Medical Assisting - Chapter 10

Which of the following sentences uses an active voice? 1) "Dr. Smith is seeing 18 patients today." 2) "Today, there will be 18 patients being seen by Dr. Smith." 3) "There are 18 patients that will be seen by Dr. Smith today." 4) "Eighteen patients will be seen by Dr. Smith today."

"Dr. Smith is seeing 18 patients today."

Which of the following is an example of a passive voice? 1) "Your account will be turned over to a collection agency if we do not receive your payment promptly." 2) "We will freeze your account if we do not receive a payment today." 3) "We will stop seeing you as a patient since we did not receive payment." 4) "We will turn over your account to a collection agency if we do not receive payment promptly."

"Your account will be turned over to a collection agency if we do not receive your payment promptly."

Beginning with the first item on top, list the items in the inside address on a professional letter.

1) Addressee's courtesy title and name 2) Business title 3) Company name 4) Street address 5) City, state, and zip code

Place the following lines of an address block in order, with the first line at the top.

1) Addressee's name 2) Addressee's department 3) Addressee's company 4) Street address or post office box number 5) City, state, and zip code

Beginning with the first step on top, list the steps for sorting and opening mail.

1) Check that the mail was delivered to the correct location 2) Sort mail into piles according to priority 3) Set aside mail labeled "Confidential" 4) Open all letters 5) Compare the number of enclosures with the number listed on the letter 6) Stamp each piece of correspondence with the date to document its receipt

Beginning with the first step on top, list the parts of a professional letter in order.

1) Dateline 2) Inside address 3) Salutation 4) Body 5) Complimentary closing 6) Signature block

Place the steps for processing incoming mail in order, with the first step on top.

1) Sorting and opeining 2) Recording 3) Annotating 4) Distributing

The USPS guarantees that Priority Mail will be delivered in how many days? 1) 7-14 2) 5-7 3) overnight 4) 1-3

1-3

A business size envelope is also referred to as a No. ______ envelope. 1) 5 2) 2 3) 8 4) 10

10

In general writing, use numerals when the number is __________ or greater. 1) 2 2) 11 3) 5 4) 9 5) 4

11

Standard, or letter-size, paper is 8.5 x ______ inches and is used for most general business documents. 1) 14 2) 11 3) 10 4) 9

11

To be considered first-class mail, items must weigh equal to or less than how many ounces? 1) 11 2) 9 3) 8 4) 12

11

First-class mail must weigh __________ or less. 1) 20 pounds 2) 11 ounces 3) 1 pound 4) 10 pounds 5) 70 pounds

11 ounces

An office typically has ______ grades of envelopes with a return address. 1) 4 2) 2 3) 8 4) 6

2

There are ______ different types of punctuation styles used in correspondence. 1) 5 2) 3 3) 2 4) 4

2

The signature block is located ______ lines below the complimentary closing. 1) 1 to 2 2) 4 to 5 3) 3 to 4 4) 5 to 6

3 to 4

A characteristic of mixed punctuation is __________. 1) A colon after Attention in the attention line 2) No punctuation after the salutation 3) No period after the enclosure 4) No colon after the enclosure 5) No comma after the complimentary closing

A colon after Attention in the attention line

What is required with certified mail? 1) Pick up at the Post Office 2) A signature upon delivery 3) The package should be left on the porch 4) Cash on delivery

A signature upon delivery

A basic rule for using a plural in medical terms is that with terms ending in __________. 1) Um, is to add an a 2) Is, is to keep the is and add es 3) Ue, is to add an i 4) Us, is to add an i 5) A, is to keep the a and add e

A, is to keep the a and add e

What is the correct way to show ownership with singular nouns? 1) Add an "s" followed by an apostrophe. 2) Add an apostrophe followed by an "s." 3) Add an "s." 4) Add an apostrophe.

Add an apostrophe followed by an "s."

