Chapter 12

3 ways to obtain postage stamps

1. by mail 2. over the phone 3. via the internet

3 flaws that would make a letter unmailable

1. uncorrectable error 2. poor correction 3. grammatical mistakes

mailing method used to sent patient chart to a lawyers office

certified mail

parcel post is also known as

fourth class

am e-mail business correspondence should follow the format of a...

memorandum

directional keys

move cursor up, down, left, right

OCR envelope guidelines require keying the attention line...

on the second line of the mailing address

OCR

optical character recognition

functional keys

perform tabulation, delete & search operations

voice activated software

physician speaks into a microphone and device is attached to computer

why should all incoming correspondence be dated?

to legally fix responsibility for any delay in delivery or response

what are typical default settings for right and left margins?

1 or 1 1/2 inches

5 ways to increase productivity of a photocopy machine

1. always place away from wall, file cabinets to prevent over heating 2. keep area around machine clean & neat 3. recycle used photocopied paper 4. study operation manual & place in a prominent place for reference 5. clean and maintain regularly

faxing confidential records

1. fax health information only when absolutely necessary 2. do not fax personal documents, psychiatry records except for emergency requests, records containing STD's, drug & alcohol treatment or HIV/AIDS status 3. never fax financial data 4. fax only to machines located in physicians offices 5. before faxing remember that patient confidentiality, physician liability, invasion of privacy & potential breach of the patient/physician privileged relationship have serious concerns 6. have patient sign authorization before faxing 7. ask receiving party for a patient number. black out patient name and replace with number 8. prepare a transmittal sheet 9. verify telephone number & make arrangements with recipient for scheduled time of transmission 10. if faxed gets misdirected, note in patient medical records 11. keep fax report of all transmissions 12. monitor incoming faxes frequently

six legal requirements when faxing confidential medical records

1. have cover page refer to what is being sent 2. transmit entire document, front & back 3.obtain confirmation that receiver received documents 4. insert clause that faxed signatures will be treated as originals 5. ask recipient to obtain a witness signature while signing document 6. follow up & obtain original signature in hard copy form ASAP

3 advantages to using a postage meter

1. machine can be locked at night 2. denominations can be changed 3. daily postage use can be monitored

which two punctuation styles are most commonly used?

1. open- no punctuation used after salutation or close 2. mixed-colon or comma is used after salutation & close

3 devices to use to arouse the readers interest in the first paragraph of a letter you are writing for the physician

1. positive and tone dealing immediately with the subject manner 2. personal comment 3. personal interest in the health problem

3 situations where fax is used in a physicians office

1. resubmit unpaid insurance claim 2. obtain preauthorization for services & procedures 3. send medical documents, such as labs, pathology, x-ray

transcription needs in the physician office will be based on the following factors

1. varies according to medical specialty 2. size of practice 3. amount of consultation work 4. involvement in medical & community affairs

3 C's of accurate business correspondence

Clear-reader must understand message Complete-reader must receive all information Concise-reader is probably a busy person

domestic mail zones

US & its territories

the 4 service endorsements placed on envelopes to notify post service of actions to take when a piece of mail undeliverable

address service requested return service requested change service requested forward service requested

why would a computerized off ice have a typewriter or word processor?

completion of forms

main heading of a memorandum

date: to: from: RE: subject:

format functions

direct the placement of information in the document, alignment of columns, use of boldface, italicize & underline, cut and paste, insert & remove punctuation, hyphenated words that go beyond the right margin

electronic mail

electronically sends, receives, stores, and forwards messages in digital form over telephone lines

delivery service that guaranties a delivery date and time

express mail

e-mail attachments should never be sent with office e-mail. t or f

false

it is recommended to check your e-mail every hour. t or f

false

pronouns are recommended in the composition of all e-mails. t or f

false

quickest way to send an official or legal letter

fax or e-mail

expedient way to send a letter weighing 13 oz or less

first class

tool features

flag misspelled words & misused phrases, provide word corrections and synonyms

what procedure should be followed when a transcriptionist cannot understand a word or phrase of a physicians dictation?

leave a blank space and leave physician a note indicating page number and the line of the missing or indistinct information

dictation equipment

physician speaks into a microphone. transcriptionist listens to recording

items that should be available when opening mail

portable or automatic letter opener stapler paper clips transparent tape date stamp ink pad

printing feature

prints multiple copies of standard letter and can merge letters with a list of names and addresses

expedient way to send a letter weighing over 13 oz

priority mail

how often should a patient information form be updated?

regularly

edit features

search for a page number or a word or phrase in the text and allow optional replacement

which style is least personable of the various letter formats?

simplified letter style

memory functions

stores spelling word lists & frequently used phrases

references that are useful in letter writing

thesaurus English grammar reference book secretarial manual medical dictionary

HIPAA privacy and security rules apply to e-mail even though HIPAA does not directly address this. t or f

true

a secure messaging service allows e-mail to be encrypted. t or f

true

informal complementary closings may be used with e-mail. t or f

true

informal salutations may be used with email. t or f

true

when checking the layout or format of a document prior to printing, what option would you choose?

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