Top 5 HIPAA-compliant direct mail providers: The comparison guide.

HIPAA regulations require that direct mail that contains protected health information (PHI) be protected against unauthorized access and must be properly addressed to prevent breaches.

Choosing the right HIPAA-compliant direct mail provider might seem complicated. For healthcare organizations that send appointment reminders, test results, or patient communications, you need a platform that's compliant, reliable, and affordable.

This guide compares five HIPAA-compliant platforms. We've focused on what matters: price, security infrastructure, ease of use, and tracking capabilities.

What does HIPAA compliance mean?

Being HIPAA-compliant means adhering to the Health Insurance Portability and Accountability Act's regulations. Requiring covered entities and businesses to protect confidential and protected health information.

HIPAA compliance isn't a premium feature; it's a fundamental requirement to adhere to when sending healthcare information in the US. When it comes to HIPAA compliance in direct mail, it’s about ensuring that any physical communication, such as mail that contains PHI, is securely handled, printed, and mailed to prevent unauthorized access. This can include billing, test results, appointment reminders, or changes to personal details.

What are the consequences?

HIPAA compliance is a serious matter, and if anyone is found to breach it, there are substantial fines involved. According to the HHS federal register, the maximum annual penalty can reach up to $2,190,294 per violation category. HIPAA violations also damage patient trust and can reflect very badly on companies and their reputations. Sometimes it can even result in the loss of medical licenses or certifications.

Making mail HIPAA-compliant

Being a HIPAA-compliant mail provider means continually keeping on top of your business's approach to security and compliance.

• Business Associate Agreements (BAAs): Every supplier must sign BAAs, creating an audit trail if data breaches occur.

• Staff certification: All US staff handling patient data must complete ongoing HIPAA training.

• Default compliance: Every mail piece should be HIPAA-compliant as standard, not an optional upgrade.

Cost comparison.

When considering which HIPAA-compliant direct mail providers to go with, cost is key. Some providers offer subscription-based systems, some charge just based on individual mail. It's important to consider the benefits that go alongside the pricing and what works for your needs long-term.

What are some examples of hidden costs?

• Setup fees ($200-$500 at some providers)
• Per-user licensing charges
• API access fees
• HIPAA compliance packages

Security comparison.

HIPAA compliance is simple; you either are or aren't. But the level of security and protection each provider can include is up to them. You want to make sure that your direct mail provider is at the cutting edge of security technology, to ensure data and private information are secure and safe.

How easy is it to use?

It's important that a direct mail platform is simple to use and user-friendly. Whether you're sending regular campaigns or not, a simple interface is incredibly valuable for operational efficiency and staff adoption.

Stannp.com

Designed for marketers, not developers. The easy-to-use dashboard lets you create campaigns, upload designs or use the built-in editor, import contacts, and send, all without touching any code. For teams that want automation, Stannp.com offers a REST API, plus integrations with HubSpot, Zapier, and Make. 

Lob

Built as an API-first platform, which means it's powerful but developer-dependent. There's no self-serve campaign dashboard in the way Stannp.com or DocuPost offer; you'll need a developer to integrate Lob into your systems.

PostGrid

Sits between Lob's developer focus and Stannp.com's marketer focus. Offers both an API and a dashboard, though the dashboard is more functional than intuitive. Template-based design system.

DocuPost

The simplest option. Upload a PDF or type your letter, enter an address, choose your mailing options, and send. No API, no campaign management, no integrations to speak of. Ideal for individual letters and small-volume ad-hoc mailing.

Click2Mail

Template-based approach with multiple tools for different use cases (MailJack for PDFs, EasyLetterSender for simple letters). Has an API and recently partnered with Keragon for no-code healthcare automation. No subscription fees; purely pay-per-piece.

What types of mail do they send?

Not all mail formats are equal when it comes to HIPAA compliance. Mail containing PHI must be sent in sealed envelopes. Postcards and self-mailers are only suitable for non-PHI communications like general health awareness or appointment reminders that don't reference specific conditions or treatments. Certified mail is required in some situations, such as breach notification letters, where you need signed proof of delivery.

If you know a direct mail provider is HIPAA-compliant, then your decision may be down to what type of mail they offer.

• Stannp.com: Postcards, letters, self-mailers
• Lob: Postcards, letters, checks, self-mailers & custom
• PostGrid: Letters, postcards, checks, custom
• DocuPost: Letters, postcards & checks
• Click2Mail: Letters, postcards, flyers & self-mailers

The tracking difference that matters.

Traditional providers may use mail sampling, i.e., they send 2,000 sample pieces, track those, then pull results. If 90% of samples arrive in three days, they assume 90% of your mail did too. The problem with this is that you get estimated data, not actual confirmation for your specific pieces.

Stannp.com tracks every single mail piece individually. Send 1,000 letters, receive 1,000 tracking records. Every QR code click is tracked with one-to-one attribution. This transforms mail from thinking most arrived to here's exactly when each piece was delivered and who engaged.

Choosing the right provider.

Choosing the right HIPAA-compliant direct mail provider depends on your organization's specific needs. If you prioritize cost-effectiveness, individual tracking, and ease of use, Stannp.com offers the most comprehensive solution with no minimums and transparent pricing.

Ready to see the difference? Create a free Stannp.com account and send your first HIPAA-compliant letter in no time. No minimums, no setup fees, no hidden charges.

Frequently asked questions.

Is HIPAA compliance expensive to maintain?

No, it should be built into standard operations, not an add-on. All five providers offer HIPAA compliance as standard, though subscription costs vary significantly.

Can I send fewer than 1,000 letters?

Yes. Stannp.com has no minimums; send a single letter to test before scaling. Perfect for smaller practices.

What's the difference between sample-based and individual tracking?

Sample-based pulls from a subset. Individual tracking monitors every piece you send, providing precise delivery confirmation and engagement data for each recipient.

Do all five providers sign Business Associate Agreements?

Yes. All five providers listed in this comparison will sign a BAA with healthcare clients. A BAA is a legal requirement whenever a third party handles PHI on your behalf; any provider that won't sign one should be ruled out immediately.

Can I use postcards for HIPAA-compliant healthcare mail?

Only if the postcard contains no protected health information. General wellness tips, open day invitations, and appointment reminders that don't reference specific conditions or treatments can use postcards. Anything containing identifiable health information statements, test result notifications, and treatment reminders must be sent in a sealed envelope.