Written communications – Flashcards
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What type of information is protected by the HIPAA Privacy Rule?
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Patients' financial records Patients' medical records
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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?
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No
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What should an assistant do with an incoming piece of mail with the notation PRIVATE?
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Forward the piece of mail to the person to whom it is addressed
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Using a procedure to process incoming mail takes more time than not using a procedure
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False
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Assistants should open envelopes by sliding their finger under the sealing flap and then sliding it across the top edge to the other side.
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False
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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?
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It should be kept with the contents.
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How often must assistants check for e-mails and faxes?
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Several times a day
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How should mail be routed?
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According to whom it is addressed
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What type(s) of mail may assistants be instructed to handle?
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Requests for copies of medical records
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What should Rory do with The Daily Report, the local newspaper?
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Put it in the waiting area
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Rory should route a patient's request for medical records to Dr. Wilkes.
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False
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Rory should route payments to herself.
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True
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What should Rory do with promotional literature about a new blood pressure medication?
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Route it to Dr. Wilkes
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How to sort mail
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1.E-mail, faxes and express, priority, certified, and registered mail 2.Personal mail 3.Mail from patients, health insurance companies, physicians, hospitals, etc. 4.Referral requests and referral, hospital, and laboratory reports 5.Medical organization mailings and professional journals 6.Promotional literature from pharmaceutical and medical supply companies 7.Magazines and newspapers 8.Advertisements
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When sorting mail, where should the most urgent and important mail be placed?
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At the top of the pile
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Which type of mail is the least urgent and important?
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Advertisements
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What is the correct order for processing incoming mail?
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Opening the mail, routing the mail, and sorting the mail
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Preparing a letter for another person to respond to is called
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annotating, annotate, annotation
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What does annotating enable physicians and other senior medical office staff to do?
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Respond to their mail accurately Respond to their mail swiftly
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When annotating letters, what should assistants highlight or underline?
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Materials or actions being requested and questions asked
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When annotating letters, assistants should answer any questions that they are able to answer.
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True
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A type of written communication that is used to communicate with staff within a medical practice.
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Correct Answer(s): memo, memorandum, memos, memorandums, e-mail, e-mails, email, emails
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What does the heading of a memo do?
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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
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How should the sender's initials be included on a memo?
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They should be handwritten
