HIPAA Templates Set-up Guide Resources FAQ

FAQ

HIPAA Controlled Pad

Additional security is incorporated into the manufacturing process in accordance with tamper resistant prescription state guidelines.

  • Our print facility is a member of the North American Security Products Organization (NASPO).
  • Each sheet is imprinted with a sequential serial number and unique batch number for audit control.
  • Your imprint information is personally analyzed by us to ensure all information is in accordance with the DEA database.
  • All pads are shipped in accordance with the DEA via proof of delivery and documentation kept for their audit purposes.
  • Imprint information is applied via high-speed laser device which uses higher temperatures than most. This increases the quality and adhesion to the sheet.
  • 1. Substrate utilized is high-quality Appvion brand stock. Paper is a 25# basis weight, highly bright, smooth surface for optimum ink contrast and adhesion. The substrate also shows stains when attacked with counterfeiting chemicals and has toner adhesion properties which bonds your imprinted information to the sheet.
  • 2. Imprintable area allows many options for single or multiple physicians and locations including room for your logo.
  • 3. Warning verbiage boldy runs around pad pointing out verification cautions for the pharmacist or prescriber. Micro-print lines are also incorporated.
  • 4. Pad incorporates our patented NaNOcopy printed background. Not only does this area show the hidden “Hollow VOID” message when copied but it’s actually made of micro-text.
  • 5. Our pads use a thermochromic validator in the shape of an RX pestle. This complies with the requirements for a thermochromic ink area by incorporating the heat sensitive area on the face of the pad which enhances the security and ease of verification. Simply warming the pink RX area will validate.
  • 6. Area for multiple prescriptions to be written on a single sheet. (single prescription open areas also available)
  • 7. A watermark is printed on the reverse side of the sheet (not shown)
  • Fully HIPAA Compliant
  • Use your exact PDF form layout or dynamically generate a PDF form from your questions.
  • Business Associate Agreement signed.
  • SSL (TLS) encryption.
  • 24/7 guaranteed up-time.
  • Customizable look and feel.
  • Runs in a world-class data center.
  • Separate SQL database and isolated web service.
  • HTML forms easy to fill out for users.
  • Easy to use form editor.
  • Seventeen question types supported.
  • Forms downloadable as PDF, HTML
  • Audit log tracks all user activity.
  • Pain diagram question support.
  • Multi-page forms.
  • E-mail notifications.
  • Multiple office location support.
  • Responsive support.
  • File upload
  • SMS notification

Will any SSL / TLS encrypted form comply with HIPAA?
No. SSL / TLS encryption alone is not enough to comply with HIPAA rules. Anyone who collects electronic patient health information (ePHI) must follow HIPAA guidelines. In addition to encryption, you must have an audit trail in place of who has accessed the information, a business associate agreement (BAA) on file with your vendor, and the vendor must comply with HIPAA regulations internally on their server.

How do the forms work?
We convert your current forms into electronic format for you. There is a non-refundable set-up fee for this service.

Will the layout of my forms need to change?
The layout of your form will not need to change. The forms will look like standard online fillable forms but with added security for HIPAA compliant.

How are the online medical forms secured?
The forms are not transmitted by e-mail. You do receive an e-mail notification when a new form has been submitted. The site is protected using TLS encryption. All user activity is logged. The highest security methods available are used. The forms are fully HIPAA compliant. In addition to being encrypted by 128-bit encryption while in transit, the data in forms are also encrypted on the server.

Will online patient forms work with my medical records system?
For most systems, yes. All medical records systems are different, but most will allow you to store the online submission as a PDF file associated with a patient’s record.

Do the online medical forms work with a paper-based medical record system?
Yes. You can easily print the records and file them in the patient’s chart.

What are the computer requirements to run the medical record system?
The system is web-based and will run on any computer platform, including Windows, Mac, Linux, or other system platforms. The system is tested with Firefox versions 2 and above, Safari versions 3 and above, and Internet Explorer versions 7 and above. No software installations in the office are necessary.

Is it necessary to follow all of the HIPAA Policies?
Yes. The penalties for knowingly violating HIPAA policies are severe. Learn more

Can the Deprigo team see my form inbox submissions or data when providing support?
No. The data is encrypted. Only individual with the credentials can view the data.

