THCIC FTP and PGP Training

1
THCIC FTP and PGP Training

• Hospital Discharge Data
• PGP and FTP Software/Process Training
• (Alphabet Soup on paper)
• February 2005
• Tyler, Austin, Lubbock, Arlington

2
Agenda

• Download and Installing FTP Software
• Installing PGP Software
• Public Key Creation and Exchange of Key
• Encryption of Data
• FTP Submission

3
What is FTP?

• FTP (File Transfer Protocol) is a client-server
  protocol that allows a user on one computer to
  transfer files to and from another computer over
  the Internet. FTP is an industry standard
  protocol that allows for the transmission of data
  between systems of varying types using an
  Internet connection. CCS instructions for FTP are
  located on the CCS website at http//www.thcichelp
  .com/ftp.htm

4
What is FTP?

• Benefits
• FTP allows for the transfer of large files over
  the Internet with less problems.
• Faster downloads and uploads
• Significantly fewer resubmissions due to line
  interruption

5
What is FTP?

• Detractors
• Purchase Encryption Software (50)
• Extra steps
• Encryption and Decryption of data
• Change filenames after download (replace a
  with .
• Correction files require the removal of 1 from
  the end of the filename

6
Downloading FTP Software

• Go you Internet Search Engine Page (For example
  www.yahoo.com or www.google.com
• Type in FTP software or FileZilla (The one
  used in this demonstration.)
• Once you have selected your FTP software find the
  webpage where you can download the software.

7
Download the FTP Software

• Download the software (executable file), and
• If you do not have access to the Internet,
  contact the HelpDesk for assistance.

8
Download the FTP Software
Download and Read this file first
9
Download the FTP Software
Download the FileZilla_2_2_10_setup.exe file
10
Download the FTP Software
You will be redirected to a webpage with multiple
download locations, select one that is closest to
you. There is no difference in the files.
11
Download the FTP Software
If file does not start to download, scroll to the
top of the page and click on the alternate site
recommended.
12
Download the FTP Software
You want to see a screen that looks like this.
Check to see that is the setup.exe file. If it is
click Save
13
Download the FTP Software
Your default download director will appear.
Select this directory or another directory to
download the file. If you have a
broadband/connection this will go quickly
otherwise if you are using Dial-up it may take a
few minutes.
You also may want to put this file in a different
folder.
14
Download the FTP Software
Download the file and remember where you put the
file.
15
Download the FTP Software
This is the progression screen to show you when
the download will be completed.
16
Download the FTP Software
Once the file has been downloaded, it is good
practice to scan the file for viruses. Highlight
the filename, right click, Scan for Virus. Most
computers have some anti-virus software to
protect the machine and they usually can be
accessed in the menu.
17
Download the FTP Software
Our system uses Norton or Symantec AntiVirus
software
18
Download the FTP Software
Close your screen after the scan is completed
19
Download the FTP Software
Some systems require that you only download files
from certified sites that have a valid digital
signature.
20
Download the FTP Software
Your choices are English or French
21
Download the FTP Software
Read the License Agreement then click I Agree
22
Download the FTP Software
Generally you will just click Next. Your IT/IS
people may want you to do something else.
23
Download the FTP Software
Generally, you should go with the defaulted path,
unless otherwise instructed.
24
Download the FTP Software
Click Next
25
Install the FTP Software
General rule of thumb is to use the defaults,
unless instructed otherwise.
26
Install the FTP Software
Click Close upon completion of the installation.
27
PGP - Public Key Exchange

• Exchanging Public Keys
• Go to www.thcichelp.com to Download the CCS
  Public Key, click Submit Data