What types of services does the USPS offer to most foreign countries? 1) Express Mail 2) Media Mail 3) Priority Mail 4) Airmail 5) Parcel Post

Airmail

The appropriate position for the signature block is __________. 1) One line below the complimentary closing 2) one-half inch to the left of the body 3) Flush with the identification line 4) Aligned with the complimentary closing 5) One-half inch to the right of the body

Aligned with the complimentary closing

Underlining key points and writing reminders or suggested actions in the margin when reading incoming mail is called __________. 1) Sorting 2) Opening 3) Distributing 4) Recording 5) Annotating

Annotating

Underlining or highlighting key points of a letter or writing reminders, comments, or suggested actions in the margins or on self-adhesive notes is called: 1) Sorting 2) Recording 3) Annotating 4) Indexing

Annotating

Priority Mail is used for __________. 1) Mailing books and catalogs 2) Most medical office correspondence 3) Guaranteed next-day delivery 4) Any item that weighs between 11 oz and 70 lbs 5) Mail going to foreign countries

Any item that weighs between 11 oz and 70 lbs

What does editing check for in a finished document? 1) Appropriate style 2) Grammatical errors 3) Data errors 4) Logical organization 5) Proper formatting

Appropriate style Logical organization

When should you process all incoming mail? 1) First of every month 2) As each piece of mail comes in 3) At a specific time of day 4) First of every week

At a specific time of day

A(n) ______ is used for a letter that is addressed to a company but sent to be seen by a particular individual. 1) Salutation 2) Reference initial 3) Subject line 4) Attention line

Attention line

Which of the following is the correct dateline for a business letter? 1) Aug. 20 2015 2) Aug. 20, 2015 3) 8/20/2015 4) August 20, 2015 5) August, 20, 2015

August 20, 2015

The body of the letter should __________. 1) Avoid setting a list apart from the rest of the letter 2) Begin two lines below the subject line 3) Be double-spaced 4) Be single-spaced between paragraphs 5) Contain the writer's initials, a colon, and the typist's initials

Begin two lines below the subject line

The subject line is used to __________. 1) Include the names of other people who will receive copies of the letter 2) Contain the writer's name and business 3) Address the person to whom the letter is being written 4) Bring the subject of the letter to the reader's attention 5) Describe the contents of the letter in detail

Bring the subject of the letter to the reader's attention

What is another name for the No. 10 envelope most commonly used in a medical office? 1) Legal 2) Common 3) Personal 4) Business

Business

Which of the following are ways a letter should follow a logical thought pattern in a clean and concise manner? 1) Carefully selecting words 2) Discussing one topic at a time 3) Stating the purpose of the letter in the first sentence 4) Checking for correct spacing 5) Sticking with the subject 6) Following office style 7) Listing events in chronological order

Carefully selecting words Discussing one topic at a time Stating the purpose of the letter in the first sentence Sticking with the subject Listing events in chronological order

The steps in processing mail involve sorting, recording, annotating, and __________. 1) Registering 2) Tracing 3) Certifying 4) Distributing 5) Filing

Distributing

Which of the following are phrases that are too casual for business communications? 1) Catch you later. 2) Take it easy. 3) Thanks a million. 4) Thank you.

Catch you later. Take it easy. Thanks a million.

A service that offers a guarantee that the item has been received is known as 1) Registered mail 2) Certified mail 3) First-class mail 4) International material

Certified mail

Which mail delivery service requires the postal carrier to obtain a signature when the item is delivered? 1) Special delivery 2) Registered mail 3) Express Mail 4) Certified mail 5) Priority Mail

Certified mail

Which part of the editing process includes checking the document for a logical thought pattern? 1) Language usage 2) Proofreading 3) Checking content 4) Writing style

Checking content

What is the first step in preparing a professional-looking document? 1) Spell-check the document 2) Choose the right supplies 3) Print the document on letterhead 4) Compose the document

Choose the right supplies

Match the terms clarity, concise, editing, and proofreading with their definitions.

Clarity - Stating a message so that it can be understood easily Concise - Using brief, specific sentences Editing - Checking a document for factual accuracy and logical flow Proofreading - Checking a document for grammatical, spelling, and formatting errors

Editing involves checking a document for factual accuracy, logical flow, conciseness, and __________. 1) Spelling 2) Grammar 3) Clarity and tone 4) Punctuation 5) Format errors

Clarity and tone

In an identification line, the typist's initials are followed by a slash or a 1) Semicolon 2) Comma 3) Period 4) Colon

Colon

Which punctuation mark should follow the salutation in a formal letter? 1) Period 2) Colon 3) Semicolon 4) Comma

Colon

What punctuation is placed after the complimentary closing? 1) Period 2) Colon 3) Comma 4) Question mark

Comma

List the information that should be included in an inside address. 1) Company name, if applicable 2) Courtesy title with the intended receiver's full name 3) Two-letter state abbreviation 4) Full city name without abbreviations 5) Abbreviated words, such as "St" or "Dr"

Company name, if applicable Courtesy title with the intended receiver's full name Two-letter state abbreviation Full city name without abbreviations

Match the letter writing terms with their definitions.

