Transactional communications tie directly to regulatory requirements. Because they contain personally identifiable information (PII) and/or protected health information (PHI), they have special rules. However, experienced providers deliver print-to-mail solutions that satisfy compliance and offer many advantages.
What Are Print-to-Mail Solutions for Transactional Communications?
First, let’s define transactional communications. They contain PHI, PII, or other sensitive information. This means they are subject to compliance, security, and accuracy protocols. It’s a unique subset of customer communications that requires robust processes and policies.
Print to mail solutions for transactional describes outsourcing printing and mailing of them. You simply send the data securely to your provider, and they handle everything else.
What Types of Transactional Communications Can You Outsource?
The capabilities of transactional print and mail companies are broad. There’s really nothing you can’t choose to outsource, regardless of regulations or industry. Common communications include:
- Statements, invoices, and billing documents
- Anything related to insurance policies
- Explanations of benefits or coverage
- Collection letters
- Approvals and denials of claims
- Regulatory or privacy mailings
- Checks
- Tax forms
If the content includes sensitive data going to a customer, you can employ a provider to produce and distribute it.
What Do Print-to-Mail Solutions Include?
The services that transactional print and companies offer can vary. In most cases, they include:
- Receiving data from you via a secure file processing system
- Generating the letters and providing a sample for review
- Data scrubbing to remove duplicate and bad addresses
- Composition for printing
- High-volume inkjet printing
- Mail preparation
- Presorting jobs for the best postage rates
- Tracking of communications throughout the mail stream
- Special mailing services (e.g., USPS Certified Mail)
- Access to reporting and analytics
Each of these is vital to compliance, accuracy, and security. If there are limitations by a provider, you may not receive what you expect. That’s why you should evaluate providers and ask lots of questions about their capabilities and protocols.
What Are the Most Important Questions When Reviewing Print-to-Mail Providers?
When you compare providers, you’ll uncover a lot about how they work and what they offer by asking these questions.
- What compliance certifications do they hold?
- How do they integrate compliance into workflows?
- What data security policies and provisions do they have in place?
- Do they have true redundancy for operations?
- What cybersecurity best practices do they follow?
- How do they measure and improve accuracy?
- Do they audit processes regularly?
- What practices do they follow to insure quality?
- What frameworks or strategies do they use to produce transactional communications?
- How do they optimize postage rates?
- Do they have experience with helping companies transition to outsourcing?
- Can they share a plan for migration?
Are Print-to-Mail Solutions Right for You?
For organizations struggling with rising costs as well as security and compliance complexity, outsourcing addresses these. You’ll no longer have capital expenses; only operational ones. You can see a dramatic decrease in these expenditures.
Since companies like PCI Group only operate in the transactional space, they have all the expertise for ensuring compliance and security.
Get started by having a conversation with our team.
