Chapter: 44 Written Communication and Mail

What proofreader's mark is used to indicate that a period should be added? A circle around a period An arrow above the period A slash followed by a period A left bracket around a period

A circle around a period

Which of the following is not usually one of the headings in a memo? Address To From Date

Address

Which part of speech can modify a noun, adjective, or a adverb? Adverb Pronoun Adjective Preposition All of the above

Adverb

Which of the following is an example of a complex sentence? After I open the envelope, I will read its contents. I must open the letter in the outer office. I will open the envelope, and then I will prepare a reply. I will open the envelope, read its contents, and prepare a reply.

After I open the envelope, I will read its contents.

Which of the following is/are special features that are often found on the photocopier in the medical office? All of the above Duplex Collate Sort pages Staple documents

All of the above

How should the medical assistant protect patient confidentiality when photocopying a patient's medical record to send to another health care facility? Check for a signed authorization for release of information. File any spoiled copies in the medical record Collate and sort the photocopied pages manually Be sure that no other individual is near the photocopier All of the above

Check for a signed authorization for release of information.

What punctuation mare is used before beginning a direct quotation using quotation marks? Comma None Hyphen Semicolon

Comma

What punctuation mark follows the complimentary closing of a business letter? Comma Colon Semicolon None

Comma

What type of sentence is composed of two independent clauses? Compound sentence Simple sentence Run- on sentence Complex sentence

Compound sentence

After printing a letter to be sent by the medical office, a medical assistant notices that a word is not spelled correctly. What should the medical assistant do? Correct the computer file and reprint the letter. Correct the mistake in ink. Send the letter as is because up to two errors in a letter are allowed. Ask the office manager to correct the letter on the computer.

Correct the computer file and reprint the letter.

Which of the following is the correct way for the medical assistant to begin a letter from Dr. Taylor to Samuel Matthews, M.D? Dear Dr. Matthews: Dear Sam, Dear Samuel Matthews, Dear Samuel Matthews, M.D:

Dear Dr. Matthews:

Which of the following is considered an end notation in a business letter? Enclosure line Date line Typed signature Complimentary closing

Enclosure line

A comma should be used to separate two sentences that are not joined by a conjunction or separated by a period. True False

False

Because e-mail and fax transmissions are considered secure, they are a good way to transmit confidential information about patients. True False

False

In the semiblock letter style, all lines of the letter are left justified. True False

False

The body of a business letter is double spaced. True False

False

Which of the following letter styles requires all lines to begin at the left margin? Full block Semi-block Modified block None of the above

Full block

What part of a letter will contain the date line? Heading Body Closing End notations

Heading

Why should the medical assistant avoid opening e-mail attachments from individuals who are strangers? If an attachment contains a virus, opening the attachment will launch the virus. The medical assistant can open all attachments with equal confidence. The sender will know that the medical assistant has opened the attachment. There is no sense opening an attachment if the medical assistant is going to delete the message anyway.

If an attachment contains a virus, opening the attachment will launch the virus.

When should a comma be used to separate elements in a series? If there are three or more elements If there are two or more elements If there are four, five, or more elements If it is necessary for the understanding of the sentence

If there are three or more elements

Whose initials are placed in uppercase in the reference notation of a letter from a medical office? Individual who composed the letter Office manager Initials of the managing partner Individual who typed or keyed the letter

Individual who composed the letter

What part of a letter includes the name and address of the party to whom a letter is being sent? Inside address Body Heading Salutation

Inside address

Why is a cover sheet recommended when sending information about patients by fax? It helps protect patient confidentiality and privacy. It provides instructions to the fax machine. It identifies all authorized recipients of the information. It informs the recipient of the name and telephone/fax number of the sender.

It helps protect patient confidentiality and privacy.

What is the advantage of using or creating a template for letters from a medical office? It is easier to maintain the same format for all letters. It is easier to add a second page to the letter. It is easier to find the inside address for a new letter. It makes each letter sound more personal and individualized.

It is easier to maintain the same format for all letters.

What is the function of a conjunction? It joins words, phrases, or clauses. It modifies a noun. It expresses feelings. It shows the connection of a noun to some other word.

It joins words, phrases, or clauses.

