Many different stakeholders in healthcare produce and mail communications to patients. From billing statements to explanations of benefits (EOBs), these documents contain sensitive information. As a result, healthcare printing has many requirements. When companies choose to outsource these, they need a compliance- and accuracy-focused partner.
If you’re considering transitioning to this model, follow these best practices to ensure compliance, security, and accuracy.
What Compliance Requirements Apply to Healthcare Printing?
Healthcare printing must comply with HIPAA, HITRUST, and SOC standards to protect PHI (Protected Health Information).
Any provider handling sensitive patient data must follow industry regulations, even if they are a third-party mail or print vendor. Here’s what you need to look for:
Key Compliance Standards:
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HIPAA
This law regulates how companies can use PHI and requires the safeguarding of this information, whether the communication is in hard copy or electronic. Failure to meet HIPAA compliance can result in fines and reputational harm. These rules extend to companies that partner with healthcare organizations.
When evaluating partners, be sure they are HIPAA compliant and ask how they maintain this. It should include a series of access controls, regular monitoring and auditing of processes, encrypting data, and having compliance experts on site.
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HITRUST
While not compulsory, transactional print and mail companies should also have HITRUST certification. It’s a higher-level compliance framework that supports HIPAA and adds another layer of privacy and security, strengthening their compliance and risk-aware framework.
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SOC I & II
Earning SOC I&II is also not a requirement but is a best practice. By going through this rigorous review process, companies can demonstrate internal controls. SOC II is especially crucial, as it provides an audit and approval of a business’ security, confidentiality, and privacy provisions.
Keep in mind that just because a company has these accreditations doesn’t mean they are laser-focused on compliance. Challenges occur with compliance when vendors produce all types of print and mail. Healthcare printing may only be a small portion of their business. A provider who only generates compliance-related communications will have the same standards and workflows throughout operations.
How should vendors protect healthcare data?
Security of PHI must be a priority for those in the industry. Any breach or unauthorized access to this data can have severe consequences legally, financially, and reputationally. A security mindset should flow throughout the organization.
So, what are the essential security practices for healthcare printing?
Use these as guidelines when comparing options to have peace of mind.
Accurate Healthcare Printing
Accuracy runs parallel with compliance and security. If there are no initiatives that monitor and improve accuracy, you’ll hit obstacles with compliance and security. One mis-mailing is all it takes for an organization to be under investigation.
In short, the correct documents must be in the right envelope every time.
So, how do healthcare printers ensure accuracy?
They use processes, technology, and people to get it right. PCI Group has an industry-leading 99.9999% accuracy rate. We’ve achieved this by:
- Implementing Lean Manufacturing and creating standard works for reliable and consistent workflows
- Using intelligent insertion technology with cameras that read 2D barcodes on every page, which tells the inserter which sheets go into the envelope
- Integrating additional cameras to record and verify insertions and track documents throughout the entire process
With all these practices in place, accuracy is not a guess. It’s a proven process that goes through constant auditing to improve.
Healthcare Print Outsourcing FAQs
Q: What is HIPAA-compliant printing?
A: HIPAA-compliant printing refers to the secure handling, printing, and mailing of documents containing PHI in accordance with the Health Insurance Portability and Accountability Act.
Q: Why is HITRUST important for print vendors?
A: HITRUST certification demonstrates that a vendor maintains a comprehensive and proactive security framework, enhancing trust in PHI handling.
Q: What is the risk of inaccurate healthcare printing?
A: Mis-mailed documents can result in HIPAA violations, financial penalties, and loss of patient trust.
Compliance, Security, and Accuracy Are Our Pillars
We support all types of healthcare organizations with communications, protecting their patient’s data and following the law. Compliance, security, and accuracy are foundational to everything we do. On top of these things, those transitioning to outsourcing usually save money and have greater visibility into production.
Explore our solutions for healthcare print and mail today.