Complimentary closing - "Sincerely" or "Best Regards" Inside address - Name and address of the person to whom a letter is being sent Signature block - Writer's name and business title Body - Content of a letter Salutation - Written greeting

Which of the following types of medication information can be found in the PDR? 1) Correct spellings 2) Lists of which insurance companies will cover the costs 3) Side effects 4) Lists of pharmacies that supply medication 5) Usage 6) Contraindications

Correct spellings Side effects Usage Contraindications

Letterhead paper is usually either sulfite bond or __________, which is more expensive than other types of paper. 1) Bamboo bond 2) Composite 3) Blended bond 4) Cotton fiber bond 5) Wool woven

Cotton fiber bond

A medical assistant has many clinical roles in the office, which of the following is an example of an administrative role of a medical assistant? 1) Performing urinalysis 2) Charting vital signs 3) Performing ECGs 4) Creating documents

Creating documents

Which of the following types of errors involves mistyping monetary figures? 1) Grammatical 2) Mechanical 3) Formatting 4) Data

Data

Which of the following consists of the month, day, and year and begins below the letterhead? 1) Dateline 2) Inside address 3) Salutation 4) Letterhead

Dateline

Which of the following are examples of salutations used before the person's name in a business letter? 1) Dear Mrs. 2) Dear Ms. 3) Dear Mr. 4) Dear Friend 5) Dear Mister

Dear Mrs. Dear Ms. Dear Mr.

What information does an inside address contain? 1) Courtesy title 2) Subject line 3) Delivery notation 4) Salutation

Delivery notation

Which of the following are properties of the body of a typical business letter? 1) Double-spaced between paragraphs 2) Double-spaced throughout 3) Located immediately under the salutation 4) Single-spaced text within a paragraph

Double-spaced between paragraphs Single-spaced text within a paragraph

Which process ensures that a document is accurate, clear, and complete? 1) Writing 2) Reference 3) Examination 4) Editing

Editing

Whereas ______ is checking a document for factual accuracy and clarity, ______ is checking the document for grammar, spelling, and format errors. 1) Fact checking; formatting 2) Editing; proofreading 3) Spell-checking; grammar-checking 4) Proofreading; editing

Editing; proofreading

Transmissions that are physically moved from one location to another using a disk, a compact disk, or any other portable computer drive are considered ______ media. 1) Mainstream 2) Written 3) Electronic 4) Immobile

Electronic

Which of the following can be useful in creating frequently used labels? 1) Handwriting 2) Photocopier 3) Excel databases 4) Scanner

Excel databases

Regular mail service includes first-class, Parcel Post, Priority, and __________ mail. 1) Delivery confirmation 2) Registered 3) Return receipt 4) Certified 5) Express

Express

Which of the following USPS services provides either next-day or second-day delivery 365 days a year? 1) Express Mail 2) Registered mail 3) Airmail 4) Priority Mail 5) First-class mail

Express Mail

Interoffice memos are used to __________. 1) Facilitate informal written communication within an office 2) Create formal written communications 3) Respond to patient inquiries 4) Send patient information to other medical practices 5) Write official business communications

Facilitate informal written communication within an office

Where is the writer's name located in a signature block? 1) Third line 2) Second line 3) Fourth line 4) First line

First line

Most letters, postcards, and invoices generated in a medical office are sent by ______ mail. 1) First-class 2) Regular 3) Express 4) Priority

First-class

Where are notations located in a business letter? 1) Flush left, 2 lines below the body of text 2) Flush left, 2 lines below the identification line 3) Flush right, 2 lines above the complimentary closing 4) Centered, 2 lines below the identification line

Flush left, 2 lines below the identification line

Where is the identification line in a business letter? 1) Flush left, 2 lines below the body of text 2) Centered, 2 lines below the signature block 3) Flush left, 2 lines below the signature block 4) Flush left, 3 lines below the signature block

Flush left, 2 lines below the signature block

Which of the following types of errors involves the positioning of the parts of a letter? 1) Data 2) Formatting 3) Grammatical 4) Mechanical

Formatting

What are 3 types of proofreading errors? 1) Formatting 2) Mechanical 3) Data 4) Language usage

