Encrypted Email Details

Facilitate Compliance

Encrypted Email automatically filters and scans your emails to help protect your company against data loss. This helps you comply with HIPAA, SOX, GLBA, California’s Security Breach Notification Act, the Massachusetts Encryption Law, and many other regulations.

Comprehensive Protection

As a critical piece of your company’s overall privacy strategy, Encrypted Email helps you to monitor email content, identify confidential information that’s leaving your company and track where it is being distributed.

This is a powerful compliance tool for organizations in the health care, legal and finance industries or operating in states with privacy protection laws.

Easy to Manage and Use

For users: No additional software or plug-ins required. Send an email to any recipient. It’s just that easy.

For admins: You determine which regulations affect your business and which users you need to control. Matrix Communications hosts and manages the hardware and software to enable the encryption/decryption process and manage digital identities. We also provide a powerful web-based administration console from which you set, review and customize your organization’s privacy policies and administer users.

Jump-start your efforts with a wide variety of commonly used rules, dictionaries, and expressions or create complex rule chains to suit your organization’s unique needs. In addition to encrypting messages, you can monitor all messages and reject those that do not comply with company policies and procedures. Our analytics tool tracks every message that’s been processed and provides summary diagrams and detailed searchable reports.

Includes HIPAA Templates

Using the templates, Encrypted Email subscribers are able to select from among a pre-built list of rules to determine which emails contact protected health information (PHI) and need to be encrypted.

The HIPAA templates include pre-determined compliance code sets, keywords, and policies built from the most current industry information, including:

→ Current Procedural Terminology (CPT) – American Medical Association’s CPT® codes and their descriptions are the most common form of communicating a health-related service

→ International Classification of Diseases (ICD) – The most common form of communicating a disease or condition. Both 9th and 10th Clinical Modifications are included (ICD 9/10 CM)

→ Health Care Common Procedure Coding System (HCPCS) – The common form of communicating ancillary services and supplies that are billed to third party insurers

→ National Drug Codes (NDC) – the common codes for medications that are prescribed or ordered. The Food and Drug Administration (FDA) and Centers for Medicare and Medicaid Services (CMS) mandate the format for NDC codes

→ Claims Adjustment Reason Codes and Remark Codes (CARC/RARC) – the most common standards used by health insurers to describe a payment made for a service line that has been submitted on a claim

→ Inpatient Fee For Service Codes (FFS) – These codes are used to designate inpatient fees incurred by a patient

→ National Provider Identifier (NPI) – NPI is a unique 10-digit code number that the CMS issues to registered healthcare providers in the US and is used by payers such as insurance companies to issue payment to the provider

→ US Social Security Numbers – Social Security Numbers have become a de facto form of national identification and historically used in health care related activities for ID purposes

→ Protected Health Information (PHI) – Keywords indicating a likely inclusion of some PHI

The templates are updated quarterly to ensure the most up-to-date HIPAA information is included.

The HIPAA templates are only available from Matrix Communications. They are included at no additional charge with our policy-based Encrypted Email service.

Secure Mail (User-Level Encrypted Email)

If you’re looking for user-level encrypted email, Matrix Communications’s Secure Mail service enables users to send emails with end-to-end encryption, so important documents such as contracts or company plans can now be safely sent via email.

Who Needs Encryption?

Email stored inside Exchange is secure. But most emails in transit are not secure. They are unencrypted and can easily be viewed without the sender or recipient ever knowing. This can cause security and regulatory issues when you send contracts, financial statements, strategic documents and other confidential data.

Matrix Communcations’s Secure Mail service helps make it safe for companies to send critical information via email.

How Secure Mail Keeps You Protected

Matrix Communications Secure Mail is a secure and regulations-compliant email solution:

→ End-to-end encryption. This means that the message is encrypted in the senders’ desktop/PC/laptop and only unencrypted once it reaches the recipient’s mailbox.

→ Military-grade security. Secure Mail encryption is based on PKI with 1024-bit RSA keys, X.509 and S/MIME. These are the industry’s trusted standards.

→ Digital signatures. Each email is digitally signed and allows for an “electronic signature”. Your email recipients can feel assured that you wrote and sent the email—not an impostor.

Benefits of Secure Mail

→ Easy installation. Secure Mail is easy to install (a simple Outlook plug-in) and works immediately. You can even install the program on multiple computers for each user.

→ Send secure emails to anyone. Recipients of Secure Mail do not need to be subscribers to access the encrypted email.

→ New capabilities.  Secure Mail uses digital signatures to define the sender’s identity. It helps guarantee message integrity, so you can safely send important documents, confidential information and contracts via email.

→ No upfront investment. Because it is a hosted solution, there are no upfront investments in hardware, certificates or other expensive yearly certificate renewals. You simply pay a monthly fee per user.

encrypted email

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