  1. What are the Non-Profit Requirements?
    • Complete Non-Profit Form 3623, Click here to download the folder.
    • Include the Non-Profit organization name and address as the return address on the mail piece artwork. The return address must match the name and address on 3623 Form.
  2. What are the minimum pieces required for mailing?
    • Presorted Standard – minimum 200 pieces
    • Presorted First-Class – minimum 500 pieces
    • Non-Presort First Class – minimum 200 pieces
    • Non-Profit (Standard) – minimum 200 pieces
  3. What type of paper can we inkjet for mailing?
    • We can inkjet on paper that does not have UV coating on the postage side and address block.
  4. What is the address/indicia layout for mailing?
    • You must have 4w x 2.5h inches of blank space at the bottom right-hand corner for addressing and barcode. 1w x 1h inches of blank space at the top right-hand corner for the indicia/permit. (see figure below)
  5. What is included in mailing services?
    • Data process of one mailing list ($25 for each additional list)
    • C.A.S.S. Certification (Coding Accuracy Support System)
    • N.C.O.A (National Change of Address)
    • De-dupe list
    • Pre-sorting
    • Ink-jet setup and addressing
    • Post Office delivery
  6. How much is mailing service charge?
    • The mailing service charge is based on the quantity of your mailing order.
  7. What is a PAMF?
    • Proof Authorization Mailing Form. Proof that is e-mailed to you after postage payment has been received and printing completed. The proof shows indicia and one random name from customer’s mailing list inkjet on a mailer to confirm placement. Indicia indicates the class of mailing.
  8. What is the turnaround for mailing?
    • Mailing turnaround begins once PAMF is received. PAMF form submitted before the 1 P.M. (P.S.T) deadline will be considered the first day of a turnaround. Here are the turnaround times for data processing:
    • 200 – 25,000: 4 – 6 business days
    • 30,000 – 60,000: 7 – 10 business days
    • 70,000 – 100,000: 10 – 14 business days
  9. How do we get a postage estimate?
    • Postage rates are on the USPS site. Actual postage costs will be determined once we process your provided mailing list.
  10. Does postage included in the mailing service cost?
    • No, postage is a separate charge. The mailing service cost is a fee charged by Deprigo to process and deliver the mail to the Post Office.
  1. How do we pay for mailing services?
    • The mailing services charges will be part of your total, as a separate line item.
  2. How do we pay for postage?
    • Postage has to be paid by check only. A copy of the check should be faxed/e-mailed to the accounting department.
    • Marcela P.: admin@deprigo.com or 888-870-1119
  3. What happens to the remainders that are not mailed out?
    • We print based on your mailing list.
  4. Can we use our own permit instead of Deprigo’s?
    • Yes, we can complete the mailing service with your own permit number.
  5. Does Deprigo mail for Non-Profit Organizations?
    • Yes, as long as the Non-Profit has an account with USPS.
  6. Can an extra line be added to the addressing lines?
    • Our standard pricing includes a maximum of 5 lines. Additional lines may require an extra setup and setup charge. Please call for details.
  7. Can we inkjet on Deprigo’s products use a different mailing house?
    • Why? However, we do not guarantee or recommend this. Our inkjet machine uses a solvent-based ink and has a heating system to dry the ink. If you would still like to use a different mailing house, we suggest taking a sample of the product you will order to the mailing house for their approval.
  8. Is mailing service offered on jobs done by other printers?
    • No, mailing service can only be done with jobs printed by Deprigo. We cannot address or tab jobs done by other printers as well.
  9. What types of files are acceptable for the mailing list?
    • We accept the following formats: .xls (Excel [recommended]), .csv (Comma delimited), .txt (ASCII text file)
    • Here is a sample of what the mailing list excel sheet should look like:
  10. What class of mail is offered?
    • Presorted Standard
    • 200 pieces required to qualify for Presort Standard.
    • Post office delivery time is estimated two weeks.
    • Cheapest postage rate but longest delivery time.
    • Presorted First Class
    • 500 pieces required to qualify for Presort First Class.
    • Post office delivery time is estimated 1 – 3 business days.
    • Non-Presort First Class
    • 200 pieces to qualify for Non-Presort First Class.
    • Post office delivery time is estimated 1- 3 business days.
    • Non-Presort First Class is the same as placing a stamp on an envelope (no discount).
    • Non-Profit (Standard)
    • 200 pieces to qualify for Non-Profit mail.
    • Customer needs to provide proper documentation to be eligible for a Non- Profit rate. *(PS Form 3623)
    • Post office delivery time is estimated two weeks (Same as Presort Standard).
    • Uses customer’s Non-Profit account with Deprigo’s permit number.

Resources

Printable Stock

Small format

  • 70# Gloss Text
  • 80# Gloss Text
  • 100# Gloss Text
  • 100# Gloss Cover
  • 100# Gloss Cover
  • 50# Matte Text (20lb)
  • 60# Matte Text (24lb)
  • 70# Matte Text (28lb)
  • 80# Matte Text
  • 100# Matte Text
  • 100# Matte Cover
  • 120# Matte Coverv
  • 60# Text Linen Natural White
  • 100# Cover Linen Natural White
  • 80# Text Linen Solar White
  • 100# Cover Linen Solar White
  • 70# Text Hammermillv
  • 80# Text Hammermill
  • 80# Cover Hammermill
  • 100# Cover Hammermill
  • 8mm Synthetic Paper
  • 10mm Synthetic Paper
  • 14pt C2S
  • 14pt C1S
  • 16pt C2S
  • 16pt C1S
  • #10 Envelope
  • #10 Window Envelope
  • #9 Envelope
  • A7 Envelope
  • A9 Envelope
  • A2 Envelope
  • 9×12 Envelope
  • 10×13 Envelope
  • 2 Part NCR
  • 3 Part NCR
  • 4 Part NCR
  • 2 Part Secured NCR
  • 3 Part Secured NCR
  • 4 Part Secured NCR

