Secure Messaging (E-Mailing) Implementation

HIPAA requires that all communications containing Protected Health Information (PHI) be secured. To help implement this important security measure, UMDNJ has partnered with ZixCorp, a leader in secure e-messaging services, to protect UMDNJ's e-mail and ensure that all PHI remains confidential. In this regard, UMDNJ has installed ZixVPM (Virtual Private Messenger), an e-mail solution that encrypts and protects e-mail containing PHI.

Internal email are secured seamlessly without any manual intervention, while email leaving the University must be protected so that it cannot be intercepted.

Email that contains PHI meeting the pre-defined criteria as outlined below will be encrypted and forwarded to a secure Message Center for retrieval by the recipient. During this process, the recipient will be notified that they have a ZixMessage Center Message and will be given a web link to retrieve the secure e-mail. There will be a one time registration process for the recipient prior to retrieving the secure e-mail.

How to Encrypt an Email

1. To manually encrypt an e-mail that the user believes contains protected health and/or sensitive information, the user must type ZixSecure into the subject line and/or the body of the e-mail. This will then, regardless of the information contained in the message, be encrypted.
2. For the automatic encryption process to occur, all e-mail must meet the following criteria in order to be encrypted:
   1. Contain a personal identifier, i.e. date of birth, social security number, medical record number, vehicle identification number, driver's license number; AND
   2. Contain a disease and/or a condition

FAQ's regarding secure e-messaging are available at: www2.umdnj.edu/hipaaweb/security/

To ensure broadened user awareness, we ask that you share this information with vendors, affiliates and other individuals who this endeavor may also pertain to.