Direct answer: Patients learn what's changing at the practice and who to call, and we print, fold and mail every letter for you. You upload the letter and your patient list, check the proof and the full price on screen, and approve. Nothing prints until a person on your staff says yes.
Practice changes? Tell patients, no envelopes to stuff.
By the USMail.ai team, more than 50 years of combined expertise in printing and mailing
What practice changes does this hub cover?
A medical office writes to its patients when something about their care changes. This hub groups those letters so you can find the one you need:
- Practice closing? Notify patients before the deadline. covers the letter that tells patients when the doors close and how to get their records.
- Doctor leaving? Notify patients, skip the lines. covers the letter that tells a departing doctor's patients who sees them now.
- Tell former patients where their records are. covers the follow-up that points former patients to their records.
- Dental notices? Mail every patient from your desk.
- Recall cards. No integration.
- Chiropractic recall? Remind patients from your office.
- Home health letters? You approve, we produce.
- Optometry recall due? Send the whole list online.
- Clinic letters to patients? Approve once, we mail.
- Hospital letters to patients? You approve, we produce.
- Therapy patient letters? We check every address first.
Each page explains what the letter usually says and how to send it. Your licensing board or counsel decides what yours must include.
Who builds the patient list?
Whoever runs reports in your practice management system builds it. The export is usually a spreadsheet with each patient's name and mailing address. For a doctor leaving, filter on that doctor and pick a lookback window your office agrees on. Remove patients who have died or already moved their care, and for a minor, address the letter to the parent or guardian on file. Every address comes from you. We check every address before mailing, and the AI never suggests or adds one.
How does mailing work on USMail.ai?
You upload. You approve. We produce. An office manager uploads the letter as a PDF or document, adds the patient list, and checks the proof on screen. You see the complete price before you approve, and nothing prints until you do. Then we print, fold, envelope and hand every letter to USPS. From our own production floor: we print, envelope and hand each piece to USPS, and you see the proof and the full price before you approve.
If plans change, you can unapprove an approved job before its mail date, and the money goes back on your meter balance, not your card.
Which mail class fits a patient letter?
First-Class Mail is the everyday choice for a letter to every patient on a panel. For a smaller group where your office wants a USPS record, such as patients in active treatment, you can choose Certified Mail. Certified Mail is $1.15 plus the current USPS Certified Mail fee, which USPS publishes in Notice 123. You see the full price before you approve. We don't offer paper Return Receipt yet. USPS delivery times vary, and USPS lists First-Class Mail at 1-5 business days on its First-Class Mail page. Ask your counsel which class, if any, your situation calls for.
What does it cost?
Letters starting at $1.15, postage included. For a one-page, single-sided, black-and-white First-Class letter. You see the full price for the whole mailing before you approve. A meter balance is optional, and you can pay per mailing. USMail.ai is an AI print-to-mail platform, not USPS.
Who on staff can send it?
Anyone your office trusts to approve mail can send it. There's no printer to set up, no folding machine and no trip to the post office, so the letter doesn't wait for the one person who usually runs the mail. A front desk lead can upload the file and the list, and a practice administrator can review the proof and approve it. Every job shows the full price before approval, so the person approving knows exactly what the mailing costs. If the list changes after approval, unapprove the job before its mail date, fix the list and approve it again. Your patients get one clear letter, and your staff stays on patient care instead of the mail.
What other practice letters are coming?
This hub will add more practice-change letters as they are written, such as a new doctor joining or a doctor retiring. We only link pages once they are live, so the list above shows what you can use today. If your change doesn't fit any page yet, the same steps work for any letter you write: upload it with the patient list, check the proof and approve.
What do people ask about USMail.ai?
Can we mail a letter to only one doctor's patients?
Yes. Export the patients for that doctor from your practice management system and upload just that list with the letter.
Do you write the letter for us?
No. You write the letter and decide what it says. We print, fold and mail the version you approve.
Can we send some letters by Certified Mail?
Yes. Certified Mail is $1.15 plus the current USPS Certified Mail fee. We don't offer paper Return Receipt yet.
Can we change our minds after approving?
Yes. You can unapprove an approved job before its mail date, and the money goes back on your meter balance, not your card.
When does my letter go to USPS?
By default, letters you approve before 10 p.m. CT are handed to USPS the next business day (Monday to Friday). USPS delivery times vary. USPS handles delivery from there. There are no contracts, subscriptions or setup fees.