Same Day Mail Delivery Service

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How Does Same Day Mail Delivery Help In Urgent Business Communication?

One thing that companies can’t buy despite their large size or immense capital is time. It is not surprising that time is also the primary reason businesses are reluctant to use direct mail communications. Unless you plan your direct mail communications ahead of time, you are likely to miss deadlines.

Hence, it is not hard to see why same-day delivery services are a game-changer for companies that use direct mail for business to business communication. However, effectively using a same-day postal delivery service for business communication is not as easy.

Using same-day postal delivery for all your communication and marketing needs will eat up a lot of your money. Even using it for urgent or time-sensitive communication needs proper planning unless you want to waste company revenue. Below, we discuss same-day delivery and how you can efficiently use it for your business.

What is Same Day Delivery?

Same-day mail delivery is a unique postal service that lets you send urgent or time-sensitive items within a single-day delivery time. Every major postal service provider, including the Royal Mail, offers same-day postal delivery services to its customers.

Business organisations, including healthcare and insurance providers, banks, financial companies, and more often require same day mail delivery. You can use it to send important documents such as billing statements, collection letters, etc.

Why Choose Royal Mail Same Day Mail Delivery For Your Business?

More often than not, companies or business organisations prefer Royal Mail’s same-day delivery letter for their communications. Several factors make Royal Mail the clear choice for your business’s same-day postal delivery.

To begin with, Royal Mail has an extensive network of post offices all across the UK, which is unmatched by any other postal service provider. But that’s just the tip of the iceberg. Another compelling reason business organisations choose Royal Mail for business communication is their affordable services.

Specialised Services For Businesses

Royal Mail extends specialised same-day delivery service for sending you business communications. Furthermore, you get access to the Royal Mail Sameday postal service, its fastest and most flexible direct mail delivery service.

It is arguably the best way to send urgent goods to your customers that offer guaranteed same-day delivery. And if that’s not enough, Royal Mail offers three different service options for sending you critical documents or goods. The Same Day service options provided by Royal Mail are

• Same day On Demand: As the name suggests, On-Demand same-day delivery service lets you send urgent mailers 7 days a week. In other words, as long as you have the requirement, Royal Mail will meet it for you
• Same day Scheduled: The Scheduled Same Day deliveries are regular deliveries with daily or weekly collections and deliveries
• Same day Multi-Drop: The Multi-Drop Same Day delivery service from Royal Mail involves collection from multiple locations

Same Day Delivery Services From Royal Mail

Above, we listed the three same-day delivery services offered by USPS. Now, let us take a deeper look at these three delivery services from Royal Mail and see how they can be helpful for your business communication.

Same Day On-Demand

Same Day On Demand service from Royal Mail is the postal service businesses turn to whenever they have a last-minute mail requirement. So, the next time you forget to send out a vital mailer like a collection letter, you can save the day with On Demand same-day delivery.

The best part is that the service is available 7 days a week and throughout the year, day or night. So this type of same-day delivery service is the ultimate backup postal service that can save your business from a tight spot.

Furthermore, this service comes with a £2,5008 compensation already included in it that covers for loss or damage of your mailpiece. That’s not all you get with the On-Demand same-day delivery service from Royal Mail. The additional features of this service include the following.

• Full tracking and record of your direct mail
• Real-time email confirmation on delivery
• Additional compensation that covers up to £10,000
• Immediate online quotations for business mailers

Same Day Scheduled

Same Day Scheduled is the best postal service you can get when it comes to business communication. It is the perfect mail service for businesses that send regular and time-sensitive mailers to their customers.

Generally, the direct mail communication of a company is well-planned. Hence, Scheduled delivery is the obvious choice for business organisations. For example, financial service providers can send important mailers like collection letters using Royal Mail’s Scheduled mail service.

Here are some of the other benefits you can get from using the Scheduled same-day delivery service from Royal Mail.

• It provides greater convenience
• Royal Mail can collect the returns on the same visit
• Real-time satellite tracking of the mailers
• Real-time email confirmation on delivery
• Inclusive competition for damage/loss of £2,500* with optional additional coverage

Same Day Multi-Drop

The Multi-Drop service from Royal Mail is unlike any other same-day delivery service offered by the Royal Mail. It involves collecting and delivering mailers from multiple locations.

