Chapter 43: Mail and Chapter 42: Written Communications
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What is included in the heading of a letter?
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The return address, which may be in a letterhead, and the date.
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Where is the inside address located on a letter?
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Above the salutation of the letter, usually with one space between the inside address and the salutation.
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What spacing is used in the body of a letter?
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Single spacing with double spaces between paragraphs.
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How many spaces below the complimentary closing should the typed signature be placed?
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The typed signature should be placed four to five lines below the complimentary closing to leave space for the handwritten signature.
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What is the advantage of using the simplified letter style?
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It is suitable when the exact name of the recipient is not known or for form letters, because there is no salutation.
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Identify the eight parts of speech.
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Nouns, pronouns, verbs, adjectives, adverbs, prepositions, conjunctions, interjections.
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What information should be included on the cover sheet for fax transmissions from a medical office?
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Name of the office, name of the sender, name of the recipient, telephone numbers of both sender and recipient, fax number of the recipient, a confidentiality statement.
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What is letterhead stationery?
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Paper used for correspondence that is preprinted with a business name, address, and telephone number.
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What is the correct salutation for a business letter to William Masterson, MD, including punc-tuation?
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Dear Dr. Masterson:
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What are examples of at least two acceptable complimentary closings for a business letter.
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"Sincerely," "Sincerely yours," "Very truly yours."
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What is a ZIP+4 code and how is it different from a 5-digit ZIP code?
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These digits identify a specific geographic segment within the five-digit delivery area.
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How does the USPS use barcodes?
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Postal barcodes are used to sort mail.
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Describe Express Mail
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Mail is delivered the next day. It includes letters and packages up to 70 lb.
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Describe First-Class Mail
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Mail includes items up to 13 oz and is delivered within 2 to 3 days nationwide.
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Describe Standard Mail
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Mail is used to send periodicals, journals, newspapers, and newsletters. It requires a special permit.
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When is a Certificate of Mailing obtained?
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A Certificate of Mailing only provides proof of mailing without proof of delivery. It is usually used when an item must be mailed by a specific date.
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What services are included when an item of mail is sent Registered Mail?
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Insurance and tracking of delivery attempts; the recipient must sign a form upon receipt.
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What are the advantages of using a private delivery service instead of the USPS to deliver packages?
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Private delivery services will usually pick up items and provide tracking as part of their service. For an additional charge, they are also very fast.
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How should letters regarding patients be arranged for the physician?
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They should be clipped to each patient's medical record and alphabetized for the physician.
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How should the physician's mail be handled when he or she is on vacation?
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Letters that might be important should be given to one of the other physicians, either opened or unopened according to office policy. Less important items should be arranged in order of importance and left for the physician to review after returning to the office.
