Written Communication Test Questions – Flashcards
Unlock all answers in this set
Unlock answersquestion
What type of information is protected by the HIPAA Privacy Rule?
answer
Patients' financial records Patients' medical records All of the above
question
Alicia is a medical office assistant. She is responsible for processing incoming mail. One of the pieces of mail that she opens includes a denied insurance claim for someone that she knows. Can she share this information with her friends?
answer
No
question
What should an assistant do with an incoming piece of mail with the notation PRIVATE?
answer
Forward the piece of mail to the person to whom it is addressed
question
Using a procedure to process incoming mail takes more time than not using a procedure.
answer
False
question
Assistants should open envelopes by sliding their finger under the sealing flap and then sliding it across the top edge to the other side.
answer
False
question
If the contents of a piece of mail do not include the name and return address of the sender, what should be done with the envelope?
answer
It should be kept with the contents.
question
How often must assistants check for e-mails and faxes?
answer
Several times a day
question
How should mail be routed?
answer
According to whom it is addressed
question
What type(s) of mail may assistants be instructed to handle?
answer
Requests for copies of medical records
question
What should Rory do with The Daily Report, the local newspaper?
answer
Put it in the waiting area
question
Rory should route a patient's request for medical records to Dr. Wilkes.
answer
False
question
Rory should route payments to herself.
answer
True
question
What should Rory do with promotional literature about a new blood pressure medication?
answer
Route it to Dr. Wilkes
question
When sorting mail, where should the most urgent and important mail be placed?
answer
At the top of the pile
question
Which type of mail is the least urgent and important?
answer
Advertisements
question
What is the correct order for processing incoming mail?
answer
Opening the mail, routing the mail, and sorting the mail
question
Preparing a letter for another person to respond to is called _____.
answer
annotating, annotate, annotation
question
What does annotating enable physicians and other senior medical office staff to do?
answer
Respond to their mail accurately Respond to their mail swiftly All of the above
question
When annotating letters, what should assistants highlight or underline?
answer
Materials or actions being requested and questions asked
question
When annotating letters, assistants should answer any questions that they are able to answer.
answer
True
question
What kind of written communications do medical office assistants prepare?
answer
Those that manage the affairs of the office
question
Which of these characteristics of written communications reflect positively on a medical practice?
answer
They are organized logically. They are accurate in content. They are concise. They are professional in appearance. All of the above
question
When directed to patients, what terminology should written communications use?
answer
Lay terms
question
Before sending a letter to a patient, Zachary notices a punctuation error and a spelling error. What should Zachary do?
answer
Correct the errors before sending the letter
question
Which of these items is used to communicate with people outside of a medical practice?
answer
Business letters
question
Using an electronic portfolio, memos and letters can be used over and over again without having to be retyped.
answer
True
question
How is e-mail sent?
answer
From one computer to another computer
question
What is a characteristic of e-mail?
answer
It can easily be replied to or forwarded to others.
question
A fax is a communication that is sent from one computer to another computer.
answer
False
question
Patients' confidential medical information should not be sent by fax unless absolutely necessary.
answer
True
question
Transforming oral information or a written draft into a permanent written communication is called _____.
answer
transcription, transcribe, transcribing, transcript
question
What may be transcribed?
answer
Dictated, or spoken, information A written draft All of the above
question
What is the first step in transcription?
answer
A physician dictates, or speaks, information.
question
What coursework may medical transcriptionists complete?
answer
Word processing Keyboarding Anatomy and physiology Medical terminology All of the above
question
What does the writing process help people do?
answer
Create written communications speedily. Create written communications without error. All of the above
question
What is the first step of the writing process?
answer
Prewriting
question
What is prewriting?
answer
Organizing a written communication logically
question
What is a draft?
answer
The rough copy of a written communication
question
How should the draft of a written communication be created?
answer
Typewritten using a computer and word processing software
question
Which step of the writing process deals with improving the content, or message, of a written communication?
answer
Revising
question
A few errors in grammar, punctuation, capitalization, and spelling are acceptable when creating a written communication in a medical office.
answer
False
question
What describes an automatic spelling and grammar checker?
answer
It may not find every error.
question
What step of the writing process involves printing or e-mailing the final copy of a written communication?
answer
Publishing
question
What is the correct order for the writing process?
answer
Prewriting, drafting, revising, editing, and publishing
question
A type of written communication that is used to communicate with staff within a medical practice.
answer
memo, memorandum, memos, memorandums, e-mail, e-mails, email, emails
question
What does the heading of a memo do?
