Issue 47, August 23, 2022

Departmental number? Call queue? Lab phone number? An executive who wants your calls to go to an administrative assistant? It can be confusing how your phone number will be displayed within our various UTHSC systems. Here are some guidelines to make it easier.

This is the number that is displayed when someone uses the Search UTHSC.edu function on any UTHSC webpage. Since UTHSC is a public university, anyone can access our UTHSC website and search for an individual or department.

The number displayed is from the UTHSC Directory and comes from your IRIS record. The Updating Your Work and Personal Information web page provides instructions for updating your contact information in MyUT/IRIS.

If you prefer to have a departmental number, a lab number, or an administrative assistant’s phone number be your “public phone number,” then be sure to use that number when you update IRIS.

IMPORTANT: If you do not need a UTHSC phone number because you work in a clinical setting or have a non-UTHSC number, then leave your work phone number in MyUT/IRIS blank.

This is the number your UTHSC colleagues will see in the Contact List in the university’s RingCentral phone system. RingCentral is not accessible outside of UTHSC, so it provides everyone the opportunity to have a direct UTHSC phone number in the 901.448.#### format.

RingCentral does provide “Masking” functionality that can be used by Executives to hide their UTHSC phone number.

As part of the New Employee Onboarding processes, RingCentral phone numbers can be requested by completing a TechConnect RingCentral Service Request, which enables you to ask for a new phone number or re-assignment of an existing number for the employee.

Still have questions? Check out our RingCentral FAQs or give the ITS Service Desk a call (901.448.2222) to learn more.

Our newest knowledge base article is for RingCentral users in a clinical setting.

Clinicians who wish to comply with the Health Insurance Portability and Accountability Act (HIPAA) guidelines on the use of telecommunications in a clinic setting must adhere to rigorous standards for such communications to be deemed compliant.

The HIPAA guidelines on using telecommunications in a clinic setting are contained within the HIPAA Security Rule and stipulate the following:

1. Only authorized users should have access to electronic protected health information (ePHI).
2. A system of secure communication should be implemented to protect the integrity of ePHI.
3. A system of monitoring communications containing ePHI should be implemented to prevent accidental or malicious breaches.

In regard to the use of RingCentral on behalf of UTHSC, a covered entity under HIPAA, those in a clinic setting or regularly accessing ePHI:

• should limit the exposure of ePHI to the RingCentral communications system
• should obtain consent to create, receive, maintain, or transmit PHI through RingCentral from the person with whom they are communicating
• should disable the RingCentral functionality that sends voicemails as an attachment to your email (NOTE: This functionality is enabled by default, so you will need to disable it.)
• should NOT access or download RingCentral messages (calls, voicemails, faxes, and text) potentially containing ePHI outside RingCentral
• should NOT enable the RingCentral functionality that sends voicemail transcriptions, faxes, and/or text messages to email
• should NOT enable call recordings nor record any calls through RingCentral
• should NOT enable email notifications for any RC message types (calls, voicemails, faxes, and text)

Mark your calendar to attend the second annual -omics Symposium on Friday, September 16, 2022. Building on the community discussions from last year, this year’s symposium goal is to once again bring together and engage the University of Tennessee research community of any discipline that uses high-throughput computing, high-performance computing, and/or data science for research in genomics, proteomics, metabolomics, transcriptomics, informatics, bioinformatics, biocomputing, and other related fields.

Visit the -omics Symposium website to view the agenda, sessions* (some session information and planning are still underway), and Zoom information. *Please note that all sessions will be presented in Eastern Time.

Registration is not required; however, you must sign in to Zoom to attend. Each Zoom session will be limited to the first 300 people (if we get that many this will be a real success!)

Microsoft has some excellent FREE training courses we recommend. As UTHSC faculty or staff, you can access all Microsoft 365 apps listed. Students may not have access to all these apps.

• Aug 29 - 11:00 am - 12:00 pm
• Aug 31 - 10:00 am -11:00 am

• Aug 25 - 11:00 am - 12:00 pm
• Aug 30 - 10:00 am -11:00 am

• Aug 29 - 10:00 am -11:00 am

If you have time, check out LinkedIn Learning's latest learner challenges. Engage learners with bite-sized content and curated challenges such as diversity, equity, and inclusion (DEI), the new world of work, and skill building and career progression.

If you are a manager, encourage your employees to check out LinkedIn Learning for free courses.

To get to these courses:

1. Go to the UTHSC LinkedIn Learning site.
2. Enter your NetID/password (Duo authentication may be required).
3. If you have linked your LinkedIn Learning account to your LinkedIn account, you will be asked to log into LinkedIn and then be taken to the LinkedIn Learning main page.
   If you have not linked your LinkedIn Learning account to your LinkedIn account, you will be taken to the LinkedIn Learning main page.
4. Click LinkedIn Learning's Learner Challenges.

The Office of Communications and Marketing has an Email Signature Generator that creates the official UTHSC email signature for your UTHSC email account.

An email signature provided by the generator is required for all UTHSC faculty and staff to use on all internal and external email communication and should not be altered. A consistent email signature provides recipients with an awareness of UTHSC, while also reflecting positively on the professionalism of our institution. This generator complies with the guidelines set in the UTHSC policy on email signatures.

Every year, Verizon publishes a data breach and incident report (DBIR), which has become an industry standard for analytics regarding breaches and cyber incidents. This year’s report (2022) identified that 82% of breaches involved humans. 82%! What are we humans doing that allow bad actors in? Lots of things.

Social Engineering
There has been a pattern for many years of social engineering being the “gateway” into organizations or even a person’s individual data. Social engineering, the art of human manipulation, can take many forms where a bad actor manipulates a person to do something that they normally wouldn’t do. This could be responding to an email or clicking a link, giving away usernames and passwords, leaving sensitive data where someone can view it, or even using the same password for different accounts so that if one account is compromised, the likelihood that others can be compromised rises exponentially.

Phishing
By far, the easiest way into your information is, well, asking for it. According to Verizon, over 60% of human breaches start with a phishing email. On the rise, however, are phone calls, text messaging, and social media conversations. All these avenues are designed to engage a person into giving away information or access to that information.

Therefore, training is important as it reduces the risk of humans letting bad actors in because you know what not to do! At UTHSC, the Office of Cybersecurity has created a SPAR program, which empowers our campus community in Security Preparedness and Response. Annual Information Security Awareness Training that you completed by the end of June does teach the basics, but in case you need more information on how risky being human is in the world of cybersecurity, we have web pages on many different preparedness topics. Check out these pages and videos to learn how to protect yourself, your family, and UTHSC. If you want a deeper discussion on any certain cybersecurity topic, the Office of Cybersecurity would love to lead a discussion with you and your group, whether that is a department, a group of students, or interested friends and family. The safer you feel 24/7 will keep you safe when dealing with UTHSC data also.

The Office of Cybersecurity can be reached by emailing itsecurity@uthsc.edu or using TechConnect and putting in a ticket. Stay safe and #BeCyberSmart.