Multi-Drop same-day delivery saves you a lot of time and money for your business by collecting and delivering multiple items on a single journey.

Such a mailing service can especially be helpful when your business is sending out bulk mail. It will help you minimise expenses and streamline your direct mail delivery.

Here are some of the other benefits you can get from using the Multi-Drop same-day delivery service from Royal Mail.

• It provides greater convenience
• Real-time satellite tracking of the mailers
• Real-time email confirmation on delivery
• Inclusive competition for damage/loss of £2,500* with optional additional coverage

How Direct Mail Automation Help You Get The Best Out Of Same Day Delivery Service

As far as direct mail services go, same-day delivery is as fast as possible. But merely using same-day delivery services does not guarantee your mailer will reach its destinations on time. There are several ways your direct mail process can go wrong.

For example, printing the wrong address or even mixing up the portal code could mean delayed or returned delivery. The only way to foolproof your direct mail process is to use a fully automated direct mail solution like PostGrid.

PostGrid’s advanced direct mail solution prints and delivers personalised business mailers without any manual process. As a result, you can ensure that your mailers are up to the standards specified by Royal Mail. It even standardised the address on your mailers so the sorting equipment can quickly process the mailers.

Conclusion

Business organisations often run into trouble with their direct mail communications because of their long delivery times. Using same day delivery services enables companies to deliver their urgent and time-sensitive mailpieces successfully.

Royal Mail is often the most preferred choice for same-day postal deliveries because of the variety of services it offers. Furthermore, Royal Mail offers one of the best postage rates and flexible delivery services for urgent business communications.

However, you need automation to optimise your direct mail communication and ensure no delays in same-day delivery services. PostGrid helps you streamline your direct mail communication by automatically printing personalised letters.

Furthermore, PostGrid standardised the address and ensured quick sorting and processing of your mailers by the Royal Mail. Hence, every business organisation must consider using a fully automated direct mail system like PostGrid for their postal communications.

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Address Checker: Verify Postal Addresses

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Verify Your Postal Addresses Effectively With Royal Mail Address Checker

Nearly 200,000 people move to the UK every year. Furthermore, 234,000 people left the UK to reside elsewhere in 2020. It proves that it is common for citizens to move and change their addresses often.

But, what does that tell you? Well, it indicates that you need to update your database more often than you think. With hundreds of thousands of people shifting from one place to another, you would have a pile of outdated mailing addresses that can cause more harm than good.

Not using an address checker before sending mail to your customers or clients can result in numerous mail returns. You may also face other issues, like lost items, misplacements, delays, etc.

Hence, it is crucial to have a robust postal address checker that allows you to send your marketing and transactional items smoothly.

In this blog, let’s discuss the meaning of an address checker tool and its functions!

What Is The Royal Mail Address Checker?

Like most postal organisations around the globe, Royal Mail also has its own address database that has all the updated delivery addresses. Whenever individuals and companies post address change requests, it records all the details in the Postal Address File (PAF).

So, PAF is an authoritative database against which you can cross-confirm the accuracy of your addresses. Royal Mail’s address checker tool lets you determine if your mailing addresses are correct and valid using this file. If not, it also helps you get your hands on the verified version of these addresses to enable you to continue mailing.

Royal Mail also offers Multiple Residence (MR) and Not-Yet-Built (NYB) files that allow you to improve your data quality even further. Using these datafiles, the postal address checker gives you information about the condos and apartments having multiple addresses—to solve confusion regarding similar properties. Plus, it also reveals details about all the under-construction projects in the UK.

How Does the Royal Mail Postal Address Checker Work?

The address checker performs a series of tasks to give you the final result—a list of valid, deliverable addresses. It completes all these steps simultaneously because they are interdependent. Let’s discuss these steps below to give you a better understanding of its working:

Address Autocomplete

Autocomplete refers to auto-filling an address as soon as the user starts typing. The tool identifies the address within just a few keystrokes and shows a list of suggestions to the user, making it speedy and efficient.

But, it can do so only when you integrate an address checker API like PostGrid into your CRM or website. If you use this tool for bulk address verification, it helps you add all the missing details.

Parsing

An automated address checker Royal Mail tool like PostGrid first disassembles your delivery addresses. It is a method of breaking down an address into several components, like the street name, city, state, country, postcode, etc. 