Formatting Mechanical Data

The former name for Parcel Post was __________. 1) Fourth-class mail 2) First-class mail 3) Priority Mail 4) Third-class mail 5) Express Mail

Fourth-class mail

What is the most common letter style used in medical offices? 1) Full-block 2) Simplified 3) Modified-block with indented paragraphs 4) Modified-block

Full-block

In which type of letter style are all lines typed flush with the left margin? 1) Professional letter style 2) Modified-block letter style 3) Simplified letter style 4) Modified-block letter style with indented paragraphs 5) Full-block letter style

Full-block letter style

The block letter style is also called the __________. 1) Modified-block letter style 2) Professional letter style 3) Full-block letter style 4) Simplified letter style 5) Modified-block letter style with indented paragraphs

Full-block letter style

Which of the following letter styles is most often used in medical office correspondence? 1) Modified-block letter style 2) Full-block letter style 3) Simplified letter style 4) Professional letter style 5) Modified-block letter style with indented paragraphs

Full-block letter style

Match the letter style terms with their definitions.

Full-block letter style - Letter style in which all lines are flush left Modified-block letter style - Letter style in which the dateline, complimentary closing, and signature block are aligned and begin at the center of the page or slightly to the right of center Optical character reader - Electronic device that helps speed mail processing Simplified letter style - Letter style in which the salutation is omitted and a subject line in all capital letters is placed between the address and the body of the letter

Proofreading involves checking a document for spelling and format errors, as well as checking the document for __________. 1) Conciseness 2) Grammatical errors 3) Logical flow 4) Factual accuracy 5) Clarity

Grammatical errors

Which law protects portable electronic media transmissions? 1) HIPAA 2) State 3) International 4) OSHA

HIPAA

What should be done after you proofread a document? 1) Send the document because it's fixed. 2) Have a coworker proofread your work. 3) Have the receiver correct your document. 4) Send it as is hoping the receiver understands.

Have a coworker proofread your work.

Before undertaking e-mail communication with a patient, which of the following must you do? 1) Have a written consent for e-mail communication on file. 2) Add the patient's e-mail address to her EHR. 3) Ask the patient which provider she wants to communicate with. 4) Ask the patient verbally for permission to send an e-mail message. 5) Ask the provider for permission to e-mail the patient.

Have a written consent for e-mail communication on file.

Which of the following are examples of annotating mail? 1) Sorting mail to the appropriate personnel 2) Highlighting key points 3) Distributing mail in batches to staff 4) Marking "please sign here" on a letter

Highlighting key points Marking "please sign here" on a letter

The letter writer's initials followed by a colon or slash and the typist's initials constitute the __________. 1) Closing 2) Subject line 3) Signature block 4) Identification line 5) Notations

Identification line

Which of the following is placed at the left margin in Modified-block style with indented paragraphs? 1) Signature block 2) Complimentary closing 3) Dateline 4) Identification line

Identification line

Which of the following are correct procedures for signing medical office letters? 1) If the medical assistant is authorized to sign letters for the doctor, sign the doctor's name and initial after it. 2) The medical assistant can sign his or her name and type the doctor's name in the signature block. 3) If the doctor prefers to sign all letters, place the letters on the doctor's desk in a file marked "for your signature." 4) To save time, mail medical office letters without the doctor's signature or your initials.

If the medical assistant is authorized to sign letters for the doctor, sign the doctor's name and initial after it. If the doctor prefers to sign all letters, place the letters on the doctor's desk in a file marked "for your signature."

In which of the following ways should a business letter be folded? 1) Four times 2) In horizontal thirds 3) Twice 4) In vertical halves

In horizontal thirds Twice

Where is the salutation in a business letter? 1) Centered under the subject line, followed by a colon 2) After the body of the letter 3) Two lines below the last line of the body, followed by a colon 4) In the left margin on the second line below the inside address, followed by a colon

In the left margin on the second line below the inside address, followed by a colon

Which of the following are general guidelines for letters? 1) Include two or three sentences in each paragraph 2) Double space between paragraphs 3) Use long paragraphs 4) Use two-inch margins on the left and right sides 5) Use short sentences

Include two or three sentences in each paragraph Double space between paragraphs Use short sentences

Formatting errors include which of the following? 1) Word divisions 2) Typing monetary figures 3) Spelling and punctuation 4) Indenting, line length, or line spacing 5) Reversing words or characters

