As a healthcare organization, you are constantly sending mails that include important papers and documents. When doing this, you will have to send HIPAA compliant direct mailing to follow certain rules. Of course, you can only do this once you understand the various rules and regulations.
So, if you want to send direct mail that is compliant with HIPAA, you have come to the right place. Here is everything you need to know about it.
The Types Of Communications You Can Send Through Direct Mail
HIPAA states that there are certain things you can send to your patients through USPS mail. These communications include:
- EOC (explanation of coverage)
- EOB (explanation of benefits)
- At-home medical testing
- Notices and letters
- Billing inserts and statements
All of these are the types of communications that have to be compliant with HIPAA. That is because it ensures the privacy and security of the patients you are dealing with.
How To Make Sure Your Direct Mail Is HIPAA Compliant
It is important to send HIPAA-compliant direct mail. Here are some guidelines that will ensure compliance on your part:
Partner With A Direct Mailer That Complies With HIPAA
You must partner with a direct mailer that is HIPAA compliant to ensure that they know how to deliver sensitive data. Using an unauthorized mailer will be a direct violation of HIPAA rules and regulations. Once you choose such a mailer, you will not have to worry about privacy.
That is because they will not have access to the personal health information (PHI) of your patients. So, make sure that you do your research and select healthcare direct mailing services that are compliant with HIPAA.
Nothing Important Should Be Visible In The Envelope Window
While HIPAA doesn’t require you to use a special type of envelope or mail, you still have to make sure that important information is not showing through the envelope window. This is an important privacy rule that you need to follow when sending direct mail. You can avoid using translucent envelopes altogether.
That is because you can read the content when you hold such envelopes to the light. Instead, make sure that the mailer you choose doesn’t show any content. It will improve the privacy of your patients in no time.
Don’t Disclose Any PHI (Protected Health Information)
As a healthcare organization, you have to make sure that you are not disclosing any PHU in the mail. That is because the information can be related to the past, present, or future of the patient and their condition. If there is any PHI in your mail, make sure that you take it out before you send the mail.
If you have to include this information in the mail, then you will have to take extra steps to ensure that only the owner of such information will receive the envelope and open it.
Use First-Class Postal Mail For PHI Packages
Keep in mind that you need to use first-class postal mail for PHI packages. Such a requirement applies to insurance information, states with service dates, and anything else that contains personal health information. On the other hand, if your organization sends monthly reports, you also need to use first-class mail for it.
That is because such mail will enable you to track packages and give you more control over this process. You can also use certified postal mail if you like, depending on your case.
Final Thoughts
We now hope you have understood how you can send HIPAA-compliant direct mail to your patients. So, make sure you follow these guidelines, and you will be good to go.