The reason for parsing is to identify the validity of every component and modify the same if it’s incorrect. For instance, if your address has a missing city name, the address checker can spot it in no time during this stage.

Standardisation

Next, the tool reformats the addresses according to Royal Mail’s rules and guidelines. Having a poorly-formatted address is as bad as an incorrect one. The postal equipment can read your delivery addresses only when you follow the prescribed format accurately. 

Here’s an example of the Royal Mail address format:

Tom Pollard

5 Picton ST

Montpelier

BRISTOL

BS6 5QA

Validation

It is the last and most crucial step of the process. The address checker takes the standardised addresses and matches them with the PAF. If it finds a match, the address is marked valid. Otherwise, it modifies the incorrect addresses to make them deliverable.

Of course, you may not be able to find a matching address for every entry on your list because some of them are imaginary or non-existent. But, the address checker ensures that you get a validated list of addresses that you can confidently use for mailing items.

Why Should You Use an Address Checker

If you still don’t think you need a postal address checker, this section is for you. Below, we have compiled a list of why you should use it:

Reduce Mail Returns

As said earlier, mail returns, lost pieces, etc., can pose several problems for your company. Along with creating waste, it also demands you to spend extra on reshipping. Hence, you must use an address checker tool to put an end to these issues and ship accurately. 

Save Time and Effort

If you decide to double-check your mailing addresses manually, it can take days and weeks of your time. Also, it requires a lot of effort at your end, from calling up customers to asking them for their correct addresses to maintaining excel files. 

These daunting jobs can hinder your staff’s productivity, making a postal address checker a must for your business. 

Better Customer Relationships

Using an online address checker like PostGrid, you can establish deep company-customer relationships. It helps you process orders on time and respond to their queries promptly. 

Also, you can use the address checker to verify your mailing lists and conduct effective mailing campaigns helpful in customer retention. 

Increase ROI

Talking of direct mail campaigns, the address checker Royal Mail allows you to conduct effective mailing with positive performance. It helps you send your marketing collateral, like postcards, letters, etc., to relevant prospects likely to respond to your offers. 

Without a proper address verification system at work, you would be too busy handling puzzling logistics to plan and execute a result-driving campaign. 

How Can PostGrid’s Address Checker Help You Access a Cleansed and Updated Database?

PostGrid’s address validation API enables companies to verify any number of addresses conveniently. Also, it uses Royal Mail’s authoritative database to assure timely and precise deliveries. Here are some more features of our address checker tool:

International Address Validation

Our international address verification capabilities allow you to cross-check mailing addresses of over 245 countries. Hence, you can maintain a database of your national and international prospects effortlessly.

Also, it opens doors to new opportunities as you can mail your promotional items to your overseas customers without worrying about returns.

Multiple Usage Options

You can use our address verification API or software to validate your mailing lists frequently. They both give the same results and verify your addresses using the same procedure. But, the address checker API helps you integrate into your CRM and start checking addresses directly from your own system. On the contrary, the software requires you to upload mailing lists that you need to verify. 

If you want to verify addresses at the point-of-entry, it is best to go with the address checker API. However, our software is ideal for bulk address verification, wherein you need to cleanse and update your already existing records.

Geocoding

Using a person’s IP address to capture their accurate location is the best way of verifying addresses. Hence, PostGrid’s postal address checker employs geocoding to help you validate users’ addresses on the spot and prevent incorrect data from entering your system. 

Fuzzy Matching

Fuzzy matching is one of the best characteristics of an address checker. It allows you to solve problems, like:

• Incorrect capitalisation.
• Missing or extra spaces. 
• Misspellings. 
• Typing errors. 
• Swapper words and letters. 
• Missing postcodes, etc. 

To Conclude

It is very advantageous to use the Royal Mail address checker as it aids your daily operations and marketing plans. Having a high-quality and error-free database means you can make better decisions and increase profits.

PostGrid’s address checker helps you verify mailing lists at affordable rates. We have many flexible pricing plans to meet your needs and budget. Also, our customer support team is available for you 24 x 7 if you have any questions or need assistance with our API integration.

Request a demo now to learn how PostGrid’s address checker and help you fight against outdated and invalid addresses!

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What is PHI (Protected Health Information)?

