HIPAA Compliant Mailing

HIPAA Compliant Mailing

One of Spectra’s services includes an all-in-one-solution with printing and direct-mailing media for our healthcare customers. We are HIPAA Compliant mailing certified. Our print management team is trained to handle direct mailing projects in a manner that stays within the guidelines of HIPAA. We preserve the confidentiality of protected health information (PHI) through every phase of printing, fulfillment, shipping, and delivery.

What is HIPAA?

Congress passed an act in 1996 to standardize the handling of an individual’s PHI. This act is what’s known as HIPAA (The Health Insurance Portability and Accountability Act.) Standards are enforced under HIPAA to protect confidential data on a person through secure protocols. People now have the right to have their personal information safeguarded and protected under HIPAA. Mailings sent to a targeted audience with health-related content must comply with HIPAA. Data management of PHI must be protected and kept confidential. At Spectra, if waste comes from jams or other issues, pieces are shredded. Our facility has cameras and entry management. We also print direct mail pieces that mail to potential clinical trial volunteers.

What is HIPAA Fulfillment?

HIPAA fulfillment describes the distribution of mailers, promotional products, and other materials that fall under the jurisdiction of HIPAA’s privacy rules. A fulfillment company must be able to recognize when a given project is subject to these rules, and the entire team handling that project must be informed and equipped to comply with them completely. By choosing Spectra as your fulfillment provider for materials that relate to medical and personal information, you enjoy the assurance that your audience’s data is protected at every step of the process.

Responsibilities of HIPAA Compliant Mailing Companies

In order to be considered HIPAA compliant, mailing companies must protect the medical and personal information that is included under the legislation’s guidelines. HIPAA compliant printing and mailing services do not display a patient’s health condition, medical equipment being used, finances, or other data that must be kept private. Some of the categories included under HIPAA protection may seem obvious, but many are not. Spectra Integration has an expert privacy officer and data manager who oversees our operations and ensures that we execute HIPAA compliant mailing services. HIPAA compliant direct mail is a great way for hospitals, clinical trial recruiters, and other organizations in the healthcare industry to reach patients in a manner that is effective yet respects the privacy of their medical and other personal information.

Personal Data (PHI) That Falls Under HIPAA

HIPAA compliant mailings should not have the following:
  • Health Conditions
  • Medical Equipment
  • Finances
  • Address
  • Health Plan
  • Health Provider
  • Date of Birth
  • Date of Death
  • Treatment-Related
  • Social Security Number
  • Photos
  • Finger Prints
  • Phone number

HIPAA Compliant Mailing Uses

  • Correspondence to patients that include invoices, statements, or letters.
  • Inserts included with correspondence to a patient.
  • EOBs (explanation of benefits)
  • EOCs (explanation of coverage)
  • Breach of security notifications
  • Educational mailers on medical procedures

HIPAA Marketing Fulfillment

Hospitals, private practices, clinical trial recruiters, and other organizations in the healthcare space must abide by HIPAA guidelines when sending marketing materials to their audience. Balancing patient privacy with the goals of these marketing efforts is a difficult balance to achieve, yet absolutely necessary. Our team at Spectra has many years of experience in HIPAA marketing fulfillment, and we are ready to help you design and execute a marketing campaign that gets fantastic results while keeping your audience’s private information private.

How Spectra Maintains HIPAA Compliance

We maintain strict adherence to HIPAA through a series of best practices and protocols to ensure every piece of a HIPAA compliant mailing is secure. Through a streamlined multiple-process model, Spectra protects the integrity of PHI in HIPAA printing and mailings while employing stringent quality control measures. We provide you an effective, secure print solution that is cost-effective, risk-reduced, and HIPAA compliant.

Our 3-Ps For HIPAA Compliance: Procedures, Protection, and Planning

Personnel who directly manage HIPAA-related materials must undergo rigorous training to adequately and safely maintain data integrity through every phase of a direct mail. Additionally, Spectra has practiced in place to monitor adherence to HIPAA protocols.

