If you are planning to send out your medical records to patients, you should make sure you follow the rules of HIPAA. While HIPAA does not require you to use one mailing service, you should also use caution when you mail the records. Mailing via US Mail or delivery services is acceptable, as long as you take reasonable precautions to protect the patient's PHI. Among the precautions you should take are not overstuffing the envelope or using a postcard. In addition, you must ensure that the envelope you use to send the patient's records has the patient's name and address on it. First Class mail is the best option for HIPAA compliance. It guarantees the privacy of PHI, provides proof of delivery, and ensures the recipient's records are accurate. When sending PHI through standard mail, you should use certified mail because it is a traceable method. Similarly, if the mailing is a marketing communication, you should choose first-class mail instead of certified mail. However, if your mailing is for medical purposes, you can use certified mail as well. It is possible to send reminders to patients using a postcard as long as the patient agrees to the disclosure. HIPAA patient mailers must comply with strict privacy rules. If you send a reminder to your patients, make sure the envelope is closed and that it has a secure seal. You can use a secure mailing envelope for this purpose. The envelope should also contain a sealed envelope for the patient's PHI.
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