HIPAA-Compliant Mailing Services – A Must for Healthcare Communications

How healthcare entities can successfully navigate the challenges of mailing HIPAA-compliant materials

  • Highlight the advantage of your health plan
  • Increase engagement around high-priority initiatives
  • Build lasting relationships with members

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What Are HIPAA-Compliant Mailing Services?

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.


Our HIPAA-Compliant Mailing Services

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:

  • Secure Data Handling — Protecting PHI every step of the way
    Our solution runs on a powerful system that ensures data security during the mailing process, protecting PHI and limiting risk.
  • Tracking and Reporting — Keeping correspondence accountable and traceable
    We provide comprehensive tracking and reporting systems, making it easy for clients to stay accountable and compliant with their communications.
  • Expert Consulting — Navigating your path with support at every turn
    We’re proud to have a team of talented experts who work closely with clients to ensure their mailing strategy is compliant and engaging. We stay up to date on the latest regulations to ensure our clients’ communications are meeting those criteria.
  • Robust Tech Stack — Using industry-leading technology to stay compliant
    The Clarity solution is secure and scalable thanks to our comprehensive tech systems, which produce engaging materials while protecting sensitive data. We maintain HITRUST certification and complete regular SOC 2 Type 2 audits, so clients can be confident in the security of our solution.
    Using a system that covers HIPAA-compliant mailing services has many benefits, but the biggest one, in our opinion, is the peace of mind it offers. It saves time, keeps data safe, and seamlessly mitigates risk. No two systems are built the same though, so it’s crucial to find a solution that best meets your needs.

Request a demo with our team to discuss these benefits, plus other healthcare direct mail tips that get results.


Why Choose Our HIPAA-Compliant Mailing Services?

We combine technology with expertise to craft compelling and compliant communications

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:

  • Increase engagement
  • Make strategic decisions based on sound data
  • Ensure your communications are regulatory compliant
  • Improve your communications strategy across channels, including direct mail

Request a demo today to see how it all works—and how easy it is to get started.


Get Started With Our HIPAA-Compliant Mailing Services

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.


Frequently Asked Questions

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.

Clarity by the numbers…

Trusted by 100+ payer clients

150M+ member communications sent annually

99.8% on time or early delivery

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Discover The Benefits of Choosing Clarity

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