support

 

Is any further information available?

For further information on MFA and a full step by step guide on how to register, please review the NHSmail help page available via the following link: Getting Started with MFA – NHSmail Support

 

I need some further help or have a question – Who should I contact?

If you have any further queries about these changes or if you would like to discuss things further, please contact the IM&T Service Desk.

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