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What Is PHI, And Why Is It Important For Your Healthcare Business?

Health information is perhaps the most valuable kind of data in the world. It can reveal so much about an individual and is often the target of hackers and cybercriminals. Hence, it is no wonder that various rules and regulations protect healthcare data.

Today, we will explain what Protected Health Information or PHI is. You will learn everything about PHI, its examples, the laws that protect PHI, and more as you read on.

What is PHI or Protected Health Information?

PHI or Protected Health Information is any healthcare data or information that can reveal a patient’s identity. It is sometimes referred to as personal health information or patient health information, and it can include information such as:

• Demographic Information
• Medical History
• Laboratory/Test Results
• Mental Health Conditions
• Insurance Information

But that’s not all. Even the conversations between healthcare professionals about the treatment are protected as PHI. And yes, PHI Patient Health Information also includes any data processed for medical billing and health insurance.

The Health Insurance Portability and Accountability Act (HIPAA) defined PHI. HIPAA oversees the use, access, and disclosure of PHI in the United States. It is similar to data protection laws we have here in the UK, such as General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

In general, you could say that the purpose of these laws is to protect the public’s privacy. However, this protection only applies to a niche when it comes to HIPAA. Because while GDPR deals with public data in general, PHI Protected Health Information focuses explicitly on healthcare data.

ePHI

During its inception, PHI health data was limited to hard copies because there were no digital alternatives available. But eventually, digitisation hit the healthcare industry just like every other industry. It became necessary to protect PHI in digital form.

As you can guess, ePHI is short for Electronic Protected Health Information. Any PHI data you create, maintain, or process electronically can be termed ePHI. Remember the PHI data you keep and access securely on your desktop, mobile, website, or other electronic devices?

Yes, all of that is also protected as ePHI, and it would be advisable for you to keep them safe and secure. Like the regular PHI, ePHI also receives all the data protection from HIPAA. Any breach could lead to a lot of legal problems and hefty fines.

What Are Some Examples of Protected Health Information?

Unlike you may think, not all information identifiers are classified as PHI. HIPAA provides a list of 18 identifiers that become PHI only when paired with health information. It is also possible some of these identifiers can be used to identify an individual even when they are not paired with health information.

Here are some examples of PHI health data.

• Name
• Address
• Dates such as birthday, admission date, etc. (excluding years)
• Phone number
• Email address
• Social Security number
• Certificate or licence number
• Full-face photographs
• Fax number
• Account number
• Medical record number
• Vehicle identifies such a licence plate number
• Medical record number
• Health plan beneficiary number
• Device identifiers
• Website URL
• IP address
• Biometric IDs such as fingerprints
• Any unique identifying number/code

What Are The Uses of PHI Health Data, And Who Uses It?

Have you ever wondered what happens when a new baby is born in a hospital? The PHI health data is also created almost simultaneously with the newborn baby. A health record is made for the baby where they record everything from its weight to temperature. 

So, now you have a comprehensive record of that baby’s health data from the moment the baby was born. PHI enables the tracking of an individual’s health data throughout their life. As a result, healthcare professionals can easily understand and assess a person’s health conditions.

Clinical And Research Scientists

Studying health and healthcare trends is much easier with the help of PHI health data. Hence, clinical and research scientists benefit tremendously from PHI data. However, even researchers can’t access PHI data unless they are anonymised.

What does that mean? The PHI data is stripped of any identifying features, and they are pooled together in a massive database. Such databases are perfect for population health management efforts and creating value-based care programs.

Hacker And Cybercriminals

Another group of people interested in PHI are hackers and cybercriminals. One of the main reasons why PHI was created was this group of people. Many people and even some healthcare organisations don’t understand the actual value of PHI Patient Health Information. 

Hackers and cybercriminals may sell PHI data for a high price. And suppose your organisation is responsible for the leak of PHI data to these groups. In that case, the authorities may subject you to legal actions. Additionally, cybercriminals may also use PHI data that they hacked to get ransom from healthcare providers and other organisations.

Marketers

Marketers can also use PHI data for marketing products and services relevant to the patient. But, it only applies to cases where the patient expressly allows an organisation to use their PHI data. The HIPAA regulations strictly limit how an organisation can share PHI or use it for marketing purposes. 

What is a Covered Entity?

