Below are rules to follow when using the Baptist Health mailroom headquartered on the Little Rock campus from Baptist Health mailroom coordinator Eric Battershell. Got more questions about the mail? Contact him at george.battershell@baptist-health.org or 501-202-2399.

• Electronic certified mail (often referred to as E-Certified) is a service that can be added to first class and priority mail, and it should be used when mailing important notices and documents. E-Certified mail provides tracking proof of the date and time of delivery (or attempted delivery). See mail clerk when dropping off mail to be sent certified. You will need to have a completed “Special Mail Request Form,” and the mail clerk will provide you with the certified tracking numbers for your mail pieces.

• To track your certified mail, log into USPS.com and enter the tracking number. Once the mail piece is shown to be delivered, if you would like a receipt of the signature of acceptance, enter your email address under “Return Receipt Electronic,” and USPS will email you the receipt. USPS certified mail is a product of the United States Postal Service and is available only in the United States, therefore USPS certified mail cannot be sent outside the U.S.

• Outgoing mail that has typed addresses instead of handwritten can be metered at the less expensive presort rate. Handwritten mail cannot be sent at the discounted rate, but it has to be sent as first-class mail. To avoid delays with processing your mail that has been handwritten, please use only black or blue ink when addressing, as any color ink besides black or blue may not be properly recognized by the mail sorting optical character recognition at the postal processing and distribution center. When using address labels, make sure the address fits the label and no important information is cut off. Also, make sure you place the labels on the envelope straight. Mail processing machines have trouble reading crooked or slanted addresses.

• Any first-class mail going outside the U.S. needs to be flagged when sent to the mailroom, as it is international mail and requires extra postage. When addressing international mail, please spell out the country of destination in English with no abbreviations. For updated delivery restrictions on international mail during the COVID-19 pandemic, visit USPS.com. Packages going outside the U.S. require a customs form be completed. Please consult with the mailroom.

• Always place the street address (including suite numbers) or P.O. box on the line above the city-state-zip, and refrain from placing any information below the city-state-zip as this could delay sorting and processing. The lower portion of the front side of the envelope directly below the address is reserved for USPS IMb postal barcodes, so this area must remain clear.

• When using window envelopes, make sure the complete address, especially the city-state-zip, is always visible in the window of the envelope. USPS postal regulation (DMM 601.6.3) states that the delivery address on mail sent in window envelopes must show completely, with 1/8” clearance, at all times during processing and delivery even if the inserted mail piece moves. One of the easiest violations to overlook is protected health information (PHI) being visible in an envelope window. Any identifying information other than the patient's name and address such as account number, drivers license number, social security number, date of birth, etc. should not be visible through the window of an unopened envelope.

• Items such as large paper clips, binder clips, and other metal fasteners should not be included in letter size envelopes, as this may cause the envelope and its contents to be damaged during sorting and processing.

• The thickness of an envelope’s content can result in a higher postage price, so when and where possible, print on both sides of the paper to eliminate the number of pages enclosed in the envelope. Make sure the contents of the envelope fits properly inside of the envelope. Overfilling an envelope may result in it not sealing effectively, which could result in the contents being lost and/or damaged.

• The Baptist Health mailroom is bound by USPS regulations regarding handling of incoming and outgoing mail, but the Baptist Health mailroom is not an affiliate of the USPS nor does it provide the same services as a USPS post office.

• Due to time restraints, any certified mail dropped off at the BHMC-Little Rock mailroom after 11 a.m. will not go out until the following day. For special circumstances, speak with the mail clerk to see if an exception can be made.

• Outgoing mail is picked up at the BHMC-LR mailroom by the courier daily at 1 p.m. Any mail received at the mailroom after 1 p.m. will be processed the following business day. 

• When possible, please keep Baptist Health interoffice mail separated from mail being sent to the mailroom to be metered. Avoid sending anything breakable or hazardous via interoffice mail. And in order to expedite your interoffice mail, be sure to address interoffice envelopes as follows:

To:
Patient Financial Services
11001 Executive Center Drive, Suite 100
Attn: Dawn Gilson

From:
Marketing and Communications
BHMC-LR
Cindy Lewis

• Be aware the mailroom does not process FedEx or UPS packages.

• The CORRECT BHMC-Little Rock campus address is 9601 Baptist Health Drive, NOT 9601 I-630 Exit 7.

Fees for use of the Baptist Health Bulk Mail permit for bulk mailings will be charged back to the departments, therefore a "Special Mail Request Form" must accompany the mail out with the department charge number clearly documented.

• A minimum of 200 pieces of mail is required

• All pieces must be the same size and weight

• All pieces must be addressed to locations within the United States

• All pieces must have a Return Address

• All pieces must be placed entirely in ZIP CODE order

It is recommended that nothing "time sensitive" be sent Bulk Mail, as there is typically a longer delivery time involved when using Bulk Mail.