Chapter 7: Written Communications

When looking at the first paragraph of this business letter, identify what indicates that this letter was written in semiblock style.

"As per our phone conversation"

The correct format for typing a telephone number is

(111)444-3333, Ext.4210

Whenever possible, have a colleague proofread (read text and check for accuracy) your letter and provide constructive criticism.

True

Where are the words "hand cancel" and "special delivery" typed on an envelope?

Upper right corner

To avoid dividing a paragraph at the end of a page when typing a letter:

Use the widow and orphan control feature

Which of the following illustrates correct capitalization?

Valium

When typing a letter for a physician, you should

type the intercap exactly as it was written

When typing a salutation, you should

use the person's first name when the gender is unknown

Capitalize the first word of a sentence and

proper nouns

If a physician asks you to annotate her letters, you should

read the letters and highlight key points in the margins

Which item is not used in a memorandum?

salutation

A verb must agree with the _____________ of the sentence.

subject

A semicolon is most often used to separate a long list of items in a series and

to separate independent clauses not joined by a conjunction

Which of the following is not a correct use of capitalization?

Healy Clamp

If the physician asks you to annotate his or her letters, you should:

Read the letters and highlight key points in the margins

Envelopes must be correctly prepared so that the optical character __________used by the USPS can sort the mail quickly and efficiently.

Reader

Which of the following letter closings is written correctly?

Regards,

Of the documents listed, which would most likely NOT be generated in a hospital?

Reports of minor surgical procedures

Which of the following is an example of intercaps?

RhoGAM

What is the greeting of the letter called?.

Salutation

Which of the following is not used in a memorandum?

Salutation

A facsimile transmittal cover page:

Should include a confidentiality statement

True or False: "Please contact me" is an example of a clear and precise message.

True

True or False: In the medical world, you commonly hear possessive units of time such as, "The patient will return in 2 weeks' time."

True

True or False: Periods may replace hyphens and parentheses in phone numbers.

True

True or False: The return address of an envelope should be no longer than five lines.

True

True or False: The standard margin for a memorandum is 1 inch.

True

How many lines are left for the sender's signature at the closing of a letter?

four

Which format is most commonly used for typing business letters?

full block

What type of drugs are never capitalized?

generic

When commas are used within quotations marks, the comma is placed

inside the end quotation mark

Memorandums are used for

internal communication among staff members or other departments

Spellcheck programs on the computer may not catch a correctly spelled word that is

misused

The standard business envelope is a number

10

When typing an envelope, you should type the recipient's address:

12 lines down from the top of the envelope

If Mrs. Johnson's appointment is at 1630 hours military time, what time will she be coming in?

4:30 pm

Which of the following elements is NOT included in a memorandum?

A complimentary close

Which of the following is the correct rule for pluralizing words ending in O and preceded by a vowel, such as the word "studio"?

Add an -s

The purpose of a(n)_______ is to outline briefly the topics to be discussed at a meeting.

Agenda

Which of the following sentences demonstrates a capitalization, grammar, or punctuation error?

All of the above

Which of the following is most accurate about abbreviations?

An office accredited by The Joint Commission is required to standardize its abbreviations.

Reading a document and highlighting the key points is known as:

Annotation

Which of the following abbreviations is most likely to be misinterpreted?

BS

Abbreviations, words, or phrases with unusual capitalization are called Intercaps or:

Bi-caps

The abbreviation RhoGAM is an example of a(n):

BiCaps

Which of the following features is acceptable to carry over from one page to another when typing a letter?

Body of the letter

What format highlights key points one by one for the reader?

Bulleted

When needing to change a document, using a word processor makes it fast to:.

Edit

A(n) _________ is something that is included with a letter, such as a form that must be completed or a brochure.

Enclosure

True or False: "Please contact me" is an example of a clear and precise message.

False

True or False: An easy way to communicate with a patient is to use a memorandum.

False

True or False: Emails are guaranteed to be confidential.

False

True or False: Generally, numbers one through nine are spelled, including those for units of measurement or numbers ten and over.

False

True or False: If a computer spellcheck is used, it is not necessary to proofread your final draft in order to make sure there are no grammatical

False

True or False: Letterheads appear on each page of a letter.

False

True or False: Roman numerals one to nine should be spelled out in formal letters.

False

True or False: There is an increasing use of abbreviations in medical documents because they save valuable time.

False

True or False: You should place the apostrophe before the "s" to show possession in a plural word.

False

Which of the following formats is most commonly used for typing business letters?

Full block

Diazepam is the __________name of the drug Valium and should not be capitalized unless it is the first word in the sentence.

Generic

Staphylococcus aureus is a living organism. Staphylococcus is the_____, and aureus is the species.

Genus

The name of the practice or physician, address, fax number, and the company logo are all components of the:

Letterhead

The specific part of a business letter that includes the name of the practice or physician, address, telephone number, and fax number is called:

Letterhead

The minutes of a business meeting include all of the following, except:

Members absent and the reasons for their absences

Office or interdepartmental communication uses this type of written document:

Memorandum

Many health care professionals use what specific numbers to identify time?

Military

The _______ of a meeting outlines the actions of the group and is generated after the group has met.

Minutes

When typing an envelope, the word "personal" should be placed:

On the left side two lines below the return address

Regarding abbreviations, "when in doubt, __________ it out."

Spell

The inside address in a business letter refers to which of the following?

The address of the person to whom the letter is addressed under the date at the top of the letter

Which of the following sentences is incorrect and commonly not caught as an error in a medical spellcheck software program?

The patient has inflammation of his prostrate gland.

Elizabeth Jones, CMA(AAMA), is typing in the medical chart of an obstetric patient. Which of the following is correct?

The patient is a gravida 2, para 3.

Which of the following is the correct punctuation when using quotation marks?

The patient said, "I need to make an appointment right away," but the next available slot was not for some weeks.

If using a computer to produce a report,

always proofread the finished document

When copying a physician on a business letter, identify where this is noted on the letter.

c: Dr. Samuel Adams

What are the two rules for addressing the outside of an envelope?

capitalize words and no punctuations

When words end in -ie such as the word die, you should drop the -e and:

change the -i to -y before adding -ing

Which of the following is the correct rule for pluralizing medical terms ending in um, such as ovum?

change the ending to an a

What does the Joint Commission (JCAHO) require of accredited medical facilities regarding use of abbreviations?

creation and communication of a "do not use" list

Which item is not considered to be part of the letterhead?

date

An apostrophe is used to

denote omissions of letters and to denote the possessive case of nouns

When documenting a patient's temperature, you must include

whether you measured in Fahrenheit or Celsius

In documenting numbers less than 1 (starting with a decimal point), it is important to write them:

with a zero before the decimal point.