HIPAA classifies a covered entity as any organisation or individual that handles PHI health data regularly. All covered entities must ensure they follow HIPAA’s privacy and security rules. Several organisations deal with PHI regularly. However, you can classify covered entities under HIPAA into three categories, and they are:

• Healthcare Providers
• Health Plans
• Healthcare Clearinghouses

Healthcare Provider

Healthcare providers are perhaps the source of all PHI health data. And yes, healthcare providers are precisely the people and organisations you are thinking of right now. But, to make it clear, let us list out the healthcare providers for you.

• Hospitals
• Doctors
• Clinics
• Psychologists
• Dentists
• Chiropractors
• Nursing Homes
• Pharmacies

Are you or your organisation on the list above? If yes, you are a covered entity under HIPAA. However, we are just getting started, and there are still two more categories of covered entities for us to cover.

Health Plans

The next category of covered entities is health plans. It includes government programs that pay for health care, such as Medicare and Medicaid. In addition to that, military and veterans’ health care programs are also considered health plans. 

Health Insurance Providers

Health insurance providers are also subject to HIPAA regulations because they often deal with sensitive Protected Health Information. Even the monthly billing statements they send out must be HIPAA compliant.

HMOs or Health Maintenance Organisations

A Health Maintenance Organisation or HMO is similar to a healthcare insurance provider. However, unlike regular insurance providers, it limits the coverage to care from doctors in a contractual relationship with the HMO.

Company/Organisation Health Plans

You should also note that employers and schools that deal with PHI Patient Health Information are also classified as health plans. In the above case, the employer or school uses PHI to enrol new members. The data they collect must be secured as per HIPAA standards.

Healthcare Clearinghouses

Healthcare clearinghouses include organisations which process nonstandard health information to a standard one or vice versa. It usually uses standard electronic format or data content. In other words, a healthcare clearinghouse takes PHI from an entity, standardises it, and then provides the output to another entity or organisation. Even this standardisation process requires the entity to be HIPAA compliant.

What is a Business Associate?

Covered entities are not the only individuals or organisations that use PHI Patient Health Information. Think about it, who prints and delivers documents like patient statements for healthcare organisations? The chances are that healthcare organisations use a Managed Print Service like PostGrid for printing and sending PHI documents.

However, having access to PHI does not make direct mail services like PostGrid a covered entity. By definition, a business associate is an entity that can access, use, or disclose PHI on behalf of a covered entity. You could also say that they are subcontractors or vendors of a covered entity with access to PHI data.

What Does a Business Associate Do With PHI Health Data?

Covered entities use business associates to perform a function or activity that involves using PHI health data. Let’s retake the example of PostGrid. Covered entities like hospitals do not have a specialised printing system.

However, they can use a HIPAA compliant direct mail provider like PostGrid for printing and mailing PHI documents like patient billing statements. Similarly, healthcare insurance providers can use PostGrid for sending their monthly billing statements.

But remember, PostGrid is just one example of a business associate. Healthcare organisations can use vendors for streamlining all kinds of operations like: 

• Data storage or document storage services
• Data transmission services
• Communication services
• Portals/interfaces for sharing patient details via ePHI

Listed above are just some of the ways business associates deal with PHI health data. A healthcare organisation can use numerous types of vendors to streamline its business operations.

Subcontractors

Sometimes the vendor or business associate may delegate its covered function to someone else. These entities to which the vendor delegates its responsibilities are considered subcontractors.

Do HIPAA Regulations Apply To Business Associates?

Yes, every business associate that deals with PHI Patient Health Information need to comply with HIPAA regulations. It is not uncommon for HIPAA compliant service providers to still avoid the use of PHI data because they are concerned about data security.

Let’s say that a covered entity sends its PHI to a vendor, and the vendor stores the data in its servers. As soon as the vendor receives the PHI data, they automatically come under the definition of a business associate. It also means that the vendor is now subject to HIPAA security rules.

PostGrid is a perfect example of a HIPAA compliant business associate. It offers a fully automated direct mail solution that helps covered entities like hospitals and health insurance providers. PostGrid even provides specialised direct mail services for the healthcare and insurance industries.

HIPAA Privacy Rule And PHI Health Data

We can not talk about PHI Patient Health Information without discussing HIPAA because both go hand-in-hand with each other. HIPAA privacy rule clearly defines or specifies how healthcare providers access, use, and process PHI data, including hospitals and clinics.

