It's natural to anticipate a delivery. In fact, with package theft on the rise, many people worry about lost mail and stolen packages. Thieves stole approximately $260 million worth of packages in 2021. While these are inconvenient scenarios, they aren't impossible to resolve.
Imagine if your mailed medical records fell into the wrong hands. These documents often contain valuable information that someone can use to steal your entire identity.
Mailing with Certified Mail is essential when sending medical records. Let's explore the key benefits and how to get started.
Security
Security is one of the most important benefits of Certified Mail. The United States Postal Service (USPS) won't deliver a Certified Mail documents unless someone is available to sign for the mail piece. The mail carrier won't leave the documents in the mailbox. They must speak with someone at the address.
The signature of the recipient can even be specified and required for delivery with Return Receipt Signature Restricted Delivery. This means the listed recipient on the letter must show identification before receiving the mail piece. Doing so eliminates the possibility of someone impersonating the recipient.
Delivery Verification
By using Certified Mail Labels, you can track your documents during transit. You'll receive an email notification when they're properly delivered.
If the mailperson isn't able to deliver as requested, you'll also receive a notification of the delivery attempt. Delivery verification will ensure you aren't left in the dark after sending your mail.
Peace of Mind
Never overlook the peace of mind that using Certified Mail Labels can provide. Mailing sensitive documents without the proper protection can be stressful.
People often worry about their information falling into the wrong hands. Certified Mail Labels can help alleviate these fears. Allowing you to put your mind at ease.
The Dangers of Unsecured Documents
Sending unsecured medical documents comes with many dangers you can't ignore. Left unchecked, these can lead to major issues in the future. Here are some of the most important to consider.
HIPPA Noncompliance
Infringing upon the Health Insurance Portability and Protection Act (HIPAA) regulations comes with major consequences. Fines and fees are costly and can quickly add up.
Businesses that break HIPAA laws will tarnish their reputation, as well. Depending on the scenario, this situation could be difficult or impossible to recover from. Sending records with Certified Mail will aid in HIPAA-compliance.
Unauthorized Access
The primary danger of mailing documents is unauthorized access. Without using Certified Mail, anyone could take mail out of someone's mailbox and gain access to the medical records.
There's also the danger of the documents going to the incorrect address. Even a single error when mailing a document can cause this issue.
Unauthorized access can lead to major problems like fraud and identity theft. A breach of privacy will also occur, and many people don't want others to know their health information and medical history.
Loss or Damage
Regular mail can get lost or damaged during transit. If you don't use a Certified Mail label, USPS won't cover this scenario.
As previously mentioned, Certified Mail allows you to track your medical documents after they’ve been mailed. People sometimes ignore Certified Mail due to its extra cost. However, the ability to insure the medical documents you send easily pays for itself.
Especially, when sent with Certified Mail Labels. Save $2.75 on every certified letter sent compared with mailing through USPS.
Using Certified Mail Labels
Certified Mail labels are easy to use. When handled correctly, they can ensure medical documents reach their destination safely. Listed below are best practices to keep in mind.
Understand the Different Services
In general, Certified Mail takes between three and ten business days to arrive. This is the most basic level of Certified Mail service.
You have the option of choosing Priority Delivery if you need to send your documents faster. When using this service, mail typically arrives between one and three business days.
It's a great opportunity in situations where extra transit time could cause major issues. For instance, the receipt of medical records might be necessary for moving forward with a court case.
Understand the Process
The Certified Mail process is not complicated. First, you'll need a Certified Mail label. This differentiates your mail from standard shipments.
You should then decide if you want to classify your documents as restricted delivery. This costs a small fee, but it guarantees that the recipient listed on the letter signs for the mail. Without restricted delivery, others at the recipient's address can sign on the their behalf.
You should then decide if you want to pay for return receipt service. This provides you with a receipt of the recipient's signature after they receive their mail. For medical records, it's always best to use this service as it accomplishes two tasks:
- It lets you know the delivery was completed
- It prevents someone from receiving their mail and then denying they got it
Keep these factors in mind when moving forward.
Print Your Own Labels
Sending Certified Mail does not have to be a hassle. Avoid long lines at the Post Office by printing Certified Mail Labels at home.
Why Certified Mail Labels
Certified Mail Labels offers the same labels you purchase from USPS, but for $2.75 less for each traditional green card receipt, form 3800.
Certified Mail Labels is recognized and verified by USPS. Easily create USPS Certified Mail® labels, Priority Mail labels, and Express Mail labels with USPS Postage online.
- No monthly fees
- No contracts
- No software or special equipment
Mailing with Certified Mail Labels includes email notifications with Electronic Delivery Confirmations, Return Receipt Signatures, tracking, and a complimentary 10-year data archive.
Senders receive proof of mailing, letter tracking, and delivery confirmation for each compliance letter sent.
Schedule an online demonstration today for insight into how the process works.
