Practice - Creating a Routing Policy to Block HIPAA Plaintext

This example returns the message to the sender when the sender attempts to send HIPAA information using the ZixSelect Send Unencrypted button.

To create the recommended HIPAA routing policy:

  1. On the Manage Policies tab, select the Routing tab.
  2. Enter “Block PHI for Send Unencrypted” in the Label field.
  3. Select the arrow next to the From field and enter "*@*.zixcustomer.com”, then click Add Pattern.
  4. Select the arrow next to the To field and select Enable All Patterns.

Next, create the content pattern

  1. Click to reveal the Glossary and Bindings dialog.
  2. Find the entry for HIPAA Violation (standard) and select the Body and Attachments check boxes.
  3. Click OK.

    4. The Glossary and Bindings dialog closes and the selected glossary item displays in the Body and Attachments lines of the Edit a Routing Policy form.

  4. In the Client Buttons row, select Send Unencrypted.
  5. In the Trigger Point row, select Outbound.
  6. In the Message Action row, select Do Not Send.
  7. In the Recipient row, select Sender.
  8. In the Send Format row, select Original to return the message to the sender.
  9. In the Message row, select Custom.
  10. In the Custom Message text box, type your message. For example:

    11. This message contains Protected Health Information (PHI) in the body and/or attachments. This message must be encrypted and therefore can not be sent using the ZixSelect Send Unencrypted button. Please resend it using the ZixSelect Encrypt & Send button.

  11. 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.

    12. This ensures that users will receive the message in either HTML or text format, depending on the settings of their email client.

  12. Select HTML and then Text from the HTML/Text list to confirm that both versions of your routing message are defined.
  13. Click Apply (at the right of the tab).
  14. Click Apply (at the bottom of the tab).

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