Another way of looking at HIPAA is that it provides federal protection to PHI data. Apart from this protection to the PHI data, it also gives the patient a specific set of rights regarding their PHI data. For instance, the patient can allow some marketers to use the PHI to suggest relevant health products and services.

When Can Organisations Sell PHI Health Data?

The strict nature of the HIPAA privacy rule might give you the impression that selling PHI health data is impossible. However, that is not the case. Even though HIPAA strongly regulates the use of PHI data, it does not isolate it completely. Following are the circumstances where your organisation is allowed to sell PHI data.

• In the case of a public health emergency such as an epidemic
• For medical research purposes (but only for reimbursing the cost)
• For the treatment and payment as allowed by HIPAA
• In the case of a merger or acquisition of a HIPAA-covered entity

In addition to this, HIPAA also gives individuals the right to amend their personal PHI maintained by a covered entity. For making such a change to their PHI health data, the patient or individual must give a written request.

HIPAA Audits

Partners of healthcare providers and insurers that use, access, or process PHI data are required to sign a 

HIPAA business associate agreement. Upon signing this agreement, the service provider becomes legally bound to handle PHI Patient Health Information as HIPAA rules.

You were already aware or at least guessed about the agreement part. But, what you might not know is that both covered entities and business associates are subject to HIPAA audits. The audits are conducted by the US Department of Health and Human Services (HHS) Office for Civil Rights (OCR).

HIPAA violations are a serious matter, and they are dealt with the same seriousness. A PHI health data leak can lead to hefty fines, especially if you are a repeat offender. It can ruin your business reputation. We don’t have to tell you how crucial importance is in the healthcare industry.

HIPAA Privacy Rule And Access To Patient’s PHI

As we mentioned before, HIPAA regulations were originally for paper records. Initially, covered entities could take up to 30 days to respond to a PHI data access request from a patient. However, since the passage of the HITECH Act, the old paper records got replaced with EHRs.

Today, HIPAA deals primarily with electronically stored patient data or ePHI. However, HIPAA regulations apply to regular PHI on paper and ePHI equally. But, with healthcare organisations that use health IT technology, the patient may be able to access their PHI health data faster.

It is also worth remembering that the disposal method of electronic and paper PHI is also different. With the paper form, you can shred it or make it unreadable in any other way. Whereas ePHI needs to be purged from the system and made sure no trace of it is left.

HIPAA Compliance and Security

We know that the covered entities have to safeguard themselves against threats to the PHI data. These safeguards can protect your healthcare or insurance organisation against credible threats to the PHI health data.

As per HIPAA guidelines, three safeguards can protect the PHI data of a covered entity, and they are:

Technical Safeguards: Firewalls, encryption, etc.

Physical Safeguards: Lockers for physical records and electronic devices containing PHI.

Administrative Safeguards: People-based approaches to security, policies limiting PHI access, safety training, etc.

HIPAA vs GDPR

As we briefly mentioned before, HIPAA and GDPR are both privacy laws that protect the personal data of individuals. However, they are not the same, and it doesn’t take a close examination to see that they are different either.

Perhaps, the main difference between the two is that the GDPR applies to all personal data of individuals within its scope. The scope is much more narrow when it comes to HIPAA, and it only applies to PHI Patient Health Information. Below we discuss the significant differences between HIPAA and GDPR. 

Protected data

The protected data under HIPAA is the PHI. Or in other words, any healthcare data such as their health status, care, or payment collected by a covered entity. At the same time, GDPR applies to any data that can reveal an individual’s identity.

Scope

HIPAA compliance only applies to covered entities and their business associates. In contrast, the compliance standards of GDPR apply to all entities within its scope.

Consent

HIPAA allows the use and disclosure of some PHI health data for treatment purposes without the individual’s consent. When it comes to GDPR, you need the individual’s explicit consent for processing personal health data. However, there are certain exceptions in GDPR where you can process the data without permission.

Right To Delete Data

HIPAA does not allow individuals to delete their PHI Patient Health Information. However, individuals can amend PHI data with a written request. In GDPR, individuals have the right to delete their data upon request.

Why Is It Important To Use HIPAA And GDPR Compliant Tools For Your Business?

