Medical records requests
Prepare an authorized request to a provider or records department, then obtain approval for its mailing cost.
Read the records request mailing guideMailing service for patient advocacy teams
Advocates prepare.
Finance approves the cost.
Mail patient correspondence with a clear handoff. Advocates handle letters and recipients; restricted approvers authorize spending without viewing those details.
Roles and approvals included. No seat fees. No subscription. Pay for the mail you send.
From completed document to mailed letter
Prepare.
Approve.
Send.
Use the dashboard in your browser. No developer or API integration required.
- 01
The advocate prepares a draft
Upload the completed document, enter the recipient and return address, choose mailing options, and review the preview and quote. Save the draft and request approval.
- 02
Finance reviews the expense
An independent approver sees the staff submitter, quoted amount, and approval status. They approve or request changes without receiving document contents or recipient details through that role.
- 03
The authorized sender releases it
The advocate or another authorized sender selects Send approved mailing. PostalForm rechecks the approved version and current price before reserving credits and queuing fulfillment.
Approval does not send mail or charge a payment method. Release may trigger automatic credit refill if your billing manager previously enabled it.
A practical starting configuration
Keep case work with advocates.
Give finance the spending controls.
An owner configures each teammate's permissions and the workspace approval policy.
| Teammate | Assign | Configure |
|---|---|---|
| Patient advocate | Preparer + Sender | Limit content access to their own mail. Disable Send without approval. |
| Finance colleague | Approver + Billing admin | Approve expenses and manage credits without adding content access. Use Approver alone if someone else funds the workspace. |
| Workspace owner | Owner | Manage the team and policies. Owners always have full workspace access. |
Enable Require independent approval for everyone when every live mailing needs review. This also applies to owners and API submissions. People cannot approve their own work; approval and sending remain separate actions.
Correspondence your team already prepares
A shared process for
patient advocacy mail.
Bring your completed correspondence and supporting documents into a workspace draft.
Insurance correspondence
Mail completed claim documents, requested supporting records, or follow-up correspondence using the same expense review.
Read the claim packet mailing guideVerify patient authorization, the recipient's submission rules, and deadlines. Workspace permissions do not establish HIPAA compliance or replace your organization's review of document handling.
Included with PostalForm Projects
Team controls: $0 extra.
Roles, independent approvals, and separate billing access come with the workspace. Live mail uses prepaid credits, with a quote before sending.
Try the workflow in free, simulated test mode before sending physical mail.
Before you get started
Questions from
advocacy teams.
Can finance approve mailing costs without seeing patient details?
Yes. Assign Approver without additional content access. The approval view includes the staff submitter, amount, generated reference, revision, timestamps, and status. It excludes documents, recipient and return addresses, filenames, and tracking details. Workspace owners always have full access.
Does Billing admin access include expense approval?
No. Billing admin manages credits, payment methods, and optional automatic refill. Add Approver when that person also authorizes mailing expenses. Neither role alone grants document access or permission to send.
Does approving a mailing automatically send it?
No. An authorized sender releases the approved draft separately. Release rechecks the details and price, reserves mailing credits, and queues fulfillment. If the document, mailing details, or price changes, renewed approval is required.
Are these controls a paid upgrade?
No. Roles, approvals, and separate billing access are included with PostalForm Projects. There are no seat fees or subscription fees. Physical mail uses prepaid credits; free test mode is simulated and sends no physical mail.
Do these permissions establish HIPAA compliance?
No. Role permissions control workspace access; they do not establish HIPAA compliance or replace patient authorization, provider requirements, or your organization's review of document handling. Confirm the requirements for your intended use before uploading patient information.
Do advocates need a developer to get started?
No. Your team can upload completed documents, prepare drafts, request approval, and send through the dashboard. API draft preparation is also available; the same workspace approval policy applies.
Explore the full role and approval workflow.
All team mailing controls