Which of the following is punctuated correctly? June 13, 1987 June 13 1987 June 13th, 1987 June 13 of 1987

June 13, 1987

Where is the date line place in the full block letter style? Left- justified Right-justified On a tab at the center On a tab to the right of the center

Left- justified

How is the return address formatted on a letter sent by the medical office? Most offices use letter head stationary, and the placement varies. Centered six lines below the top of the paper Left-justified 1 inch below the top of the paper Right-justified 1 1/2 inches below the top of the paper

Most offices use letter head stationary, and the placement varies.

If the physician wants to use a printed title, such as "Professor of Medicine," in the closing of a letter, where would it be placed? On the line immediately below the typed signature On the reference notation line On the same line as the typed signature Right-justified on the last line of the letter

On the line immediately below the typed signature

Which of the following letters would most likely be signed by the medical assistant? Order for office supplies Medical reports to an insurance company Letter dictated by the physician Letter to another physician about a consultation

Order for office supplies

Which part of speech shows relationships of space, time or possession? Preposition Noun Interjection Conjunction

Preposition

In the sentence, "Roger is a very tall boy," which word is a proper noun? Roger Boy Tall Very

Roger

Which part(s) of a standard letter is/are not used in the simplified letter style? Salutation and complimentary closing Salutation only Printed signature Printed signature line and end notations

Salutation and complimentary closing

What is the letter style in which the first line of each new paragraph is indented five spaces? Semi-Block Block Simplified Modified block

Semi-Block

What sentence error occurs when a sentence does not have a verb? Sentence fragment Illegible sentence Comma splice Run-on sentence

Sentence fragment

Which of the following best describes the spacing in the body of a business letter? Single-spaced with double space between paragraphs Single-spaced throughout Double spaced throughout Double spaced with triple space between paragraphs

Single-spaced with double space between paragraphs

Why should the medical assistant proofread all letters, memos, or other documents that will be distributed? The computer spell check function cannot verify that a word is used in its correct context. The computer cannot add proofreader marks It isn't necessary; the computer spell check function will correct all misspelled words. The physician or other individual who composed the letter may want to make changes.

The computer spell check function cannot verify that a word is used in its correct context.

What is the process used by a fax (facsimile) machine to send documents from one location to another? The fax machine encodes the images of the document into electronic signals to be sent over the internet. The fax machine takes a photograph of the document which is transmitted electronically. The fax machine scans the document like a computer scanner so that it can be transmitted. The fax machine encodes the images on the document into signals to be sent over the telephone.

The fax machine encodes the images of the document into electronic signals to be sent over the internet.

When the medical assistant answers an e-mail, why is it customary to create the answers as a reply? To allow the recipient to read previous correspondence To save time To acknowledge receipt of the first e-mail To answer the e-mail in the most efficient way

To allow the recipient to read previous correspondence

Which of the following statements is true about the margins of a business letter? Top margin of a letter should be 2 - 2 1/2 inches The side margins should be 3/4 inch to 1 inch wide The bottom margin should be larger than the top margin The margins on all four sides of the letter should always be equal

Top margin of a letter should be 2 - 2 1/2 inches

Which of the following is NOT a way to monitor laboratory test results using the electronic medical record? Tracking how fast patients follow up with additional tests Posting an alert when follow-up testing is overdue Tracking that patients have been notified of laboratory results Tracking to be sure that all results have been received from the testing facility

Tracking how fast patients follow up with additional tests

An adverb modifies a verb, adjective, or other adverb. True False

True

Business letters are more formal than personal correspondence in form and content. True False

True

If additional forms or printed materials is included with a letter, this should be indicated in an end notation. True False

True

Sentence fragments and comma splices are errors that should always be corrected in a business letter. True False

True

The common headings for a memo are: To, FROM, SUBJECT, and DATE. True False

True

The name of the individual sending a business letter should always be printed below the handwritten signature. True False

True

Which of the following is the most formal closing for a business letter? Very truly yours Regards Sincerely Sincerely yours

Very truly yours

What type of computer program does the medical assistant usually used to prepare letters? Word processing Database Spreadsheet Letters are usually prepared on a typewriter, not the computer.

Word processing