Materials & Resource Management
Your Supply Chain & Logistics Specialists
 

Mail & shipping Center

A Solutions Driven Department

Ed Philopena
Central Distribution Coordinator

Shipping
Receiving
Mail
Courier Services

 

 

 

 

On-Line Bulletin Board

NOTICES
Monday March 03, 2008

 

GENERAL INFORMATION

 

 

The UCHC Mail Center handles over 250,000 pieces of mail and parcels per week.
The UCHC Mail Center is a vital part of the Health Center Community. The Mail Center area includes department pick-up boxes, and an Informational Resource Center.  The Mail Center saves the institution thousands of dollars by utilizing state of the art mail sorting, metering, and shipping machines along with a  bar-coding vendor for an additional 6% saving on all U.S. outbound mail. A new Web Based Shipping System is available to the Health Center Community.  Contact the Help Desk for more information at 679-1958.

Service Hours: - 9:00 AM TO 4:00 PM

• All Metering must be completed by 3:30 PM

• Last Delivery to the Post Office is at 3:30 PM

 

NOTICES

United States Postal Service:  None at this time.

UCHC Mail Center

General Notices:

• Certified Mail Delivery 
  
  We need to make sure that our courier brings all Certified mail to the retail window at the U.S. Post Office for it to be scanned into their system prior to closing.  If we do not bring the certified mail to the retail window, it will not be “tracked” until it reaches the post office of the town of destination.  Please make every effort to bring your Certified mail to the Mailroom by 3:00 p.m. so that we can have it processed for delivery to the U.S. Post Office window be they close for the evening.
  
  Thank you.

  Alexander Schwarz Jr.
  Mailroom Coordinator
  Materials Management MC0999
  Tel: (860)679-1942
  Fax: (860)679-1610
  aschwarz@uchc.edu

   

• Bulk Mailings
  
  Please coordinate all Bulk Mailings (100+ pieces)  with our Shipping Coordinator.  Please note that there is a charge for mailings over 100 pieces; see our manual for more information. Bulk Mailings received at the Shipping Center without proper notification, will be returned. 
  
  Please use the attached request form:  MAIL SERVICE REQUEST
   

• Proper Packaging
  
  Please make sure that all parcels are packaged correctly before attempting to ship. 
  If you have any questions regarding proper packaging, please contact our Shipping Coordinator.
   

• UCHC Mail Policy
  
  We have been informed  that Departments are including mail that should be
  sent via internal mail, through the Metering process.  This is not acceptable
  practice, and must be halted.  You must separate this type of Internal Mail from your bulk mailings.  This type of Mail should be placed in the new UCHC Internal Mail Envelopes.
   
• Addressing Issue with First-Class Flats
  
  The Hartford CT Processing & Distribution Center is having a difficult time processing our First-Class Mail Flats on their automated equipment.  Several problems have been found with these particular pieces:   The delivery address and city, state & zip code are often out of the window of the envelope.  This causes the piece to be rejected by their automated equipment, and it must be hand sorted, which can cause a service time delay. The envelope then must be torn in order to see the delivery address.  The Postal Standards for window envelops state that a clearance of at least 1/8” from any printing and the window edge.  The clearance must be maintained during the insert range of movement in the envelope.
   
• Bioterrorism Information Websites

  In light of the continuing events related to bioterrorism the Connecticut Hospital Association suggests the following web sites:

  CDC PUBLIC HEALTH EMERGENCY PREPAREDNESS & RESPONSE

  Contains bioterrorism fact sheets, guidelines, notification protocols, news, Frequently Asked Questions, links, and more. Includes information about CDC roles and national programs such as the National Pharmaceutical Stockpile and the Health Alert Network. 

  NATIONAL LIBRARY OF MEDICINE - MEDLINEPLUS HEALTH TOPIC ON ANTHRAX

  The National Library of Medicine at NIH has created a Medlineplus health topic page on anthrax. Medlineplus is the NLM's consumer health information service. The new page was released October 18. It contains targeted links to pertinent information at CDC, other federal agencies, professional associations, media reports, prefab Medline searches, and more. The URL Is: http://www.nlm.nih.ghtml.

  Office of Communications

 
• U.S. Outbound/Inbound Mail
  
  We are pleased to announce that most of the issues surrounding the problems with the U.S. Mail Service have been resolved. Some of the incoming, as well as outgoing U.S. Mail was taking longer than normal to reach its destination,. Quality Control Specialists from the U.S. Postal staff, completed diagnostics on our envelopes. We have not experienced any significant delays, however we will continue to  monitor the mail.
  
  As you know, the Post Office is relying more and more on automation. What that means for the user, is that the postal addressing requirements must be closely adhered to. We have seen hundreds of envelopes, handwritten and typed, not following postal requirements. If you are not sure of proper addressing formats, please refer to the UCHC Mail Manual at  <http://opa.uchc.edu/mail/ms_home.htm> . See Addressing Standards once at the site.

We have also noticed that more than 40% of U.S. inbound mail does not contain the Health Center Mail Code. Senders must include your department's Mail Code as part of the Zip+4 code, e.g., 06030-XXXX. Mail that arrives with out a Mail Code is held for look-up. This look-up process causes significant delays in the sorting and delivery process. Please inform all your customers, vendors, patients, and other contacts, to always include your department's Mail Code. Also, make sure that your department's Mail Code is clearly stated in the Return Address, on your Business Cards, Invoices, Purchase Requisitions, and any other outgoing documents. We would also suggest that you check the Health Center's Employee Directories (Telecommunication's Employee Directory and the IT Web Directory) to ensure that your proper Mail Code is listed. Please remember, failure to use the Mail Code System, will cause significant delays in receiving your mail.

If you have any questions, please contact Jeff Boyko at 679-1955 or Jack Ferraro at 679-1927.

  If you have any questions, please feel free to contact Ed Philopena,
Tom Saccocia, or Alex Schwarz at 679-1958 or via e-mail.

 

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