HIPAA Compliant Mailing Services: Translate, Print and Mail Service

A Health Plan Leader Committed to Language Access

For over a decade, one of the nation’s leading health plans has trusted Avantpage to support health equity through language access. With a perfect 5 out of 5 NCQA score, they set the bar for quality care, constantly innovating to expand access and close healthcare gaps for historically marginalized communities such as Limited English Proficient (LEP) individuals.

When new compliance requirements expanded language access for health plan members, the organization faced mounting challenges: increasing translation volumes, tighter turnaround times, and in turn rising costs. Scaling up while maintaining quality wasn’t just a goal—it was essential. They needed a translate, print and mail service for member letters in the preferred language—all within the same day—to prevent delays in care, a critical factor in addressing health inequities. Keeping pace with demand without compromising accuracy, efficiency, or compliance required a solution built for both speed and precision.

Scaling HIPAA Compliant Mailing Services Amid Rising Demand

What started as a lower-volume project quickly grew, with expansion driving a projected 400% daily increase. To improve member communications and reduce delays in access to healthcare information, they needed a solution that could scale—while efficiently using costs and minimizing complexities. But translating, printing, and mailing within the same day came with challenges: rising rush fees, increased operational overhead, and the need for seamless vendor coordination, all while ensuring HIPAA compliance. To meet growing demand, Avantpage and printing partner The Addressers, offering HIPAA compliant mailing services, created a seamless, fully integrated solution—designed to scale, streamline operations, and simplify a complex process into a seamless solution.

An Integrated Solution: Avantpage + The Addressers

To address these challenges, Avantpage partnered with The Addressers to create a seamless, end-to-end translate, print and mail solution. Instead of managing multiple vendors—a process that often leads to delays, compliance risks, and higher operational costs—the client gained a fully integrated workflow with tiered priority levels for scalable, cost-effective execution. This streamlined approach not only ensured faster turnaround and consistent quality but also reduced the client’s project management burden at every stage of healthcare printing for patient letters.

Reengineering the Process for Speed and Scalability

The Addressers didn’t just integrate into the existing workflow—they redesigned their processes with Avantpage to align with the client’s operational needs that would in turn meet scaled up demand effectively while saving time and costs where possible. Key innovations included: 

• Multi-layer quality control Avantpage’s quality assurance process is the first checkpoint, with The Addressers reinforcing it through secure facilities, HIPAA-compliant workflows, and both manual and automated accuracy checks. A custom-built validation system ensures each letter’s language, recipient details, and mailing data are correct—a final security checkpoint ensuring every health plan member gets their member communications in their preferred language.
• Automated Scalability To meet fluctuating demand, The Addressers scaled up their production capacity with flexible turnaround options—same-day, 24-hour, and 48-hour processing. By evolving from next-day print mail to same-day delivery, they leverage automations, expanded workforce availability, and dynamic scheduling to ensure efficient, cost-effective execution at any scale.
• Extended same-day processing windows By extending service hours and streamlining handoffs between vendors, Avantpage and The Addressers enabled faster processing from translation to mailing. Now, letters can be received by as late as noon to be translated, printed, and mailed the same day.
• Direct Post Office Coordination The Addressers' strong relationship with the local post office ensures timely mailings, reducing delays and giving the client added confidence that critical communications reach their health plan members without disruption.

One Vendor, One Seamless Process

With Avantpage and The Addressers working as one seamless team, the client no longer had to coordinate multiple vendors or manage complex logistics between handoffs. They gained an extended submission window for same-day translation, printing, and mailing—while our integrated solution effortlessly scaled to meet demand. From the kickoff of these translations, average daily usage has grown by 250%, with peak intake days reaching a 3,400%. The result? A faster, more efficient translation-to-mail workflow that lets the client focus on what matters most: ensuring equitable healthcare access for their members.