![]() Providers may mail these reminders to patients as a postcard if there is no PHI. Appointment and Prescription Refill Reminder Mailings The company settled the HIPAA violation case the following year. The OCR (Office for Civil Rights), which enforces HIPAA, found that reasonable safeguards were not in place to prevent PHI disclosure. Unfortunately, they used a window envelope, so the information was visible. In 2017, an insurer sent communications to members regarding a change in pharmacy benefits and disclosed their condition. As such, these mailings arrive via a sealed envelope. If so, these parties must ensure reasonable safeguards so as not to reveal this. Often mailings from providers or insurers include information about a person’s medical conditions. USPS HIPAA Compliant Mailings Regarding Medical Conditions Rather, they must provide this to patients when they receive care or services. Providers or other covered entities do not have to mail out revised HIPAA notices to patients. When sending it certified, it’s trackable, as well. In some situations, you must use certified mail, and the recipient must sign for it. HIPAA rules state that you must send PHI-related documents through First Class postal mail. The law treats them as a conduit transporting information, but they don’t access it. While you’ll need your transactional print and mail provider to sign one, they aren’t necessary for the USPS. Postal ServiceīAAs (business associate agreements) are standard practice when healthcare organizations work with vendors privy to PHI (protected healthcare information). Those include:īAAs Aren’t Necessary for the U.S. In accordance with HIPAA mail requirements, you can send certain patient communications via the USPS mail. Types of Communications You Can Send Via Mail That applies to any communication, including what you send in the mail. Healthcare entities must take great care to protect patient information. So, what are the rules you need to know about for HIPAA mailings? HIPAA Mailing and Postal Mail Rules There’s no room for error or noncompliance. HIPAA mailing and postal mail rules clearly define the protocols you and your transactional mail provider must follow. HIPAA mail regulations dictate how healthcare organizations-insurers, providers, and related businesses-send communications.
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