28
PGP - Public Key Exchange
Click FTP
29
PGP - Public Key Exchange
Scroll to the bottom of the page and click on
Download the Commonwealth Public Key at
http//www.thcichelp.com/downloads/Commonwealth_pu
blic_key.asc
30
PGP - Public Key Exchange
The File Download screen appears, click Save
31
PGP - Public Key Exchange
The following screen appears with the
Commonwealth_public_key.asc filename ready to
be saved. Make sure you remember where you save
the key. You will need it later to import into
the PGP software.
32
PGP - Public Key Creation
Exchanging Public Keys 2) You will need to send
CCS a copy of your public key via FTP to your
Submitters Mailbox (SUB) or to your THCIC ID
Mailbox () if you are uploading correction
data or comments. This needs to be done at least
24 hours in advance of your submission.
33
PGP - Public Key Creation
The PGP Key Generation Wizard screen appears,
press Next.
34
PGP - Public Key Creation
The Name and Email Assignment screen is where you
will either enter your Submitter ID (SUB) or
your THCIC Provider ID () and underscore
character _ then the PublicKey. Also, put
your E-mail address so that response
notifications or notifications of data being
ready for download by the hospital/provider can
be e-mailed to you.
Submitter ID    sub_PublicKey.asc orProvider
ID      000116_PublicKey.asc
Click Next when complete.
35
PGP - Public Key Creation
You are now asked if you want the program to look
up your E-mail ID to use as part of the key.
Leave the check in the box if you want to use
the encryption with your E-mail, otherwise
uncheck the box and click Next
36
PGP - Public Key Creation
The following screen will ask you to type in a
passphrase, not a password. The longer
passphrases provide a higher quality protection,
as will be seen by the Passphrase Quality
indicator bar. You can elect to unhide your
passphrase when you type it if you feel it is
necessary.
37
PGP - Public Key Creation
The Key Generation Progress bar will briefly
appear.
38
PGP - Public Key Creation
After the Software has completed generating your
PublicKey, click Next
39
PGP - Public Key Creation
Click Finish and you will be returned to the
PGPKeys screen.
40
PGP - Public Key Creation
You should now have a public key listed by your
Submitter ID or your THCIC/Provider ID on this
screen.
41
PGP - Public Key Creation

• For Providers who submit for themselvesYou must
  transmit two public keys, once for your Submitter
  mailbox (example - sub000) and once for your
  THCIC/Provider mailbox (example - 000116 ).
• Create your public key and include your ID in the
  file name   See the following steps using PGP
  software program

Open the PGP Keys program (Start, All
Programs, PGP and PGPKeys)
42
PGP - Public Key Creation
The following screen appears if you are just
starting there will be no keys visible. Click on
the Keys menu, then New Key.
43
PGP - Public Key Creation
If you submit your own data and submit
corrections or comments, you will need two public
keys. Only one key can be the default key
The default key is always used in the encryption
of the new files, in case you need to open the
file.
44
PGP - Public Key Creation
If your Submitter public key is not bolded then
you will need to set the key as the default key.
Highlight the key, then click Keys and Set as
Default Key.
45
PGP - Public Key Creation
Export Public Key file to Windows Explorer (File
Manager)
You will first need to export your public keys to
a folder/directory on you computer.
46
PGP - Public Key Creation
If you submit your data and you do the
corrections, certification and comments, you will
have two public keys and the associated public
key rings and private key rings. Make sure you do
not remove or delete these files. It is best to
make a copy of the files and put them in a safe
location.
47
PGP Import CCS Public Key
To import the Commonwealth Public Key right click
on Keys, then click Import
48
PGP Import CCS Public Key
Locate and select the Commonwealth_public_key.asc
file you downloaded from the THCICHelpdesk
website. Once you highlight the file click Open.
49
PGP Import CCS Public Key
The Commonwealth public key will appear under
Commonwealth Clinical Systems. Click on Import.
50
PGP Import CCS Public Key
You should now see the Commonwealth Public Key in
your list of public keys.
51
Public and Private Key Ring
If you look in your file manager (e.g. Windows
Explorer) in My Documents/PGP, you will notice
the software created public and private key
rings. Do not delete these files.
You can also see that the software made backup
files for the public key ring (pubring-bak.pkr)
and the private key ring (secring-bak.pkr).
52
PGP - Public Key Submission
  Upload Public Key file to Commonwealth via FTP
Do this only once per mailbox (Submission
Mailbox and/or Provider Mailbox). Open your
FTP software as shown
53
PGP - Public Key Submission
Type in ftp.comclin.com in the address type
in User your th then your mailbox ID number
(examples Submitter ID thsub000 or
THCIC/Provider ID th000116). Now type in your
password. For this program 21 needs to be typed
into the Port then click on Quickconnect.
You will need to locate and highlight the public
key associated with this mailbox and you will
need to open the incoming folder/directory by
clicking on the folder.
54
PGP - Public Key Submission
Right click the highlighted Public Key you want
to upload for this mailbox and select and click
on Upload.
55
PGP - Public Key Submission
If you have everything in order the public key
file will be transferred to the incoming folder.
When CCS processes your Public Key it will be
removed from your 'Incoming' folder. Please
allow at least 24 hours for processing of your
key, before submitting data.
56
PGP - Public Key Submission
ENCRYPT YOUR DATA USING YOUR PRIVATE KEY AND
COMMONWEALTHS PUBLIC KEY.
First, select the file(s) that you want to
encrypt for upload via FTP. Locate and highlight
the filenames in you file manager (e.g., Windows
Explorer).
57
PGP Data Encryption
The pictures and process are based on using PGP
8.1.0 for Windows and Windows XP. Right click
over the highlighted filenames. Select PGP then
Encrypt and .

