Healthcare Mailing Services
Spectra serves healthcare clients with HIPAA compliant, affordable, and dependable healthcare mailing services.
HIPAA Compliance and Data Security
Spectra’s patient statement and other healthcare mailing services start with data security. We are fully aware of how critical this area is, and we maintain a print and distribution environment that is built to protect sensitive patient information. Our print facility is HIPAA compliant, and is also SOC 2 Type II certified. Spectra’s network security, physical environment, and employee practices are regularly audited independently to verify that we are taking the necessary measures to protect PHI from exposure.
Digital Print Advantages
At Spectra, we use powerful digital print systems to execute print and mail campaigns for healthcare clients of all types. Medicare direct mail, billing statements, account updates, medical diagnoses, and insurance notices are just a few examples of the kinds of projects we handle. When organizations need to communicate quickly and securely with their patients or members, they know they can trust Spectra to provide accuracy and speed on every project, all within an affordable price range.
Variable Data Printing
Variable data printing is at the center of our healthcare mailing offerings, with a proven, security conscious approach to the use of databases and mailing lists. Our system uses barcoding to match documents with envelopes, as well as other quality assurance processes to verify that each individual on your mailing list receives the correct statement.
Healthcare Awareness and Marketing Materials
In addition to official patient statements, Spectra can serve healthcare organizations with general marketing campaigns and healthcare awareness efforts. Our digital print facility produces beautiful full color collateral, from postcards to flyers to posters and beyond, with special techniques like sleeking and UV printing available to enhance the effectiveness of your campaign.
Spectra is a powerful partner for nonprofits and local community organizations that need to reach a geographical region with direct mail campaigns. Through commingling and other mailing strategies, our team accomplishes direct mail projects with discounted postage rates. Spectra’s clients reap the benefits in the form of less expensive marketing campaigns without sacrificing quality.
Healthcare Mailing Services
As a HIPAA compliant provider of healthcare printing and mailing services, Spectra maintains a strict data security protocol throughout the mailing process. We follow standard best practices to protect your patients’ PHI:
- Limited access to PHI. The members of the Spectra team working on your specific project are the only ones with access to the relevant PHI.
- Secure document/file destruction. Once a project is complete, Spectra securely destroys sensitive documents, deletes files from servers, or returns them to the client according to agreement.
- Quality assurance in mailing. The process of inserting documents into envelopes is carefully supervised, with numerous checks to verify that statements and envelopes/addresses are matched up correctly.
- Secure mailing options. Pressure seal mailers, blank cover pages, and other options are available to our clients to provide security during mailing.
Pressure Seal Mailing
Many government agencies, insurance providers, and healthcare organizations today choose to use pressure seal mailers for their sensitive correspondence. This is a single sheet folded document that is sealed on three sides with adhesives, printed with an opaque pattern on the exterior. The mailer conceals the information inside more effectively than an envelope, and it provides more protection against tampering.
Spectra is proud to offer pressure seal mailing to clients as an affordable and secure option for their communications involving PII and PHI.
Data Breach Notification Letters
In the worst case scenario, Spectra can help organizations print and mail data breach notification letters to members affected by a known incident that has exposed their data. This is a required action on the part of an organization affected by an accidental or intentional breach of their security, and it is critical to follow HIPAA and other guidelines in creating and sending these notifications. Spectra helps clients print these letters and mail them within the prescribed timeframe in order to mitigate negative effects and comply with federal regulations.
Ask Us More About Healthcare Mailing
With strict rules governing how healthcare organizations and their partners can use and communicate patient health information (PHI), it is necessary for those clients to select a print and mail provider that understands the relevant laws, is HIPAA compliant, and maintains SOC 2 Type II certification. Contact us today to learn more about our services.