Mailstar

Healthcare Print & Mail

Patient Communications That Are Accurate, Secure, and On Time.

Mailstar prints and mails patient statements, billing notices, appointment reminders, and provider communications for healthcare organizations — with the accuracy, data care, and delivery reliability that patient mail demands. Rochester-built. Serving healthcare organizations nationwide.

30+ Years in Print & Mail

G7 Certified Color Accuracy

USPS Seamless Acceptance

HIPAA-Compliant Data Handling

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See How We Handle Patient Data
We Get It

Patient Mail Doesn't Leave Room for Error.

Healthcare organizations juggle patient communication, operational efficiency, data privacy, and regulatory pressure at the same time — and mail sits at the intersection of all four. A wrong balance on a statement, a missed appointment reminder, or a data handoff to the wrong vendor isn’t just a print error. We built our process around that reality.

Data Has to Stay Controlled

Patient names, account numbers, and balances move from your system to a printed page. We limit file access, handle transfers securely, and don't retain patient data longer than a job requires

Accuracy Is Non-Negotiable

A statement with the wrong balance or the wrong address isn't a minor error — it's a patient complaint and a compliance question. Every variable-data run is checked before it goes to press.

Timing Affects Care and Collections

Appointment reminders that arrive late don't get read. Statements that stall in production affect your revenue cycle. We build schedules around when the mail actually needs to land.

One Practice, Many Mail Types

Billing, patient education, provider transitions, foundation appeals — most healthcare organizations run several kinds of mail through several vendors. We consolidate that under one team.
Healthcare Mail Programs

Three Kinds of Healthcare Mail. One Accountable Partner.

Open letter on Heartland Clinic letterhead with teal logo, accompanied by a white business envelope with branding nearby.

Patient Communications

Direct-to-patient mail where accuracy and tone both matter — this is the mail your patients read most closely, because it’s about their care and their bill.

  • Patient statements and billing inserts, personalized per account
  • Explanation of benefits (EOB) and balance notices
  • Appointment reminders and recall notices
  • Patient education materials and care instructions
  • Provider transition letters (e.g., a physician relocating or retiring, with next-step options for the patient)
Heartland Clinic brochure set announcing NOW OPEN, featuring a doctor image and teal logo on light background.

Operational Mailings

The mail that keeps a practice, clinic, or health system running and known in its community — announcements, marketing, and administrative notices.
  • “Now open” and new-location announcement mailers
  • Provider and service-line marketing campaigns
  • New patient acquisition postcards and welcome mailers
  • Policy, insurance, and administrative notices to patient panels
  • Staff, board, and internal communications printing
Heartland Clinic brochure set announcing NOW OPEN, featuring a doctor image and teal logo on light background.

Patient Fundraising

For hospital foundations and health systems that fundraise from grateful patients, donors, and the community — appeal mail that reads like a mission, not a bill.
  • Grateful patient and annual appeal letters
  • Capital campaign mailings for facility or equipment fundraising
  • Donor acknowledgment and stewardship mailings
  • Gala, event, and foundation newsletter printing
  • Variable-data personalization by gift history and donor segment
Why Mailstar

Built on 30+ Years of Getting the Details Right.

Mailstar has printed and mailed for Rochester-area healthcare organizations for over 30 years. That local track record is exactly what now supports healthcare clients nationwide: one facility, one team, and a production process that doesn’t change whether your patients live in Rochester or across the country. Files come in securely, mail goes out through the same USPS network no matter where you’re based — so a health system in another state gets the same accountability our New York clients have relied on for decades.

HIPAA-Conscious Handling

Patient files are treated as sensitive data at every step — controlled access, secure transfer, and no unnecessary retention. We'll work with your compliance team on a data handling agreement.

G7 Master Certified Color

IDEAlliance G7 certification means the statement, card, or letter that leaves our press matches what you approved — consistent, accurate, every run.

USPS Seamless Acceptance

Mailstar was the first mail house in Upstate New York to qualify for Seamless Acceptance — mail moves into the postal stream faster, with more predictable in-home timing for time-sensitive patient mail.

One Roof, Coast to Coast

Design, variable-data printing, and USPS mailing all happen under one team. Healthcare organizations anywhere in the country get a single point of contact instead of three vendors to coordinate.
Common Questions

Healthcare Direct Mail — Frequently Asked Questions

Does Mailstar handle patient data securely?

Yes. Patient files are transferred through secure channels, access is limited to the staff working your job, and data isn’t retained beyond what a project requires. We’re glad to work through your organization’s specific data handling requirements before a project starts.

Yes. Variable-data printing lets us personalize account numbers, balances, dates, and messaging for every patient in a single run, so each statement is accurate to that individual account.

Yes. While Mailstar is based in Rochester, New York, production and mailing serve healthcare clients nationwide. Files transfer digitally and mail enters the same USPS network regardless of where your patients live.

Three broad categories: patient communications (statements, EOBs, appointment reminders, education materials), operational mailings (practice announcements, provider marketing, administrative notices), and patient fundraising (grateful patient appeals, capital campaigns, donor stewardship) for hospital foundations and health systems.

Yes — these are common, time-sensitive mailings (a provider relocating, a new location opening, a service line launching) and Mailstar can turn them around with the same accuracy and personalization used for billing mail.

Let's Talk About Your Patient Mail.

Whether it's monthly statements, a foundation appeal, or a practice announcement, we'll map out the right format and timeline for your organization — wherever it's located.

Launch Your Healthcare Campaign
Call (585) 254-6220

585.254.6220 · Monday–Friday, 8am–4:30pm
600 Mile Crossing Blvd, Suite 4, Rochester, NY 14624 · Serving healthcare organizations nationwide