58
PGP - Data Encryption
A PGPshell screen will appear and it should
include all your keys,
Your default key will be listed in the
recipients list so that you can decrypt your own
encrypted file.
59
PGP - Data Encryption
Highlight the Commonwealth Clinical Systems,
public key.
 
Left click over the key and drag the file to the
recipients list below.
60
PGP - Data Encryption
The Commonwealth Clinical Systems public key must
be located in the recipients list, otherwise they
will not be able to decrypt your file, and the
file will not be accepted. After you have the
Commonwealth Clinical Systems public key
positioned in the Recipients list, click OK
61
PGP - Data Encryption
The PGP software will begin Encoding/encrypting
the file(s) you highlighted in your file manager
(e.g., Windows Explorer). The following screen
will appear while the file(s) are being
encoded/encrypted.
62
PGP - Data Encryption
After the files have finished being
encoded/encrypted you may need to Refresh the
file manager screen to view the newly
encoded/encrypted file(s). You can do this by
Right clicking over the empty area in the file
manager (e.g., Windows Explorer) and selecting
Refresh.
The files are now ready to be uploaded via FTP to
CCS.
63
PGP - Data Submission
UPLOAD OF ENCRYPTED FILES TO CCS
Open your FTP software, Start, All Programs,
FileZilla, then FileZilla. Microsoft Windows
Explorer (Version 5.1) and FileZilla Version
2.1.6 utilized for the pictures and procedures
shown here. The THCIC Helpdesk has short
instructions for FTP procedures on the THCIC
Warehouse and Support Center webpage -
http//www.thcichelp.com/ftp.htm
 
64
PGP - Data Submission
Type in ftp.comclin.com in the address type
in User your th then your mailbox ID number
(examples Submitter ID thsub000 or
THCIC/Provider ID th000116). Now type in your
password. For this program 21 needs to be typed
into the Port then click on Quickconnect.

65
PGP - Data Submission
Select or highlight the encrypted file or files
you want to upload to THCIC as shown below. You
will also want to open the incoming
folder/directory.
66
PGP - Data Submission
Right click over the highlighted filenames, the
click Upload to copy the files to THCIC/CCS
mailbox.
67
PGP - Data Submission
You will see the files being processed in the
bottom frame, then they will appear in the right
hand frame.
68
PGP - Data Submission
Shortly after the files appear in the incoming
folder they will be copied and their filenames
will be modified by the CCS computer system prior
to the files removal. (As shown below)
69
PGP - Data Submission
Sometimes the files will disappear from viewing
as the CCS computer begins processing the
uploaded files. Now you will wait for an e-mail
response regarding the file submission and its
acceptance or rejection.
70
Question and Answers
Contact the THCIC HelpDesk at CCS first with any
questions. E-mail - THCICHelp_at_comclin.com
Phone Number - 1-888-308-4953