Indenting, line length, or line spacing

The ______ contains all the necessary information for a letter's correct delivery. 1) Inside address 2) Letterhead 3) Subject line 4) Attention line

Inside address

Which of the following types of communications helps facilitate informal written communication within an office? 1) Text messages 2) Newsletters 3) Business letters 4) Interoffice memos

Interoffice memos

A(n) ________ lists a product or service rendered and is used for billing for that product or service. 1) Statement 2) Invoice 3) Pay-to check 4) Remittance advice

Invoice

Which of the following are uses for envelopes with a transparent window? 1) Appointment reminders 2) Insurance claims 3) Invoices 4) Statements

Invoices Statements

Envelopes that have a transparent window are used for __________. 1) Invoices and statements 2) General correspondence 3) Appointment reminder cards 4) Easily damaged materials 5) Large, bulky documents

Invoices and statements

The practice's name and address that are printed at the top of formal business stationery is called __________. 1) Full-block style 2) A signature block 3) A template 4) Letterhead 5) The identification line

Letterhead

Which of the following is formal business stationary on which a medical practice's name and address are at the top? 1) Notations 2) Legal-size paper 3) Note cards 4) Letterhead

Letterhead

Letter-folding equipment may be used for which types of items? 1) Business cards 2) Letters 3) Brochures 4) Invoices

Letters Brochures Invoices

A(n) __________ is a summary of total amounts owed, including outstanding charges and payments received. 1) Explanation of benefits 2) Encounter form 3) Statement 4) Invoice

Statement

Why is it important for a medical assistant to learn to create, send, and receive correspondence? 1) It ensures positive, effective communication between your office and others. 2) Well-written correspondence is not important in communicating a professional image for the practice. 3) It ensures that content and presentation are not a priority in receiving or sending correspondence. 4) It ensures that mail is sent quickly, without regard for content.

It ensures positive, effective communication between your office and others.

Identify reasons to use the active voice in business correspondence. 1) It is less direct. 2) It is less concise. 3) It is livelier to read. 4) It is more direct.

It is livelier to read. It is more direct.

When writing an effective letter, a general tip is to __________. 1) Know the type of person being written to 2) Use the active voice to soften the impact of negative news 3) Establish the purpose as the letter is being written 4) Always use the passive voice 5) Include many details to get a message across

Know the type of person being written to

In the editing process, using complete sentences and correct word choices is an example of ______ usage. 1) Formatting 2) Content 3) Style 4) Language

Language

The correct way to include a list in the body of a letter is to __________. 1) Avoid leaving an extra line above and below the list 2) Limit the list to two or three items 3) Indent one space from the margin for each item 4) Double-space within items 5) Leave an extra line between items

Leave an extra line between items

What letterhead is most commonly used for lengthy official documents and measures 8.5 x 14 inches? 1) Standard 2) Cotton bond 3) Legal 4) Embossed

Legal

Written office documents also serve as ______ records. 1) Electronic 2) Legal 3) Clinical 4) Administrative

Legal

Superbills or encounter forms are examples of 1) Claims 2) Paper medical records 3) Statements 4) Bills

Statements

Which areas are checked when editing a document? 1) Logical flow 2) Grammar 3) Formatting errors 4) Clarity 5) Factual accuracy

Logical flow Clarity Factual accuracy

Which of the following steps should be followed to avoid formatting errors in a letter? 1) Make sure events are listed in chronological order. 2) Make sure the purpose of the letter is stated in the first sentence. 3) Make sure office style is followed. 4) Make sure text is centered from left to right and top to bottom. 5) Make sure indentions are consistent. 6) Scan it for correct spacing.

Make sure office style is followed. Make sure text is centered from left to right and top to bottom. Make sure indentions are consistent. Scan it for correct spacing.

Where is the subject line in a business letter? 1) May be flush left, indented 5 spaces, or centered on the page 2) At the left margin on the second line below the inside address 3) Flush left, 1 or 2 lines below the identification line 4) Flush right, immediately below the letterhead

May be flush left, indented 5 spaces, or centered on the page

Where is the subject line in a business letter? 1) May be flush left, indented 5 spaces, or centered on the page 2) At the left margin on the second line below the inside address 3) Flush right, immediately below the letterhead 4) Flush left, 1 or 2 lines below the identification line

May be flush left, indented 5 spaces, or centered on the page

There are three types of errors that can occur when you are preparing a document: formatting, data, and __________. 1) Technical 2) Language 3) Mechanical 4) Content 5) Factual