Procedure: Throughout the Printing and HIPAA Compliant Mailing Process

  • Standard Operating Procedures
  • Standards of Conduct
  • HIPAA Training

Protection: Over PHI Throughout the Printing and HIPAA Compliant Mailing Process

  • Privacy Officer/Data Manager – Brandon Redding

Benefits of Partnering With a HIPAA Compliant Printer

Violating HIPAA can result in hefty fines. You’ll have peace of mind knowing your direct mail does not compromise PHI or HIPAA compliance. Preserving and protecting personal data is something any reputable business should strive for. Leaky, insecure infrastructure easily leads to data breaches, which can result in identity theft. It’s vital that your printer is not only HIPAA compliant certified, but also has the technology in place to protect data. The repercussions of failing to have these necessary tools and strategies onboard lead to HIPAA fines and potential legal issues. You have a trusted partner with Spectra when it comes to your HIPAA compliant mailing. Give us a call today.

Multiple Solutions Bundled Into One

Spectra’s All-In-One Solution Under One Roof


What is considered PHI under HIPAA?
PHI is health information in any form, including physical records, electronic records, or spoken information. Therefore, PHI includes health records, health histories, lab test results, and medical bills. Essentially, all health information is considered PHI when it includes individual identifiers.
Who must be HIPAA compliant?
Hospitals, doctors, clinics, psychologists, dentists, chiropractors, nursing homes and pharmacies are considered Healthcare Providers and need to be HIPAA compliant. Examples of Health Plans include health insurance companies, HMO’s, company health care plans, Medicare and Medicaid. Printing, mailing and fulfillment companies that handle PHI information must also be HIPAA compliant.
Is first class mail considered HIPAA compliant?
At a minimum, PHI must be sent through first class postal mail according to HIPAA. Certified mail requires recipients to sign for it, as such it can only be delivered to the intended recipient. Certified mail can also be tracked ensuring that PHI is not accessed by unauthorized individuals. HIPAA compliant printing and mailing companies can guide you through this process.
What are the four main rules of HIPAA?
There are four key aspects of HIPAA that directly concern patients. They are the privacy of health data, security of health data, notifications of healthcare data breaches, and patient rights over their own healthcare data.
How do HIPAA compliant printing companies stay HIPAA compliant?
Enlist professional help, Conduct an annual risk assessment, Conduct frequent penetration testing and vulnerability scans, Ensure application security, Educate employees about HIPAA compliance and security and Review you Business Associate Agreements (BAAs).
Is it a HIPAA violation to mail medical records?
The HIPAA mailing medical records to patients rules do not require that any one service be used, nor do the HIPAA mailing medical records to patient rules prohibit the use of any one service. Transmitting paper or other tangible PHI by US Mail or delivery services such as UPS, FedEx and DHL are permissible.
What are the three rules of HIPAA that printers, mailing services and fulfillment services must adhere to?
The Privacy Rule, The Security Rule, The Breach Notification Rule
What is a HIPAA compliance checklist?
HIPAA IT compliance concerns all systems that are used to transmit, receive, store, or alter electronic protected health information. Any system or software that touches ePHI must incorporate appropriate security protections to ensure its confidentiality, integrity and availability.
What is an example of a HIPAA violation?
The most common HIPAA violations that have resulted in financial penalties are the failure to perform an organization-wide risk analysis to identify risks to the confidentiality, integrity, and availability of protected health information (PHI) and the failure to enter into a HIPAA-compliant business associate agreement.
What is not considered a HIPAA violation?
A business requiring you to show proof that you’ve been vaccinated before you can enter is not a HIPAA violation. Your employer requiring you to be vaccinated and show proof before you can go into the office is not a HIPAA violation.

Spectra’s Charleston Fulfillment Center

Get in touch with us today to find out more about how Spectra’s Fulfillment Services Center and Warehouse in Charleston can help.