answer
Tells the receiver's name and professional title Tells the sender's name and professional title Tells the date the memo is written Tells the reason the memo is being sent All of the above
question
How should the sender's initials be included on a memo?
answer
They should be handwritten.
question
The letterhead of a business letter always includes the name of the physician and/or medical practice and the address.
answer
True
question
How should the name of the month in the date of a business letter be written?
answer
In full, such as February
question
What does the inside address of a business letter include?
answer
The name of the person, department, and/or firm from whom the letter is sent The mailing address All of the above
question
What is the correct salutation for a letter that is addressed to a physician?
answer
Dear Doctor Heaver:
question
Business letters always have a subject line.
answer
False
question
What is the complimentary closing of a business letter?
answer
The sender's way of ending the letter
question
Erica, an office assistant, created a letter for Dr. Warnke. Who should sign the letter?
answer
Dr. Warnke
question
Whose reference initials should come first in a business letter?
answer
The senders
question
If the sender and the typist of a business letter are the same person, reference initials are included.
answer
False
question
In a business letter, what does the special notation Enc. mean?
answer
Enclosure
question
What style of business letter has all of the lines beginning at the left margin?
answer
Block
question
The medical practice where Sidney works prefers the block style for business letters, but Sidney prefers the modified block style. As part of her medical assisting responsibilities, Sidney must create letters. What style of business letter should she use?
answer
Block
question
What must continuation pages of a business letter include?
answer
A heading
question
What size is standard business-sized paper?
answer
8½ X 11 inches
question
Letterhead stationery is used for the first page of a business letter.
answer
True
question
What should be copied and filed?
answer
Business letters that are sent to people outside of a medical practice
question
Copies of business letters should be printed on stationery.
answer
False
question
Form letters are created for a specific receiver.
answer
False
question
How can form letters be personalized?
answer
By filling in specific information on a form letter by hand By using mail merge to automatically insert specific information into placeholders in a form letter All of the above
question
Jared must send an examination reminder to several patients. How should he create the letters?
answer
He should use personalized form letters.
question
Which way of personalizing form letters is faster and more professional in appearance?
answer
Using mail merge
question
Assistants process mail that comes into and goes out of a medical office.
answer
True
question
What envelope is used for standard business-sized letters?
answer
No. 10
question
What part of a letter does a window envelope allow to show through?
answer
The inside address
question
If the delivery address on an envelope is incorrect or unreadable, the letter cannot be delivered.
answer
True
question
What is the next-to-the-last line of a delivery address on an envelope?
answer
The street address or post office box number
question
Which more specifically identifies the location of a delivery address?
answer
A nine-digit zip code
question
The return address enables a letter to be delivered to the person to whom the letter is addressed.
answer
False
question
Dr. Frey wrote a letter to his attorney. He put the letter in an envelope and wrote the notation CONFIDENTIAL on the envelope. Then he gave the letter to Dylan for her to address. What should Dylan do?
answer
Address the envelope
question
When using the notation ADDRESS SERVICE REQUESTED, for what is the sender charged a fee?
answer
For informing the sender of the person's new address
question
What should not be used when preparing envelopes?
answer
Commas and periods
question
The fee for the service of delivering mail is called _____.
answer
Postage
question
What type of postage scale automatically displays the correct amount of postage?
answer
An electronic postage scale
question
Where should postage be placed on an envelope?
answer
Where should postage be placed on an envelope?
question
If a piece of mail needs to be received quickly, how should it be mailed?
answer
It should be taken directly to the post office.
question
How much does First-Class Mail weigh?
answer
13 ounces or less
question
The amount of postage for First-Class Mail is based on weight.
answer
True
question
What weighs up to 70 pounds?
answer
Parcel Post Priority Mail All of the above
question
Which is more expensive?
answer
Priority Mail
question
What qualifies for a discounted rate as a result of preparing large amounts of mail?
answer
Standard mail
question
When is Express Mail delivered?
answer
1 to 2 days
question
Certified Mail provides proof that a mail item has been mailed and received.
answer
True
question
What is the fee for Insured Mail based on?
answer
The value of the item
question
What ensures that a mail item is delivered only to the person to whom the item is addressed or to someone authorized to receive the item for that person?
answer
Restricted delivery
question
Marco has to mail a 2-ounce letter via First-Class Mail, which costs $.58. The letter contains important, confidential patient information; therefore, Marco's been instructed to send the letter Certified Mail with Restricted Delivery. The fee for Certified Mail is $2.65, and the fee for Restricted Delivery is $4.10. What is the total that must be paid to mail the letter?
answer
$7.33
question
All mail is delivered by the United States Postal Service.
answer
False
