Below are some helpful tips for using Zix E-mail encryption tools.
How Can I Use Zix E-mail Encryption Tools?
There are 2 methods for using Zix tools:
ZixSelect Toolbar: If you use a PC and Microsoft Outlook, you can download a special ZixSelect toolbar that will enable you to send encrypted e-mail in a single-click. In order to install this, you must contact the NYEE IT Help Desk at 212-979-4273.
Zix Keywords: If you use a Macintosh and/or do not use Microsoft Outlook, you can still send encrypted email by inserting special Zix Keywords into the subject line of your email message.
When Should I Use Zix E-mail Encryption Tools?
You should use Zix tools to encrypt any email message that contains Protected Health Information (PHI). PHI is any information about health status, provision of health care, or payment for health care that can be linked to an individual.Typical examples of PHI include:
- E-mail Address
- Social Security Number
- Medical Record Number
- Account Number
- Birth Date
- Claim #
If you try to send an email with PHI to an outside email recipient, you will receive a bounce-back message indicating a possible email policy violation.
If Zix detects Protected Health Information (PHI) in an email message, you will receive a notification email from email@example.com. You will need to re-send the message using either the encryption toolbars for Microsoft Outlook or encryption keywords.
Don't Think Your Message Contains True PHI?
You can override encryption by using the Plaintext button on the Encryption toolbar OR by inserting the "override" keyword in the subject line of your message. You should only override encryption if you are certain your message does not contain PHI.
How Will Recipients of the Encrypted E-mail be Able to Decrypt the Message?
Recipients of encrypted email will not receive the contents of the message in their regular inbox. Instead, they will receive an email with a link to the NYEE Secure E-mail Message Portal. The recipient will need to create a password which will enable them to log into the secure portal, receive the message, and (if desired) reply to the message. There is no cost or registration and it is very easy to do. Before you start sending encrypted messages with Zix, we recommend that you alert your email recipients of our new procedure for sending encrypted email. View sample text that you can use.
The Recipient of My Encrypted E-mail Cannot Log onto the Portal Because their Account is Locked. Can their Password be Reset?
Go to NYEE's Zix Secure Email Message Center. Click on "Change Password" and follow the instructions.