Mail and Mailroom

Applies To: UNM Hospitals
Component(s):
Responsible Department: Materials Management
Revised: 12/2009
Title: Mail and Mailroom Procedure

Patient Age Group: (X ) N/A ( ) All Ages ( ) Newborns ( ) Pediatric ( ) Adult
DESCRIPTION/OVERVIEW
Mail for all departments of the hospital will be distributed from the mailroom, which will be manned
from 7:00 a.m. to 3:30 p.m., Monday through Friday (excluding holidays). In order to preserve
security and confidentiality of all mail, locking mailboxes have been installed. Mail may be retrieved
anytime by using a mailbox key.
AREAS OF RESPONSIBILITY
The mailroom will provide efficient distribution of mail, both incoming and outgoing. The mailroom
will also provide appropriate access to the mailroom for purposes of security and confidentiality.
PROCEDURE
1. Outgoing Mail:
1.1. Mail directed outside the institution will have the sender’s department mailbox number
designation printed on the correspondence and on the envelope. When a self-addressed
return envelope is sent to an addressee, the sender’s department name shall be placed on
the outside of the envelope. This will assist the mailroom personnel when distributing
incoming mail.
1.2. Outgoing mail is picked up at 12:30 p.m., Monday through Friday (excluding holidays);
therefore; all outgoing mail must be submitted by 12:00 p.m. in order to go out that day.
2. Incoming Mail:
2.1. Mail for all departments will be sorted and available for pickup at Department mail box
after 1:00 p.m.
2.2. Incoming mail will be returned to sender if not labeled with mail box number or
department name.
2.3. Mail that is not immediately identifiable will be put aside and processed as time permits.
It will then be stamped “Please notify this correspondent of your correct mailing address
and department name, mailbox number.” Cooperation is required for follow up in order
to expedite your mail delivery.
3. Inter-Hospital Mail:
3.1. All mail shall be placed in inter-departmental envelopes before being delivered to the
mailroom for distribution. Any material relating to a patient (consultation, referrals,
etc.) must be secured in an envelope to preserve the privacy of patients.
4. All Mail:
4.1. All mail will be delivered to the mailroom for forwarding to the U.S. Post Office,
University of New Mexico, or for distributing within the hospital.
4.2. All X-ray films must be contained in an X-ray mailing envelope suitable for mailing.
This envelope must be completely addressed, name, street or post office box, city, state,
and zip code.
4.3. Envelopes not properly addressed or not suitable for mailing, because of condition, will
be returned to sender.
_________________________________________________________________________________________________________________
Title: Mail and Mailroom
Owner: Director, Materials Management
Effective Date: 12/16/2009
Doc. #2598
Page 1 of 3
4.4. No personal outgoing mail will be processed through the mailroom.
5. Non-Profit Bulk Mail Procedures:
5.1. All pieces must be “like” mail, not less than 200 pieces per mailing. Total number of
pieces must be counted and recorded.
5.2. Return address must have University Hospital as headline, top left-hand corner and
mailbox number.
5.3.Permit number must be stamped or printed on top right-hand corner.
6. Certified Mail Procedure:
6.1. All mail received certified from the Post Office will be logged in the Certified Mail Log
and hand delivered to the department or person the day it is received.
6.2. Upon delivery, the addressee will sign for the receipt of the certified mail.
SUMMARY OF CHANGES
Add procedure for Certified Mail
Replaces “Mail and Mailroom” revised 10/2008.
RESOURCES/TRAINING
Resource/Dept Internet/Link
Material Management Mailroom Webpage https://hospitals.health.unm.edu/intranet/MatMgmt/MailRoom.cfm
DOCUMENT APPROVAL & TRACKING

Item Contact Date Approval
Owner Director, Materials Management
Consultant(s) Roy Sandoval, Mail Clerk, Jesse Montoya, Supervisor General Stores
Official Approver Erin Doles, Administrator, Professional & Support Services Y
Official Signature Date: 12/16/2009
Effective Date 12/16/2009
Origination Date September 1982
Issue Date Clinical Operations Policy Coordinator 12/23/2009
ATTACHMENTS
Certified Mail Log
_________________________________________________________________________________________________________________
Doc. #2598
Page 2 of 3
CERTIFIED MAIL LOG
All mail received certified from the Post Office will be logged and hand delivered to the department or person the day
it is received. Upon delivery the addressee will sign for the receipt.
CERTIFIED DATE
DATE ADDRESSEE ADDRESSEE SIGNATURE
ROUTING NUMBER RECEIVED
_________________________________________________________________________________________________________________
Doc. #2598
Page 3 of 3

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Applies To: UNM Hospitals

Title: Mail and Mailroom Procedure

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