Practice - Creating a ZixGateway Inbound HIPAA Routing Policy

In this example, use the predefined HIPAA Glossary entries that are provided with ZixGateway to determine what happens to inbound email messages when the message contains Personal Health Violations in any combination of the subject, body or attachments.

To create an inbound routing policy

  1. On the Status window, select a cluster.
  2. Under the Manage Policies tab, select the Routing tab.
  3. Enter “Inbound HIPAA Policy” in the Label field.
  4. Select the arrow next to the From field and select Enable All Patterns.
  5. Select the arrow next to the To field and select Enable All Patterns.

Next, define the content pattern

  1. Click .

    The Glossary and Bindings dialog displays.
  2. In the HIPAA Violation (standard) row, select the Subject, Body and Attachments check boxes.
  3. Click OK.

    The Glossary and Bindings dialog closes and the glossary items selected show in the Subject, Body and Attachments lines of the Edit a Routing Policy form.
  4. In the Send Options row, select Send.
  5. In the Delivery Method row, select Send per policy.
  6. In the Policy Trigger row, select Outbound.

In the lower section of the form, set up the policy to send a custom notification to the sender who originally sent the message that contained PHI.

  1. In the Recipient row, select Sender.
  2. In the Send Format row, select No Original.
  3. In the Subject row, select Custom and enter a custom subject line in the text box.
  4. In the Message row, select Custom and enter a custom message in the text box.

    For examples of custom email message text for use with ZixGateway Inbound policies, see Sample Custom Email Messages.
  5. Select the custom message text, and copy it to the clipboard, then select Text from the drop-down list under the Custom Message text box and paste it in.

    This ensures that users will receive the message in either HTML or text format, depending on the settings of their email client.
  6. Click Apply (at the right of the tab).

Now set up the policy to send a custom notification to an administrator to notify them that a message was sent to your organization that contained PHI.

  1. In the Recipient row, select Address and enter the email address for your internal system administrator.
  2. In the Send Format row, select As Attachment.
  3. In the Subject row, select Custom and enter a custom subject line in the text box.
  4. In the Message row, select Custom and enter a custom message in the text box.

    For examples of custom email message text for use with ZixGateway Inbound policies, see Sample Custom Email Messages.
  5. Select the custom message text, and copy it to the clipboard, then select Text from the drop-down list under the Custom Message text box and paste it in.

    This ensures that users will receive the message in either HTML or text format, depending on the settings of their email client.
  6. Click Apply (at the right of the tab).
  7. Click Apply (at the bottom of the tab).

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