MMA 103: Chapter 10 – Flashcards
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Letterhead
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Formal business stationery on which the doctor's name and address are printed at the top
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No. 10
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Envelope size most commonly used for correspondence; "business" envelope
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Transparent window envelopes
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Type of envelope used for invoices and statements
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Tan Kraft envelope
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Another name for clasp envelopes.
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Subject line of business letter
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Used to bring the subject of the letter to the reader's attention
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Begins two lines below the subject line, paragraphs are single spaced, double space between paragraphs, set lists apart from the rest of the letter
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Proper format for body of the business letter
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Two lines below the last line of the body
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Location of complimentary closing of a business letter
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Aligned with the complimentary closing
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Position of the signature block in a business letter
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Three to four
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Number of spaces that should be left above the signature block to allow for the signature
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Identification line
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The letter writer's initials followed by a colon or slash and the typist's initials
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Notations
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Lines at the bottom of the letter that include information such as the number of enclosures and the names of people who will receive a copy of the letter
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Open punctuation
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No punctuation after the copy notation
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Mixed punctuation
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Colon after the attention line
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One inch margins on the left and right, single spaced body of letter; double space between paragraphs, short sentences, more than one sentence in each paragraph
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Business letter formatting guidelines
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Modified block letter style
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Dateline, complimentary closing, signature block and notations are aligned and begin at the center of the page (or slightly right of center)
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Full block style
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All lines are typed flush with the left margin
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Block style
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Also called "full block style;" most often used in medical office correspondence
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Simplified letter style
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Generally considered too informal for a medical office
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Proofreading
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Checking a document for spelling, format errors, and grammatical errors
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Know the type of person you are writing to, establish the purpose of the letter before you write it, use the active voice, be concise
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General tips for writing an effective letter
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Editing
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Checking a document for factual accuracy, logical flow, conciseness, and clarity and tone
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Stick to the subject
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Rule for content of a letter
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Formatting errors
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Errors in indenting, line length, or line spacing
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11
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When writing, use numerals when the number is _____ or greater
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Express Mail
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USPS service that provides either next day or second day delivery 365 days a year
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11 ounces
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Weight limit for first class mail
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Priority Mail
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Used for faster delivery (than parcel post) for any item that weighs between 11 oz and 70 lbs
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Special delivery
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Use this USPS special service to have items delivered as soon as it reaches the recipients's post office
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Certified mail
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Requires the postal carrier to obtain a signature when the item is delivered
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Registered mail
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Use for sending an item that is valuable or irreplaceable
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Sorting, recording, annotating and distributing
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Steps in processing incoming mail in the physician's office.
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Sorting
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First step in processing incoming mail
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Annotating
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Underlining key points and writing reminders or suggested actions in the margin when reading incoming mail
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United Parcel Service
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A company that delivers packages and provides overnight letter express service
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Interoffice memos
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Used to facilitate informal written communication within an office
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Obtain written consent for e-mail communication
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Step to take before undertaking e-mail communication with a patient
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The office has the right to monitor employee's e-mails
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Information to know when considering how to use the office e-mail system
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Accordion
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Type of fold for mail that will be placed in a window envelope
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Computer printed envelope using the default font
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Type of envelope most easily read by and OCR system
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Return receipt requested
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Mechanism to obtain proof that an item was delivered by the USPS; use for important letters such as notifying a patient that the office can no longer provide care
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Date line for business letter
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Spell out the month, then write the day, comma, and the year (January 2, 1990)
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Professional
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All written communication from the office (including e-mails) should be written in a __________ manner.
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Good practice for managing e-mails
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Check your office e-mail regularly, empty any unwanted messages, do not open unidentifiable e-mails, save all e-mails that contain PHI, set up sub-folders for e-mails that must be kept for an indefinite period of time
