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HIPAA Mailing Services - The Whats & Whys

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Medical and insurance companies often work with mailing and printing companies to produce and send important documents such as bills, notices, receipts, surveys, and patient communications. These documents may contain PHI (personal health information). PHI can include information such as names, addresses, dates of service, diagnosis codes, and even financial data . If any of this information is shared outside the company, they must ensure that all third parties are HIPAA compliant. This is why it is vital for any printing and mailing company that uses a third-party to print and mail these types of documents to make sure they are meeting HIPAA guidelines. A violation can lead to fines, penalties, and lawsuits. Direct mail printers that produce and mail these documents on behalf of healthcare clients must meet HIPAA guidelines as they are dealing with patients’ personal health information. This makes them business associates under the Health Insurance Portability and Accountability Act (...
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HIPAA Violations

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The Health Insurance Portability and Accountability Act (HIPAA) provides a standard for safeguarding personal health information. It applies to health plans, healthcare clearinghouses, and those who conduct certain electronic transactions. HIPAA also includes a part referred to as the Administrative Simplification Rule, which simplifies and standardizes health care transaction protocols. What is considered a HIPAA violation? From lost or stolen devices to improper disposal of records, it’s important for health care employees to understand how to protect PHI. This will help prevent costly breaches that can lead to fines, lawsuits, and negative publicity. Examples of HIPAA violations include: Sharing PHI online: Social media platforms can quickly make private hospital moments public, so health care workers should be careful to limit their use of these tools. For example, one hospital employee was fired after posting a picture of a patient’s chart on social media. Using personal cell pho...
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What is a PO Box Address?

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A PO Box, or Post Office Box, is a lockable mailbox that you rent from your local post office to receive postal mail and packages that aren't delivered directly to your residential or business address. It's a great solution for individuals who want to protect their privacy, small businesses that don't have a physical location, or anyone else who needs a stable mailing address that is easy to use and maintain. Getting set up with a PO Box is fairly simple, and it's pretty much the same process as signing up for any other kind of mail delivery service. The key difference is that instead of putting your street or other address on the first line, you put your PO Box address on the first line and then your street address on the second line. This way, the USPS knows that your PO Box is where you want them to deliver everything, and it helps prevent confusion and lost or returned packages. The main advantage of a PO Box is that it's more secure than having your address p...
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How to Write a Change in Policy Letter?

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A change in policy letter is a formal document that notifies the recipient of any new or updated company policies and guidelines. It is essential for the employees to be aware of these alterations in order to perform their tasks as per the laid down rules and regulations. The main reason for introducing the policy document is to inform the employees of any changes in paid leave, worker evaluation, social media usage, etc. A policy letter is a great way to share this information with the staff and it also conveys that the management cares for them. The letter should be written in a proper business letter format and the first line should include your organization's address, name, and contact information. The next line should state that you are writing to notify the recipient of a change in company policy and the date it will take effect. If the change is a negative one, you can start by discussing the problem and offering a solution. It is better to explain the situation in detail,...
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Tips to Write a Policy Change Letter

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When writing a letter asking a policymaker for support, focus on what will happen and the benefits if they do, not what will happen if they don’t. Policymakers are more likely to support your position if they understand the impact it will have on their constituents. This will help them see that your issue is important and that they should make it a priority. Use facts and personal narratives to help you explain this impact, but be sure that your letter is short and clear. Tip: Be Brief When a company develops new policies or changes existing ones, they need to notify their employees about it. A well-written letter can convey this information successfully and preserve the employer-employee relationship. It is also helpful in maintaining discipline and efficiency within the company. The first step is to use the company letterhead to give a formal look to the letter. Next, enter the recipient’s address in two lines. You may also use the mail merge feature that comes with certain word-pro...
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