ch.11
what is the rule when using numbers in writing
1-10 must be spelled out if the number is at the beginning of a sentence must be spelled out
when was 5 digit zip code estabished
1963
the last line of the address on the envelop cannot exceed
27 characters
what grade level level should reading material for patients not exceed
8th
Standard Mail
Advertisements, circulars, newsletters, small parcels, and merchandise fall under standard mail
certificate of mailing
serves as proof that mail was posted used for mailing items that need to be postmarked
Priority
First-class mail weighing more than 13 ounces and less than 70 pounds is considered priority mail
First Class
Letters are usually considered first class mail by the U.S. Postal Service
memo
written communication sent to office or organization to inform about work related subjects and events
Simplified style
all lines are flush with the left margin. The salutation line is omitted. In its place is a subject line, which appears on the third line below the inside address.
what does appropriate word choice include
avoid technical terms gender bias overly long sentences and paragraphs excessive use of personal pronoun I incorrectly used abbreviations and passive voice
letters from a medical office must have
professional, courteous, business like posititve tone and protective of the confidentiality of the physician and patient
The final four digits on the nine-digit ZIP code identify
block of the street where the address is located
thrombus
blood clots
how do we make abbreviations plural
by adding an s
how various classes of mail vary
by weight
what does editing involve
reading the final material to check for accuracy and clarity
how does mail recall work
call and request the mail placed on hold from pickup
Mail that has been delivered
can not be recalled
carcinoma
cancer
what types of special services are offered by the post office to medical offices
certified mail, certificate of mailing registered mail insurance mail recall tracing lost mail and returned mail
salutation
courteous greeting
why do letters style vary
depends on the purpose of the letter
adjective
describes a noun or pronoun
what books should be included in a complete office library
desk dictionary medical dictionary Physician Desk Reference (PDR) coding books CPT-4 and ICD-9/10-CM
what does word processing allow the writer to do
display document on the screen enter information and make changes
what does it mean to be redundant when writing
repeating the same idea in the same words
example of redundant words
each and every first and foremost physician's patient
electronic mail
ancillary service endorsements
enable you to give the postal service instructions for how to handle mail that is undeliverable
how will we know if there are other documents included in the letter
enclosure notation
how do you use the tracking number for registered mail
enter the number into the USPS website to confirm progress of the item and its delivery
optical character recognition
equipment used by USPS scans reads and sorts envelops
facsimile
fax machine
standard components of a business letter
heading date inside address salutation body closing reference initial
what information is contained on a letterhead stationary
heading date inside address salutation body closing reference initials
fax machine
sends written communication electronically
Modified block style with indented paragraphs
identical to the modified block style except that the paragraphs are consistently indented by a designated amount.
when would mail recall be used
if the sender did sent the mail by mistake
what types of things don't spell checkers catch
improper word use of homophones
how many digits were added to the 5 digit zip code
in 1983 4 digits were added after the first 5 digits
Periodical
includes newspapers and periodicals that have received second-class mail authorization; newspapers and periodicals mailed by the general public do not qualify.
why was the 5 digit zip code established
increase efficiency in mail handling
why should we try to eliminate the pronoun I in professional writing
it may sound egotistical or threatening
which agency released a list of unapproved abbreviations
joint commission
Block style
letter style is formatted with all lines flush with the left margin and includes a salutation and complimentary closing
what type of mail is considered certified
mail with contracts, mortages, birth certificates, deeds and checks
what does the body of a letter have
main text of the letter and conveys the purpose of the letter 2 lines below salutation and single space double space
what should the writer do if an error is found after the document is printed
make correction and reprint
when writing what shouldn't we refer to doctors or nurses
male or female
ms.
marital status unknown
mrs
married
interoffice memoranda
memo
what is written in the signature line
name and title of the writer
what does the inside address include
name title company name address of recipient of the correspondence
noun
names person place or thing
why is it hard to trace first class mail
no receipt exists
what type of tone can promote the medical profession to the reader
nonthreatening
8 parts of speech
noun verb adverb pronoun adjective conjunction preposition interjection
E-mail cannot be used to send what?
original signatures
what do correct grammar and appropriate word choice in correspondence reflect
positively on the overall quality of a medical office
what types of sentences and paragraphs are preferred in medical writing
short and concise and 20 words long
preposition
show the relationship between a noun or pronoun and another word
what does certified mail require
signature of recipient
form letter
standard content used repeatedly that is personalized with patient name date signature of physician
what are sizes of letterhead
standard monarch or executive baronial
letterhead
stationary bearing the name of the physician
gastric
stomach
otolaryngology
study of ear nose and throat
active voice
the subject of the sentence that performs the action it is more interesting to the reader
Modified block style
the date, complimentary closing, and signature line begin at the center and continue toward the right margin. All other lines are flush with the left margin.
what types of things are never acceptable in professional correspondence
threats or derogatory comments may lead to legal consequence
larynx
throat
registering your mail
tracks the mail at each stage as it moves through the mail system
How many times should a medical assistant proofread a document?
twice
miss
unmarried
how long should the receipt for mailed goods be held
until receipt of the mail has been acknowledged
monarch or executive style
used by some physicians for their special correspondence
what makes composing letters simple
using an organize approach
what is a physicians desk reference used for
verify correct spelling and use of drugs
passive
when the subject receives the action
leukocytes
white blood cells
homophone
words that sound the same
what does zip stand for
zone improvement plan