Regulatory Compliance

Integrated Production and Mailing Quality Controls

From FSSI to the post office, you can track and monitor your individual mailpieces to ensure timely processing, printing and mailing with the highest level of accuracy and integrity. Working together, these reporting and delivery methods allow compliance teams to monitor and report the disposition of every mailpiece transmitted to FSSI:

• Unique Piece Tracking (UPT) – FSSI’s proprietary Unique Piece Tracking (UPT) includes a comprehensive process that starts with creating a database to identify each unique mailpiece and setting the expectation of pieces to be processed. Using a 2D barcode in the address block of each document, the UPT data is validated at the time of each envelope scan in the insertion process. This automated validation ensures full reconciliation of each file, including pulls, fixes and special handling, for a complete record of scans and activity.
• IMb Tracking – The Intelligent Mail barcode (IMb) was created by the USPS and is a 65-bar Postal Service™ barcode that allows mailers to track individual mailpieces, providing greater visibility into the mailstream. By integrating with FSSI’s internal reporting, you can confirm IMb scans, from induction into the USPS postal stream to the post office of destination, providing valuable insight into the status of your mail once it leaves FSSI.
• Proof of Mailing – Verify that your mail was shipped on a certain date with a “certificate of mailing” or “proof of mailing.” These critical mail options provide evidence that your documents were sent on the expected date and serve as official mailing records. The “certificate of mailing” is provided by FSSI once the mailpiece volumes are verified and placed in USPS trays for delivery to the post office while the “proof of mailing” is provided by a USPS postal clerk when the volumes are confirmed again and mailpieces accepted into the mailstream – with both options tied to UPT and IMb for full tracking.
• Certified Mail – Certified mail provides the sender with a receipt that the mail was shipped AND that the mail was delivered or a delivery attempt was made. FSSI creates and prints the required labels, inserting them into specially-marked certified envelopes along with your documents. Once the recipient receives and signs for the document via certified mail, the “Return Receipt Signature” is posted online and available for viewing on FSSI’s portal. Comprehensive reports detail the name and address of each recipient, USPS tracking information and final delivery date.

What are the top 5 benefits of FSSI’s regulatory compliance capabilities?

FSSI’s secure compliance capabilities include online, real-time job monitoring and reporting as well as quality control practices to ensure the security and integrity of customer information, from data receipt to timely processing and delivery. Benefits include:

• Compliance Communications Expertise – Ensure full compliance with a go-to partner that has streamlined processes and technology to meet any regulatory requirements
• Reduced Risk – Avoid compliance-related fines, penalties and associated risks with an end-to-end solution that provides more comprehensive reporting capabilities
• Increased Time Savings and Convenience – Conduct mailpiece tracking and reporting through a single website and log in
• Full Visibility – Gain comprehensive, granular reporting that monitors your job status down to the individual mailpiece and keeps you on track
• Competitive Advantages – Increase production efficiency, save money and have a more robust compliance strategy

What are examples of compliance-related documents that FSSI produces?

FSSI can print and mail or electronically present any compliance document required by your organization. Our expert IT development team is experienced in designing and formatting documents that meet your branding requirements and industry regulations. Our expansive printer technology includes full color, black, and MICR printing of any language, font and barcode required by your company.

Here are some examples of regulatory compliant documents we can produce by industry:

HIPAA-Compliant Healthcare Communications

• Explanation of Benefits (EOB)
• Explanation of Coverage (EOC)
• Patient bills, statements, letters, notices
• Billing statement inserts
• Patient or physician mailers

Bank and Credit Union Compliance Communications

• Welcome and special fulfillment packages
• Compliance letters and notices
• Privacy and loan documentation mailings
• Year-end tax forms
• Account and credit card statements

Consumer Finance Compliance Communications

• Billing statements, invoices and coupons
• Privacy notices
• Credit risk disclosure notices
• Collection and adverse action letters
• Consumer welcome packets

Insurance Compliance Communications

• Bills and statements
• Policy cancellation notices
• Renewal declarations
• Notices of Reinstatement w/Proof of Mailing (POM)
• Explanation of Benefits (EOB)

Mortgage Compliance Communications

• Welcome letters and packages
• Declination and collection letters
• Past-due and privacy notices
• Change of status notifications
• Educational letters and notices

Learn more about the other Types of Documents we Process