A Guide to Understanding  and Using NSM's Secure Email System

ZixMail is a contract email encryption service utilized by National Seating & Mobility (NSM), that makes it easy to securely send and receive confidential information. Emails requiring security are encrypted and delivered using ZixMail, and only the intended recipient can open the encrypted email.

HIPAA regulations require healthcare providers such as NSM to:

• Put in place safeguards to protect the Private Health Information (PHI) of its clients.

• Reasonably limit uses and disclosures of PHI to the minimum necessary to accomplish its intended use.

• Have contracts in place with contractors and others ensuring that they use and disclose PHI properly and safeguard it appropriately.

• Have procedures in place to limit who can view and access

PHI, as well as implement training programs for employees about how to protect PHI. To help meet these requirements, NSM utilizes ZixMail to provide a time-saving, automated method of ensuring that emails containing sensitive PHI are sent securely.

ZixMail works by automatically scanning any out-going emails sent from the NSM network for sensitive information (e.g., PHI, credit card numbers, SSAN, etc.). If any sensitive information is found, ZixMail encrypts the email, so it may be delivered and read only by you.

You will first receive a notification in your regular email inbox informing you that a secure message from NSM is waiting to be read. You will then be asked to click the link provided to view the message. The notification will look like the following:

When you click the link to view the message, you will be taken to a portal that looks like this:

If this is the first time you have received a secure email from NSM, you will need to register by creating an ‘account’ with a password.  Once you have created your account and get access to the email, it looks like this:

The tabs across the top of the window provide full functionality to review old emails, reply, organize and save them, as well as other actions.

The Secure Message Center “Welcome” page gives you an option to change or reset your own password. On the Welcome screen, you will find a link to the “Change your password” screen. On the “Change your password” page, simply enter your email address, a new password, and a password reminder phrase. Please ensure your password meets the “Password Rules” which are also listed on this page. Upon submitting your new password, a confirmation email will be sent to you containing a link to accept or activate the new password. Please click on the link only once. Any subsequent clicks will result in an error message; however the new password will have been activated. After the password has been reset, an “activation successful” message will be displayed along with a “continue” button. When the continue button is selected, you will be taken back to the Secure Message Center Welcome page. You can now sign in with your email address and new password.

A. Yes. The passwords can be synchronized. Keep in mind that the two are not linked. ZixMail’s password will not automatically be updated when your e-mail account password is updated.

A. No. There is no cost to you to receive and reply to ZixMail messages.

A. No. ZixMail requires no extra hardware or software to be added to your computer.

A. ZixMail messages have an expiration date, which appears in the last column of the messages list. This is the date that the message will be deleted from ZixMail. When deleted, the message does not go into a “Trash” folder but is truly deleted from ZixMail and CANNOT be retrieved in the future. The “Expires” date will also appear within individual messages.

A. Please contact NSM Technical Support to help you with any problems you may encounter. The number is: 1-866-457-1254.