How to Set Up Auto Forwarding for OTP Emails in Outlook and Gmail

How to Set Up Auto Forwarding for OTP Emails in Outlook and Gmail

Revenue Cycle Management · Portal Access

A one-time mailbox rule that routes portal verification codes directly to Adit’s RCM team.

Many insurance payer portals require two-factor authentication (2FA) at login. When Adit’s RCM team authenticates on your practice’s behalf to run eligibility verifications, the resulting one-time password (OTP) is delivered to the practice’s registered email address rather than to Adit directly. Without a way to relay that code, verification requests stall until someone at the practice retrieves and shares it manually.

Configuring an auto-forwarding rule removes that dependency. Once set up, any OTP email matching the criteria you define is copied automatically to rcmverify@adit.com, your own inbox continues to receive the original message unchanged, and Adit’s team can complete authentication without contacting your front desk. This is a one-time setup per mailbox; instructions for both Outlook and Gmail are provided below.

Before You Begin

  • You’ll need access to the email account currently used to log in to your insurance portals (the account 2FA codes are sent to).
  • Administrator rights may be required if the mailbox is managed centrally through Microsoft 365 or Google Workspace.
  • In Gmail, adding a forwarding address requires a one-time confirmation, approved from the account’s registered mobile device.
Outlook Gmail

Setting Up Auto Forwarding in Outlook

1

Sign in to Outlook Web

Go to Outlook Web and sign in with your email credentials.

2

Access Outlook Rules

Click Settings (⚙️) in the upper-right corner, then Mail > Rules.

Outlook Settings and Rules navigation
3

Create a Forwarding Rule

  1. Click on Add new rule.
  2. Give your rule a name (e.g., “Forward OTP Emails”).
  3. Under Add a condition, select Subject includes or From and enter the relevant keyword(s), such as “OTP” or the insurance portal’s sender address. A narrower condition reduces the chance of unrelated mail being forwarded.
  4. Under Add an action, select Forward to and enter rcmverify@adit.com.
  5. Click Save to activate the rule. Forwarding applies only to mail received after the rule is saved.
4

Test the Forwarding Rule

Log in to the insurance portal and confirm the OTP arrives at rcmverify@adit.com shortly after it reaches your own inbox. If it does not, review the rule’s condition and rule order in the Outlook Rules list, since a broader rule earlier in the list can sometimes intercept the message first.

Setting Up Auto Forwarding in Gmail

1

Sign in to Gmail

Go to Gmail and sign in with your email credentials.

2

Enable Email Forwarding

  1. Click on the Settings (⚙️) icon in the upper-right corner.
  2. Click See all settings.
  3. Navigate to the Forwarding and POP/IMAP tab.
  1. Under Forwarding, click Add a forwarding address.
  2. Enter rcmverify@adit.com and click Next. Gmail treats this as a security-sensitive change, so a confirmation step follows.

Note: Google sends a push notification to the mobile device associated with this account to confirm that the forwarding address was added intentionally. Approve the prompt on that device before continuing; the forwarding address cannot be activated until this confirmation is completed.

Open the verification email sent to rcmverify@adit.com and click the confirmation link.

3

Create a Gmail Filter for OTP Emails

Adding the forwarding address in Step 2 makes forwarding possible; a filter is what actually applies it to OTP emails specifically, rather than forwarding every message in the mailbox.

  1. Return to Gmail settings and go to the Filters and Blocked Addresses tab.
  2. Click Create a new filter.
  3. In the From field, enter the email address of the insurance provider.
  4. Alternatively, in the Subject field, enter keywords such as “OTP” or “verification code”.
  5. Click Create filter.
  6. Select Forward it to and choose rcmverify@adit.com from the dropdown menu.
  7. Click Create filter to finalize the setup.
4

Test the Forwarding Rule

Log in to the insurance portal and confirm the OTP arrives at rcmverify@adit.com.

Security & Troubleshooting

Forwarding rules move a copy of sensitive authentication data outside your primary mailbox, so a few safeguards are worth keeping in mind once the setup above is complete.

✓ Restrict the destination. Only rcmverify@adit.com should receive forwarded OTPs. Confirm the address before saving each rule or filter.

✓ Some portals resist forwarding. Payers that detect forwarded mail or bind OTPs to the originating IP address may reject them; in that case, manual login by the practice remains the fallback.

✓ Revisit rules after email changes. Password resets, mailbox migrations, or new IT policies can silently disable forwarding; periodic verification is recommended.

✓ Fully reversible. The rule or filter can be edited or removed at any time from the same settings screen, with no impact on normal mail delivery.

Once configured, OTP delivery to Adit’s RCM team requires no further action from the practice. For assistance with setup or portal-specific issues, contact the Adit Support Team.


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