Address Cleansing – The LetterLogic Advantage
Return Mail Buy-Back Program
Return Mail Depot
Web Viewing
Electronic Bill Presentment and Payment Options
Data Archiving
Return Mail Management Depot and Skip Tracing
Interactive Voice Response (IVR)
Variable Imaging and Fulfillment: Frequently asked questions

The LetterLogic Address Cleansing Service

LetterLogic takes a series of steps to ensure that we have the best address quality available. We are so diligent in this process that we make a bold and unprecedented commitment: If your mail returns to you undelivered, you don’t pay for it. Our Return Mail Buy Back Policy is based on our use of the following filters:

NCOA. LetterLogic uses the USPS premium address updating product: NCOA. The National Change of Address database holds over 160 million moves, archived for the past 48 months. Especially for healthcare applications where you may see a patient only every year or so, it is far superior to FastForward (also known as NCOA-18), which archives for only the past 18 months. The proper use of NCOA allows us to eliminate approximately 85% of would-be return mail.

AEC. After sending your addresses through NCOA, any address that does not receive a Delivery Point Barcode, is sent back to the USPS for Address Element Correction – AEC. AEC corrects misspellings, missing directionals (S,N, SW, etc), missing suffixes (ST, DR, AV) etc. This service enables us to get Delivery Point Barcodes for over 65% of the 15% that was rejected by NCOA. The result to you is dramatically reduced return mail.

Selective Suppressions. When LetterLogic determines (via NCOA and AEC) that an address is undeliverable, we suppress that piece of mail from printing and send you a report of all such suppressions. The most common reasons for address suppressions are “Moved, Left No Forwarding Address” and “Undeliverable as Addressed”. More than 50% of the mail that is undeliverable at this point is because an apartment number or suite number was missing.

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Return Mail Buy Back Program

LetterLogic is so aggressive and diligent in our address cleansing process that we offer the exclusive Return Mail Buy-Back Guarantee. Our unprecedented offer is simple: If you allow us to provide NCOA and AEC services for your address database we will issue a full refund for every piece of mail that we generated that is returned to you for any reason. A full refund means postage and all.

The value of this program to you is NOT the refund itself. Rather, it is the extent to which we go to locate the intended recipient. You will find a marked increase in deliverability, reduced A/R days, and customer satisfaction.

Return Mail Depot

You may opt to have us handle all your return mail for you via our Return Mail Depot. This includes the use of our address as your return address, so that any undeliverable mail is sent directly to LetterLogic. Each day, we will scan each returned piece and give you the option of additional skiptracing via Accurint,We provide a daily report of reason codes, address corrections, and handwritten notes that are sometimes the most valuable piece of information you could want. At the same time, we are getting an exact count of all your return mail which automates and expedites your monthly refund check.

WebView

The LetterLogic WebView service allows your customer service staff to have unlimited online access to any documents LetterLogic has generated on your behalf. By way of our web portal you may find a particular document via document reference number, account number, name, or any other identifier you choose. The document on your screen will be identical to the one your customer received in the mail, including color and graphics. After selecting the document, you can print or email it to another party, including the addressee.

Electronic Bill Presentment and Payment Options : LetterLogic/Link2Gov

LetterLogic, Inc. entered into a strategic partnership agreement with Link2Gov, the nations leading e-commerce provider. Link2Gov (www.link2gov.com) is the e-commerce vendor for the Internal Revenue Service, and for several states and municipalities.

The partnership between these companies allows their mutual customers to issue electronic bills that are identical to the paper bills that are mailed. Using LetterLogic’s expertise in providing “perfect paper” and Link2Gov’s unrivaled expertise in e-commerce, the end product is exceptional.

In the healthcare environment, the hospital will notify their patients via their paper bills that they can now receive and pay their statement on line. The patient may then opt to have electronic billing and will go to the hospital website to register for on-line viewing and payment options, creating his own log-on identifier and password to ensure privacy. Thereafter, the patient will receive an email notifying him that there is a communication from the hospital. He will click on the hospital link, log on with his password, and view his bill. His bill will closely mirror the paper bill that would have been sent otherwise.

Depending on the options selected by the hospital, the patient can then pay all or part of the patient balance using a credit card, a debit card, or a check.

The fees associated with electronic billing are 50% less expensive than those for paper billing, and can be absorbed by the payer via a “convenience fee” if the hospital so chooses.

LetterLogic and Link2Gov work with each client to create a custom e-commerce program that is appropriate for their needs. Some of the options that are available are:

Data Archiving

Generally, LetterLogic will archive your data for 90 days. This allows for easy re-generation of any documents. However, if your needs requiring a longer archive period, we are happy to archive for 12 months at no additional charge.

Interactive Voice Response Option

In partnership with Link2Gov, the nations leading e-commerce company, (clients include the Internal Revenue Service), LetterLogic is pleased to provide Interactive Voice Response (IVR) Services. The IVR system is created to facilitate automated patient payment options such as credit card, debit card and check-by-phone.

How IVR Works.

The process is simple. The patient will dial a toll-free number provided to them by the medical facility. Next, the patient responds to voice prompts, keying in the data requested. Automated voice confirmation is given back to the user to ensure that all information and data keyed is correct. Verification of all information is performed at this time, too. This verification process will be customized to fit your exact application needs. The patient chooses to pay by credit card, debit card, or check, keying in the appropriate information relative to his choice.

Once the verification checks affirmative, the transaction is completed. The transaction information will then be made immediately available to you. The user will receive a confirmation number or receipt number to confirm that payment has been made.

If a credit card or check is declined for any reason, the automated system will inform the caller and give them an option of offering another card or account.

The IVR system gives you immediate access to collected funds and on-demand reporting that is customized to suit your needs.

The entire transaction takes only a few minutes, and requires no, thereby providing a very cost-effective, cash-flow enhancing payment option.

LetterLogic and Link2Gov will develop a script and provide 31 language options and a wide selection of voice talent (male and female) to choose from for the recording of the automated script.

Custom reporting options will provide you with a variety of information including Total number of Calls, estimated call duration, total calls per hour (great tool for determining most effective hours for patient contact), which menu items were selected, and average $ amount collected per day, per call, per hour, etc.

Variable Imaging and Fulfillment: Frequently asked questions

What kind of files can you accept?
Although we prefer files in a delimited format, we can work with any type of file. (Including print image, flat file, asce, etc.)

How is the data transferred?
Depending on the type of data that you are sending, and the level of privacy that is required, you may send the data to us via email, bulletin board, FTP, etc. If you are sending data that is protected under HIPAA, FDCPA, or any other privacy standards, you will send the data to our secure FTP site.

How long before our documents get in the mail?
We guarantee that your documents will be in the mail within 24 hours of the time we receive your file.

How will I know that our documents are in the mail?
Within a few hours of your file transmission, you will receive a Production Report – detailing the number of pieces that are being mailed for you. Within two days, you will see the results of the mailing; either in the form of phone calls, payments, etc.

One of our customers claim that they “never got the bill”. How do we know whether or not it was mailed?
If you will give us the name and the account number, we will give you an answer within the next hour. We will tell you the date we mailed the piece and the address to which we sent it. If the address was affected by NCOA or AEC, we will give you that information also.

Are you HIPAA compliant?
Yes. Through the use of FTP, PGP encryption, Firewalls, waste paper shredders, privacy envelopes, etc., we warrant that our practices are in compliance with all federal and states regulations.



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