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Setting Up Your BetterMynd Platform

Technical and compliance FAQ

As you prepare to onboard with BetterMynd, here are some setup questions to consider.  We will discuss technical needs in depth during our initial planning so that you can prepare campus partners who may be involved in the process. 

 

How will students log in to their BetterMynd account?

This ensures that students from your campus are connected to your unique dashboard. 

There are 2 options:

  1. Option 1: Students can log in with their campus email 
    Students use their campus email credentials to access BetterMynd. Our team will connect with your campus IT department to implement this integration in a few simple steps. 
  2. Option 2: Students create their own username and password
    A student creates a username and password that matches your domain (ex: studentname@university.edu).  No technical work is required. 

How will students receive access to session credits on BetterMynd? 

BetterMynd requires a list of student email addresses to determine who can access counseling sessions in an academic year.  Obtaining the list may involve support from your campus IT or registrar’s office. 

  1. Option 1: Consistent Basis List Sharing
    This requires initial technical integration setup, then automatically updates student access lists on a regular cadence determined by the campus (known as “Secure File Transfer Protocol” or SFTP by IT departments).
  2. Option 2: Manual List Sharing
    No technical integration is required. Lists can be shared via a password protected file or restricted link for only those who need access.

Other considerations

Does your campus IT team require advance notice?

BetterMynd’s integrations are typically accomplished with a few asynchronous emails or 1-2 focused Zoom calls, taking an average of one week to complete. If the campus IT department requires advance notice, please alert them and confirm their availability and timeline with your desired launch date. 

You may also want to share documentation related to Single Sign On (SSO) integration and allowlisting for emails.

BetterMynd’s compliance and PII collection policies

  1. HIPAA compliant video - BetterMynd complies with all applicable data privacy laws, including applicable state and federal laws related to healthcare and education data security and privacy. BetterMynd aligns with security features and policies of HIPAA to support confidentiality and privacy. The counselors and students engage in video-based therapy sessions using HIPAA-compliant Zoom software. Annually, employees are trained in HIPAA privacy practices, to support the company’s privacy and data protection efforts. 
  2. Storing student information - BetterMynd is hosted on US-based AWS servers (Amazon Web Services). Databases holding sensitive data are network isolated and users only gain access to this data through the BetterMynd application. Role based authentication is used to limit what data users have access to. 
  3. Information collected about students registered on the platform 
  4. Required – Name, email, phone, date of birth, campus affiliation, city/state of residence, use of credits, attendance outcomes 
  5. Optional – Mental health concerns, ethnicity, gender identity, preferred language, biography, student ID