While most communication with participants occurs through BAS' secure email system, many employers engage BAS to communicate with employees through direct mailings. Like BAS' email communication procedures, BAS has processes in place to ensure a smooth mailing distribution while maintaining the privacy and integrity of employer information.
During peak Open Enrollment seasons, some employers ask BAS to mail personalized enrollment kits to employees. BAS has implemented standards for printing, stuffing, and quality checking a mailing before it leaves our building. Planning for the mailing generally starts one week in advance of the post date, in an effort to coordinate resources and supplies. If the size of the mailing requires BAS to utilize a temporary employee, BAS partners with a staffing firm and hires individuals who have passed a thorough background check. Additionally, all non-BAS employees, including employees of a staffing company, must sign a confidentiality agreement with BAS before processing a mailing.
The day before a mailing is scheduled to be released, all materials are printed and staged, and a workflow process is established. Once the packaging process is underway, the Account Manager responsible for the project reviews a random sampling of letters to ensure all of the necessary materials are placed in the envelopes. Once all materials have been packaged, BAS checks each envelope against a master print list, provided by the programming department. The BAS team reviews each envelope one-by-one to make sure that each person whose name appears on the master list has his or her own envelope. This confirms that no personalized letters have been double stuffed and no PHI or PII has been compromised. Additionally, BAS confirms that the employee’s name and address are visible in the window, in an effort to avoid delay with the post office.
BAS' detailed internal processes help employers communicate efficiently and accurately with employees. If you have questions about a mailing, please contact sales@BASusa.com.
