Post it with CareHQ
We've teamed up with JHET to allow you to automatically send invoices, Direct Debit notices and payment reminders by post through CareHQ.
Whilst we're all striving to move towards sending documents electronically, some clients still require paper copies. For many care providers, printing, preparing and posting these documents can be a time-consuming, expensive and error-prone manual process.
Sending through CareHQ
If you're currently using CareHQ to send documents, you'll know that documents which need to be posted are sent to you as PDFs by email. They then need to be printed, placed in envelopes, stamped and posted.
To simplify this process, CareHQ can now automatically send documents by post for you.
In the same way that CareHQ can automatically send an email on an invoice's issue date, or send a payment reminder when an invoice is seven days overdue, we can now post paper copies of invoices, Direct Debit notices and payment reminders directly to the recipient's address.
For documents being sent by post, CareHQ initiates sending three working days earlier than the equivalent email would be sent, helping to ensure that documents arrive on time.
What does it cost to post a document?
Our standard option is an A4 duplex-printed letter in a completely opaque C5 window envelope, sent via business mail with an expected delivery time of 3-4 days.
The costs are:
- £1.38 per letter, including the first A4 page
- 9p per additional page
- 6p per returned letter (for example, where the recipient is no longer at the address)
Premium mail, with an expected delivery time of 2–3 days, costs £1.53 per letter.
Other options are also available, including branded envelopes. If you have specific requirements, let us know and we can provide a separate price.
Please note prices are quoted excluding VAT.
Can I use my own logistics partner to post documents?
Absolutely, and a number of care providers already do.
However, logistics partners often require a minimum monthly sending volume to keep costs down. One of the benefits of sending through CareHQ is that your mail is combined with that of multiple providers. This means there are no monthly minimums, while the overall volume of mail we send each month helps keep costs competitive.
What data protection measures are in place?
Our logistics partner, which handles the printing, posting and returns, holds the following certifications and accreditations:
- ISO 27001 Information Security Management
- ISO 9001 Quality Management Systems (QMS)
- ISO 22301 Business Continuity Management
- ISO 14001:2015 Environmental Management
- Cyber Essentials Plus
- Cyber Essentials
- DCB0129 Compliance/Accreditation
Their Business Continuity Plan can be shared upon request.
They're also happy to host site visits on request if you'd like to see the secure production environment and the physical security measures, operational controls, restricted access procedures and other processes in place.
What happens if a document is returned to sender?
If a document is returned to sender, we'll log the reason for the return once it has been received and notify you by email. The notification will let you know who the recipient was, which document they were sent and the reason it was returned (for example, because they are no longer at that address).
How do I get started?
If you'd like CareHQ to handle your posted documents, please get in touch at support@crmhq.co.uk.
We'll arrange a call to answer any questions you have and send you sample copies of each document type so you can confirm that they meet your requirements.
Once you're happy to proceed, we'll enable the service within CareHQ. From that point onwards, your documents will be printed and posted automatically.