As you can see, HIPAA and GDPR are two significant privacy laws every healthcare and insurance provider must follow. Healthcare is already a global industry. It is high time to set up your healthcare business for a worldwide audience.

To ensure streamlined communication with your patients inside and outside the UK, you need advanced solutions like PostGrid. Solutions like PostGrid come equipped with HIPAA and GDPR compliances. It enables you to communicate with your national and international audience seamlessly.

PostGrid fully automated direct mail system ensures the security of your PHI Protected Health Information at all times. It is compliant with HIPAA and GDPR, and you need not waste money on two different solutions. And as a result, your direct mail communication becomes a whole lot easier.

Conclusion

Healthcare organisations and insurance providers deal with a significant amount of PHI health data. Yet many of them are not fully aware of how crucial these data are or the stringent regulations surrounding them. Misusing PHI data could have serious consequences, including hefty fines.

Hence, healthcare organisations and insurance providers must use HIPAA and GDPR compliant solutions like PostGrid. Using tools like PostGrid enables you to ensure that your patient’s sensitive information remains secure at all times.

By doing so, you are also able to ensure that your business remains compliant with the complex rules and regulations. More importantly, it protects your organisation’s reputation, which is the crux of everything in the healthcare industry.

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Patient Statement Services in UK

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How Can Hospitals Benefit From Outsourcing Patient Statement Printing

Do you print and mail patient statements in-house? It is not a new concept because hospitals have been doing that for several decades. Perhaps, they had a mailroom where employees would print these statements, stuff them into envelopes, and label each one of them.

Though it was a reasonable way of sending statements to patients at that time, things have become more complex today. Now, having a mailroom and recruiting several employees for just one specific job may seem senseless. So, what is the ideal solution for you at the moment?

Thankfully, you can outsource these time-intensive tasks to patient statement printing companies like PostGrid. It can help you escape the manual effort and hefty investment while reaping the benefits of automation.

Keep reading ahead to know the function of patient statements and why you must outsource medical statement printing.

Let’s begin!

What Are Patient Statements?

A patient statement refers to the summary of the services availed by a patient and their outstanding dues. It consists of all the patient details such as their name, doctor’s name, treatment details, etc.

Usually, a statement acts like a bill sent to patients for reference—enabling them to make the payment on time. You can either send e-statements or printed statements, depending on your policies, requirements, and budget.

However, offline patient statement printing helps you grab your patients’ attention and persuade them to pay their dues. On the contrary, they might ignore your online correspondence and delay the payment for as long as possible.

Things to Take Care of While Printing and Mailing Patient Statements

The healthcare industry is highly regulated, and you need to protect your patient data. Thus, patient statement mailing is complicated compared to sending marketing mail items.

Also, medical services are costly, and you cannot afford not to get paid by your patients for a long time. Therefore, you must adopt a proactive approach and send out patient statements promptly. Here are some more things you should keep in mind regarding patient statement printing:

Send Concise Statements

Try sending statements that are easy to understand and clear. Use an easy-flowing layout that segments all the information and offers a consolidated view.

Your patients must have all the details at their fingertips, and you must do your best to offer them this level of convenience. If you miss including some information, it can create confusion and affect your revenue cycle considerably.

Efficient patient statement printing helps you explain the changes in the bill to your patients and reduce the number of queries.

Use Customisation

Along with facilitating payments, your statements should also leave a positive impression on patients. So, ditch plain, lousy statements with customised ones that can help you increase brand recognition.

Customisation ensures that your patients remember you and recommend you to their family and friends. Automated patient statement printing and mailing services like PostGrid can help you add your brand logo and send out visually appealing, full-colour statements.

Include Return Envelopes

The best way to motivate your patients to make instant payments is by sending business reply envelopes with your invoices or statements. These prepaid envelopes allow patients to insert a cheque inside and mail it back. These envelopes already carry the return address and other details. 

Offering multiple payment options is the essence of systematic patient statement printing. You should make the process convenient for your patients and motivate them to respond.

Also, try adding short pURLs and QR codes to allow patients to complete the payment online.

Ensure Data Security

The entire responsibility of protecting your patients’ data is on you if you conduct patient statement printing and mailing in-house. However, running a healthcare centre and juggling mailing activities on the side can pose some challenges.

