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2 Learning Outcomes (cont.) 3 Learning Outcomes (cont.) 4 Introduction Written documentation Reflection of the office
5 Professionalism and Document Preparation 6
Letterhead Formal business stationary All professional correspondence 7 Envelopes No. 10 – most common size
Grade of paper 8 Professionalism and Document Preparation (cont.) 9 Apply Your Knowledge Right! 10
Effective Writing Impression of the physician or office 11 Effective Writing
(cont.) 12
Effective Writing (cont.)
13 ADJECTIVES and ADVERBS 14 Apply Your Knowledge Match the following: 15 Medical Office
Documents and Correspondence 16 Parts of a Business Letter 17 Parts of a Business Letter (cont.)
18 Parts of a Business Letter (cont.) 19 Parts of a Business Letter (cont.) 20 Letter Format Margins – one inch for 8 ½-inch wide paper 21 Letter Format (cont.)
Have at least two or three sentences per paragraph Divide paragraphs longer than 10 lines into shorter paragraphs For multipage letters, use letterhead for first page only Learning Outcome: Outline the general guidelines to effective writing. Include at least two to three sentences in each paragraph. Divide long paragraphs of more than 10 lines of type into shorter ones. Use letterhead for the first page and
matching plain bond paper for the subsequent pages. Use a 1-inch margin at the top, and include a heading with the addressee name, date, and page number on all subsequent pages. The text of the letter should continue about three lines below the heading. 22 Letter
Styles Letter Style Description Full-Block
23 Letter Styles (cont.) Letter Style Description 24 Punctuation Styles Open punctuation uses no punctuation
after 25 Punctuation Styles (cont.) 26 Interoffice Memorandum (Memo) 27 Apply Your Knowledge Correct! 28
Written Communication Using Electronic Format 29 Interoffice Email Not private Management Check office email regularly 30 Apply Your Knowledge Good
Job!
31 Editing and Proofreading
32 Tools for Editing and Proofreading 33 Editing Process Language usage Content – logical thought pattern 34 Proofreading Three types of errors Formatting Data Mechanical 35 Apply Your Knowledge Spot On! 36 Preparing Outgoing
Mail
37 Preparing Outgoing Mail (cont.) 38 Preparing Outgoing Mail (cont.)
39 Apply Your Knowledge How should you prepare envelopes for mailing office correspondence? ANSWER: When preparing envelopes for mailing office correspondence, you should use USPS
guidelines. Learning Outcome: Outline the steps for preparing a completed letter for mailing. Stamp of Approval! 40 Mailing Options Mailing Equipment and Supplies 41 Mailing Equipment and Supplies 42 U.S. Postal Service Delivery
43 U.S. Postal Service Delivery (cont.)
44 U.S. Postal Service Delivery (cont.) 45 U.S. Postal Service Delivery (cont.)
46 Other Delivery Services 47
Apply Your Knowledge Which type of mail would you use to send each of the following: ANSWER: Confidential laboratory results C Advertisement about a new service B Patient invoice and billing statements A Learning Outcomes: Explain the differences among the different types of mail services offered by the USPS. A. First class mail B. Bound
printed matter C. Certified mail D. Express mail 111 One Drive Any, ST 11111 Right! 48 Processing Incoming Mail 49 Processing Incoming Mail (cont.) 50 Processing Incoming Mail (cont.) 51 Apply Your
Knowledge CORRECT! Match the following: 52 In Summary 10.1 Well-written, neatly prepared documents are one of the most important means of communicating a
professional image for the medical practice Document supplies used in a medical office include: letterhead and matching plain bond paper; matching envelopes for professional correspondence; lesser bond envelopes of varying sizes for other types of correspondence; padded envelopes and data mailers; and labels and statements. Go to CONNECT to see activities on Creating a Letter Template and Using a Letter Template
53 In Summary (cont.) 10.3 Know the type of person to whom you are writing and the purpose of the letter. Use clarity. Check spelling, grammar, and accuracy A medical office uses different types of documents and correspondence. Also, internal documents like memos may be used to provide staff information All patient information,
regardless of the form, is protected by HIPAA law and is to be guarded by the healthcare provider. Before undertaking communication with a patient, a signed written consent for communication must be on file. 10.3 Know the type of person to whom you are writing. Know the purpose of the letter and be concise, brief, and specific in meeting that purpose, using clarity in the writing. Use active voice whenever possible, being polite and courteous. Check spelling, grammar, and accuracy.
Avoid leaving “windows and orphans.” 10.4 The different types of documents and correspondence used in a medical office include: letters of referral; letters about scheduling, canceling, or rescheduling appointments; patient reports for insurance companies; instructions for examinations or laboratory tests; answers to insurance or billing questions; and cover letters or form letters to order supplies, equipment, or magazine subscriptions. Also, internal documents like memos may be
used to provide staff information. 10.5 All patient information, regardless of the form, is protected by HIPAA law and is to be guarded by the healthcare provider. is not considered a secure method of communication because information can be intercepted and received by someone who is not the intended recipient. Before undertaking communication with a patient, a signed written consent for communication must be on file.
54 In Summary (cont.) 10.6 Editing involves checking a document for factual accuracy, logical flow, conciseness, clarity, and tone. Proofreading involves checking a document for grammatical, spelling, and formatting errors. 10.7 After you have created, edited, and proofread a letter, it must be prepared for mailing. This
preparation includes having the letter signed, preparing the envelope, and folding and inserting the letter into the envelope. Be sure to include any enclosures noted in the letter when folding it for insertion into the envelope. 55 In Summary (cont.) 10.8 The mail delivery options offered by the USPS include:
special delivery, certified mail, return receipt requested, registered mail, and delivery confirmation. 10.9 The steps involved in processing incoming mail include: sorting and opening, recording, annotating, and distributing. Go to CONNECT to see activities on Creating a Letter Template and Using a Letter Template .
56 End of Chapter 10 If a fellow wants to be a nobody in the business world, let him neglect sending
the mailman to somebody on his behalf. —Abraham Lincoln On which line should the company's name be printed on the delivery address?Recipient's address.
The first line should be the name, including any honorifics such as Mr., Ms., Dr., etc. The second line is the recipient's job title. Their company's name goes on the third line. The remaining lines include street address, city, state, and ZIP code.
What is the name most commonly used fold for a business letter?Block. The most common layout for a business letter is called a block format. In this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs.
What is the most common letter style used in medical offices?Chapter 9. Which of the following are guidelines for the address format?Use the following guidelines:. Always put the address and the postage on the same side of your mailpiece.. On a letter, the address should be parallel to the longest side.. All capital letters.. No punctuation.. At least 10-point type.. One space between city and state.. Two spaces between state and ZIP Code.. |