HIPAA Compliant Print and Mail Services

Outsourcing the printing and mailing of patient communications makes the business side of providing care and the health insurance process more efficient, profitable and compliant. FSSI’s HIPAA-compliant print and mail services can help healthcare providers enhance the security of their patient billing while improving the overall patient experience.

HIPAA Compliant Document Processing and Mailing Solutions

FSSI is proud to be a HIPAA-compliant document mailing provider. We’ve invested heavily in data security and privacy technology to protect sensitive patient information.

In our HIPAA-compliant print and mail facility, FSSI combines best practices for secure printing and mailing with cutting-edge production technologies. All processes work together to ensure the quality, accuracy and integrity of documents produced from sensitive patient data.

Advantages of Partnering with a HIPAA-Compliant Print and Mail Vendor

Your company simply cannot afford a compliance violation. There are many advantages to partnering with a HIPAA-compliant mail services vendor, like FSSI. We expertly handle sensitive patient data, with the equipment, technology and know-how to reduce the risk of a violation and remain HIPAA compliant.

Here are just a few of the advantages of partnering with a HIPAA communications specialist:

• Industry-leading privacy and data management technology
• HIPAA-compliant print, mail and eDelivery
• 24/7 compliance-focused production tracking and reporting
• Streamlined patient communications, from printed statements to electronic documents and secure SMS text messages

Unlike other print-mail companies, FSSI offers an end-to-end, audit-ready workflow tracking and reporting solution. Online real-time tools create an accurate, auditable trail for the lifecycle of each piece of mail produced in our facility, from file receipt and throughout the production process to USPS induction. Detailed reporting provides clear evidence that can be used as proof of mailing, should patients claim that documents were not sent.

Types of Healthcare Documents We Produce

Whether your company is a large, bustling institution or a smaller high-volume clinic or practice, FSSI can customize a patient communications solution to meet your strategic business and marketing objectives. Examples of healthcare documents produced at FSSI include:

• Patient bills, statements, and invoices
• Patient letters, notices, and other customer documents
• Explanation of Benefits (EOB)
• Explanation of Coverage (EOC)
• Healthcare billing statement inserts
• Patient or physician mailers

In addition to print and mail services, our custom data formatting and document design help increase patient and policyholder engagement while improving payment remittance and response rates.

HIPAA Basics

What is HIPAA?

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the regulations issued under HIPAA are U.S. healthcare laws that establish requirements for the use, disclosure, and safeguarding of individually identifiable health information. The scope of HIPAA was extended with the enactment of the Health Information Technology for Economic and Clinical Health (HITECH) Act in 2009.

FSSI has developed a health information security management program to meet the information security and compliance requirements related to its document processing services. The program incorporates the elements of both HIPAA and HITECH.

FSSI’s Proactive Approach to HIPAA Compliance

HIPAA compliance is not merely a checkbox; it’s a continuous commitment to protecting the privacy and security of sensitive data. FSSI’s program is comprehensive, addressing the administrative, physical, and technical safeguards required by law. We don’t just react to requirements; we proactively implement best practices and invest in the necessary infrastructure and training to ensure the highest level of data protection throughout the entire document lifecycle.

Validating Our Commitment: The Significance of HIPAA Compliance Attestation

Our dedication to HIPAA compliance is independently validated. We undergo regular HIPAA Compliance Attestation reports issued under AICPA attestation standards by a qualified CPA firm. This rigorous assessment provides an objective opinion on our adherence to the requirements of the HIPAA Security, Privacy, and Breach Notification Rules. This attestation is a crucial demonstration of our commitment to maintaining the highest standards of data security and privacy for our healthcare clients.

Secure Fulfillment: Enabling HIPAA-Compliant Communications

HIPAA fulfillment is a core component of our services. It encompasses the secure processing and distribution of a wide range of materials containing PHI, including:

• Transactional documents (e.g., patient statements, explanation of benefits – EOBs)
• Mailers and notices
• Marketing communications (when applicable and handled in compliance with regulations)
• Other materials that are subject to HIPAA privacy rules

Our trained personnel are equipped to identify the specific HIPAA requirements applicable to each project, ensuring that every communication is handled following regulations. This includes understanding and applying rules regarding the visibility of PHI on mail pieces and utilizing secure mailing methods.

What Protected Health Information (PHI) Is Covered Under HIPAA?

• Phone Numbers
• Biometric Identifiers (fingerprints, retinal and voice prints)
• Photos
• Health Conditions
• Financial Information
• Treatment-Related
• Social Security Numbers
• Email Addresses
• Geographical identifiers

For additional details about FSSI’s HIPAA compliance measures and how we can support your secure communication needs, please refer to our Healthcare Mailing FAQ or contact us directly for a personalized consultation.

Let Us Handle Your Secure Patient and Health Insurance Communications

By partnering with FSSI, healthcare providers and health insurance policyholders gain a trusted partner with a proven track record in secure, compliant communication. We understand the nuances of HIPAA and provide the expertise and infrastructure necessary to navigate these complexities. Our commitment to ongoing compliance, independent attestation, and secure fulfillment processes allows our healthcare clients to focus on their core mission while having confidence that their patient and policyholder communications are handled with the utmost security and privacy.

We’re Well-Versed in HIPAA Guidelines

HIPAA compliance means we understand HIPAA guidelines and stay updated with new HIPAA privacy requirements.

HIPAA violations can be costly. FSSI has created a compliance package that provides all the features you are looking for. We not only offer a full-service document mailing solution but also maintain the strict guidelines necessary to operate in the healthcare industry.

HIPAA was created to give patients more control over their privacy, but don’t let HIPAA requirements limit your patient communications strategy. FSSI isn’t just HIPAA compliant; we also maintain SSAE 18 Type II compliance. Data security is something we value and have invested a lot of time and money into our privacy software and security practices.

HIPAA Compliant Mailing Services Consultation

An integrated HIPAA-compliant mailing solution can do wonders to help grow your business and improve the overall patient experience. This includes a patient-friendly document design. Contact us online or call us at (714) 436-3300 to learn more about our secure printing and mailing services or to schedule a no-obligation demo or consultation.