At some point, your employees might make a mistake. Though it does not sound like a big deal, you can face some serious consequences if there is a data breach. Thus, you must employ all the necessary data protection and security measures to ensure smooth statement mailing.

By outsourcing the activities to patient statement services like PostGrid, you can rest assured that your patients receive error-free statements.

Advantages of Outsourcing Patient Statement Printing

There are many benefits of outsourcing your statement printing tasks instead of struggling to do it efficiently in-house:

Increase Patient Satisfaction

If you send statements that need several edits, it can tarnish your brand image and frustrate your patients. On the other hand, sending accurate, clear, and informative statements helps improve your patients’ billing experience.

But, it is hard to do so when you handle everything yourselves. Plus, there is not enough time to achieve such perfection. Thus, outsourcing patient statement printing is your best bet if you want to keep your patients happy.

Cut Overhead Expenses

Sending statements to patients is not a one-time job that you can get over effortlessly. It is an ongoing chore that needs you to spend on printing equipment, paper, ink, and other perishables.

Also, imagine if your staff sends out some statements to incorrect mailing addresses. It can lead to mail returns, misplacements, and delays. Again, your team would have to reship these statements—wasting more money. Thus, you need patient statement printing and mailing services to ensure that you spend the least while also getting the work done.

Speed Up Payments

Some of your patients might need a little push from your side now and then to pay their outstanding bills. Take care that you send your statements on time to encourage speedier payments.

For instance, you can plan to complete your patient statement printing tasks by the middle of the month. This way, your patients will get their bills by the end of the month or the start of the upcoming month—when most people receive their bills. Thus, there are higher chances of your mail getting noticed when you send it at the right time. 

But, having such an efficient patient statement mailing system needs a lot of effort and investment on your side. The good news is that you can outsource this job and create an efficient payment channel for your patients.

PostGrid’s direct mail services also offer triggered mailing, which means you can preset the dates when you want to mail your statements. Hence, you don’t need to instruct your staff to clear their schedule and spend their precious time worrying about logistics.

Get Repeat Patients

Many patients switch their healthcare providers if they don’t find their payment methods convenient. Using outsourced patient statement services, you can guarantee that there are no such problems between you and your patients.

Focus On Core Operations

Most physicians have a lot to deal with, resulting in burn-outs. They might have a small team to help them out, but things might get messed up when their staff is also working at capacity.

Outsourcing patient statement printing helps you concentrate on your core duties, which are:

• Enhancing your patients’ healthcare experience
• Boosting their healthcare quality
• Pursuing different ways to grow your business

Why Should You Choose PostGrid’s Patient Statement Printing and Mailing Services?

Below, we have enlisted all the prime reasons you must outsource your patient statement printing to PostGrid:

• API integration: You can integrate our API into your existing CRM and start mailing statements directly through your system.
• Design: PostGrid helps you draft your patient statements in just a few minutes. It also offers numerous customisation options and transpromotional printing that allows you to brand your statements.
• Print and mail fulfilment: Our solutions provide statement printing and mailing to assist you from start to finish.
• Tracking: Using PostGrid’s patient statement printing automation, you can track your sent statements in real-time. It enables you to follow up on time and stay updated.
• Security: PostGrid helps your organisation’s compliance teams follow several data privacy laws like GDPR and UK – DPA (Data Protection Act). It is also ISO 14001, 27001, 2701, and 9001 certified. Thus, our patient statement services strive to maintain the highest levels of confidentiality and security.
• Address verification: To help you send statements to correct delivery addresses, PostGrid also provides address verification capabilities. All addresses are standardised and cross-checked against the Royal Mail Postal Address File (PAF) to ensure statement delivery.

To Conclude

Outsourcing patient statement printing is the need of the hour as hospitals need to focus more on patient retention. They also have the responsibility to offer the best quality healthcare to every patient.

Using automated statement print and mail solutions like PostGrid, healthcare institutions can save money, time, and effort. Also, they can improve brand reputation and increase visibility.

With faster payments and fewer outstanding bills, hospitals can expand their marketing budget and acquire more patients. Hence, outsourcing patient statement printing is beneficial to you in every way, and PostGrid can further help double these advantages.

Request a demo now to see how our API and dashboard for patient statement printing can help you send accurate statements and accelerate payments!

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