How healthcare entities can successfully navigate the challenges of mailing HIPAA-compliant materials
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If healthcare organizations are sending correspondence through the mail, they must ensure their materials are HIPAA-compliant—no ifs, ands, or buts about it.
HIPAA-compliant mailing services make sure sensitive medical information is sent, stored, and delivered securely to protect patient health information and comply with the Health Insurance Portability and Accountability Act. Maintaining HIPAA compliance is essential to prevent data breaches, maintain trust with members, and avoid penalties such as hefty fines and possible jail time.
That’s why healthcare entities should work with a robust communications solution that offers HIPAA-compliant printing and mailing services. It can reduce the risk of HIPAA violations in your mailing strategy and save you from severe legal consequences.
Keeping your communications safe, compliant, and engaging
Clarity has been helping healthcare organizations with their HIPAA-compliant printing and mailing services since 2007. Our enterprise solution produces more than 150 million member communications each year, including correspondence sent via mail.
Our solution offers key features that help payers adhere to HIPAA regulations, including:
Request a demo with our team to discuss these benefits, plus other healthcare direct mail tips that get results.
Clarity has helped clients ensure their mailing services are HIPAA-compliant for the last 16 years. We produce communications for more than 100 health plans nationwide, utilizing data and technology to create smart and compliant solutions for healthcare entities. We partner with clients to enhance their communications strategy and not just achieve—but exceed—their goals.
We’re proud to offer a robust solution for optimized engagement that elevates key client initiatives and creates seamless correspondence for members. We invite you to demo the Clarity solution today if you’re ready to:
Request a demo today to see how it all works—and how easy it is to get started.
Start crafting your compliant materials and enhance your communications strategy
We get it—it can be overwhelming to implement a new system and get everyone trained on it. That’s why we made Clarity’s application and implementation as simple and user-friendly as possible. It’s easy to get started, and once you get up to speed, you’ll be grateful you took a sound step toward more secure and compliant mail communication. Plus, the Clarity team will be with you from demo to launch, providing you with ongoing testing, learning, and optimization of your communications in order to get the most engagement from your health plan members. Our team can’t wait to give you this invaluable peace of mind.
What are HIPAA-compliant mailing services?
HIPAA-compliant mailing services ensure that all sensitive patient health information remains confidential and secure during the mailing process.
How does HIPAA define PHI?
HIPAA defines Protected Health Information (PHI) as any information related to health status, provision of health care, or payment for health care that can be used to easily identify an individual.
What are some examples of PHI?
Examples of PHI include demographic information (e.g., name, address), medical records, test results, and health insurance information.
How do HIPAA-compliant mailing services ensure sensitive patient data is protected?
These mailing services implement measures to protect PHI, including secure data transmission, access controls, and incident reporting and response.
Are there specific requirements for handling physical mail with PHI?
Yes, these requirements include, but are not limited to, sending mail via First Class postage and sending mail in non-transparent envelopes or packaging
What measures should be taken to prevent unauthorized access to PHI during the mailing process?
There are several precautions that should be taken, including limiting authorized personnel who have access to PHI, utilizing secure printing, investing in tamperproof envelopes and packaging, and tracking your communications.
How long should you retain PHI records sent through mailing services?
Generally, HIPAA requires a six-year retention period from date of creation or date the records were last used, whichever is most recent. However, retention periods for PHI vary based on federal (e.g., Medicare, Medicaid) and state laws, as well as internal organizational policies.
What reporting is required to prove HIPAA compliance in mailing services?
Technically, there are no reporting requirements to demonstrate HIPAA compliance. However, it’s essential that entities have documentation to provide safeguards and prove compliance in case of audits.
What are the legal and financial consequences of a HIPAA violation in mailing?
Non-compliance can lead to severe consequences, depending on the level of negligence. Fines can range from $100 per violation to tens of thousands of dollars per violation. People may also face jail time, depending on the severity of the violation.
How can healthcare entities stay compliant with HIPAA in mailing services?
There are several ways to stay compliant, but the best way is to utilize a software solution, like Clarity, to ensure the secure creation and delivery of communications and the safeguarding of patient privacy.
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