Large format

  • Coroplast
  • Foam Core
  • Aluminum
  • PVC
  • Dry Erase
  • 13oz Vinyl
  • 18oz Blackout Vinyl

Marketing

  • Backdrops
  • Table Covers
  • Event Tent
  • Advertising Flags
  • Econo Feather Flag
  • Teardrop Flag
  • Rectangle Flag
  • Feather Flag
  • Giant Flag

  • Pole Flag
  • Banner Stands
  • Tension Fabric Stand
  • Retractable Banner
  • Deluxe Retractable
  • X-Stand
  • Small Table Top
  • A-Frames

Print Setup Guide

Please follow this guide to ensure your prints are produced within your timeframe and of the best quality. Our in-house Graphic Designers can help you with these issues with a graphic design fee added to your order.

File Formats

Please submit your print files in PDF format. AI, EPS, TIFF, PSD, JPG, PNG, GIF, BMP are also accepted but not preferred.

Fonts and Images

Please outline text when saving your print-ready file to avoid any issues with missing fonts.
Please embed all images.

Colors

All artwork and embedded images must be CMYK Color Mode. Please let us know if you need specific Pantone Colors used and we’ll keep a note of that for all your projects.

Resolution

For best results, please make sure image resolution is at least 300dpi. If your image is notably low quality, we’ll let you know and will need approval to continue.

Bleed

Please give .125″ bleed around your artboard if you are running images or colors to the edge of the page. No bleed is needed when the edges are white.
Adding .125″ of bleed around will add .25″ to the overall document size

Padding

Please give .125″ of padding from the cutline to any important information in your design.

Postage Rate – Commercial Cards, Letters & Flats Rates
Postage Rate: by Measurement
Actual postage price will be determined after your mailing list has been processed. Postage rates are based on USPS machinable mail pieces. Mail delivery times are estimates and are not guaranteed. Postage is payable by check only. There will be an additional fee for changing to a different class of mail depending on the circumstances of the order. We recommend mailing all time-sensitive material using the USPS First Class option.

First-Class: 1-3 business days for arrival.
Must have one (1) return address w/ zip code.
Minimum of 500 pcs.
Standard: Est. of 2 weeks for arrival.
(No Guarantee Time), Minimum of 200 pcs.

Automatic First-Class Postage
POSTCARDS: 3.5×5 up to 4.25×6 finish size
Machinable & weight of 3.3 oz or less/ea. piece
First Class (Postcard):
– Presorted Automation: $0.257 – $0.274
– Presorted Non-Automation: $0.28
– Single Piece: $0.35
LETTERS: 3.5×5 up to 6.125×11.5 finish size
Machinable & weight of 3.3 oz or less/ea. piece
First Class (Letters):
– Presorted Automation: $0.378 – $0.424
– Presorted Non-Automation: $0.458
– Single Piece: $0.50
USPS Marketing Mail (Standard):
– Presorted Automation: $0.251 – $0.287
– Presorted Non-Automation: $0.287 – $0.300
Non-Profit (Letters):
– Presorted Automation: $0.136 – $0.172
– Presorted Non-Automation: $0.172 – $0.185

SELF-MAILER: 3.5×5 up to 6×10.5 finish size
First Class (Folded Piece):
– Presorted Automation: $0.378 – $0.424
– Presorted Non-Automation: $0.458
– Single Piece: $0.50
USPS Marketing Mail (Standard):
– Presorted Automation: $0.251 – $0.287
– Presorted Non-Automation: $0.287 – $0.300
Non-Profit (Folded Piece)
– Presorted Automation: $0.136 – $0.172
– Presorted Non-Automation: $0.172 – $0.185
FLAT: 6.125×11.5 up to12x15 finish size
First Class (Flats)
– 1oz – Presorted Automation: $0.474 – $0.705
– 1oz – Presorted Non-Automation: $0.799
– 2oz – Presorted Automation: $0.684 – $0.915
– 2oz – Presorted Non-Automation: $1.009
– 1oz – Single Piece: $1.00
– 2oz – Single Piece: $1.21
USPS Marketing Mail (Standard)
– Presorted Automation: $0.393 – $0.598
– Presorted Non-Automation: $0.466 – $0.634
Non-Profit (Flats)
Presorted Automation: $0.227 – $0.432
– Presorted Non-Automation: $0.300 – $0.468

Deprigo, is responsible for data processing and printing only, and does not archive, transfer, store, or distribute mailing addresses provided by our clients. Mailing service can only be provided to orders printed by Deprigo. Mailing pieces must not have UV or gloss coating on the postage side to allow for addressing. All mailing orders must be paid in full along with a completed PAMF (Proof Authorization Mailing Form) approval before mailing. Postage amount must be paid by check only. All other services are paid by credit card.

*Quantities exceeding over 25,000 may take longer than the typical 2-4 business days to turnaround. All remainder/samples cannot be sent out prior to mailing.

 

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Deprigo, Inc.

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