Mechanical

Which of the following types of errors occurs in spelling, punctuation, and spacing between words? 1) Formatting 2) Mechanical 3) Setup 4) Data

Mechanical

When you are looking for the correct spelling of or information on a medical term, what is the best tool to reference? 1) Medical dictionary 2) Thesaurus 3) Physicians' Desk Reference 4) Webster's dictionary

Medical dictionary

Which reference book lists definitions and spellings for medical terms and can be accessed on the Internet? 1) Medical dictionary 2) Grammar manual 3) Thesaurus 4) Physicians' Desk Reference

Medical dictionary

Match the reference books with their appropriate uses.

Medical dictionary - For medical terms that are unfamiliar Thesaurus - For synonyms of a word you are using Physicians' Desk Reference - For the correct spelling of a particular drug or for information about its usage English grammar manual - For questions about punctuation or capitalization

Which of the following are punctuation styles used in correspondence? 1) Mixed 2) Partial 3) Open 4) Closed

Mixed Open

Which letter punctuation style includes punctuation marks in specific instances, including a colon after the salutation and a comma after the complimentary closing? 1) Mixed punctuation 2) Partial punctuation 3) Open punctuation 4) Special punctuation

Mixed punctuation

In which letter style do the dateline, complimentary closing, and signature block begin at the center of the page? 1) Semi-block 2) Simplified 3) Full-block 4) Modified-block

Modified-block

In which type of letter do the dateline, complimentary closing, and signature block begin at the center of the page or slightly to the right of center? 1) Modified-block letter style with indented paragraphs 2) Full-block letter style 3) Professional letter style 4) Modified-block letter style 5) Simplified letter style

Modified-block letter style

Which of the following is a correct example of a part of the inside address of a business letter? 1) 233 West Newhouse St. 2) Ms. Paula Jordan 3) 233 W. Newhouse St. 4) Plainview, New Jersey 5) Plainview, N.J.

Ms. Paula Jordan

Which of the following should be capitalized? 1) Names of organizations 2) Specific addresses 3) Titles or positions 4) All nouns 5) Names of body parts

Names of organizations Specific addresses Titles or positions

A characteristic of open punctuation is __________. 1) A comma after the complimentary closing 2) A colon after the salutation 3) No punctuation after the copy notation 4) A colon after Attention in the attention line 5) A period after the enclosure notation

No punctuation after the copy notation

In order for OCRs to read properly, what size envelopes should be used? 1) No smaller than 3.5 by 5 inches and no larger than 6.0 by 11.5 2) Any size, as long as the address is placed correctly 3) No smaller than 4.0 by 6.0 inches and no larger than 8.5 by 11.0 inches 4) Any size

No smaller than 3.5 by 5 inches and no larger than 6.0 by 11.5

The envelope size most commonly used for correspondence is __________. 1) No. 6 2) No. 8 3) tan kraft 4) No. 7 5) No. 10

No. 10

Which envelopes are used for mailing invoices and statements? 1) No. 2 to No. 4 2) No. 4 to No. 8 3) No. 6 to No. 10 4) No. 10 to No. 11

No. 6 to No. 10

Which parts of a letter are placed at the left margin in the modified-block style? 1) Dateline 2) Notations 3) Complimentary closing 4) Identification line

Notations Identification line

Match the parts of speech with their examples.

Noun - Medical Assistant Verb - Speak Adjective - Talented Adverb - Slowly Conjunction - And

Match the parts of speech (noun, pronoun, verb, adjective, and adverb) with their definitions.

Noun - Names a person, a place, a thing, a concept, a thought, or an idea Pronoun - Replaces a noun by referring back to it Verb - Describes movement, a condition, or a state Adjective - Describes a noun or pronoun Adverb - Describes a verb, an adjective, or another adverb

Which of the following are included in the notation section of a business letter? 1) Letter writer's initials 2) Number of enclosures 3) Doctor's name and letter writer's initials 4) Names of other people who will be receiving copies of the letter

Number of enclosures Names of other people who will be receiving copies of the letter

Identify the information that appears on business letterhead. Office address Office hours Patient name Date Office name

Office address Office name

What are some examples of mechanical errors? 1) Omitting words 2) Indentions 3) Line spacing 4) Typing words twice 5) Reversing words

Omitting words Typing words twice Reversing words

Where is the inside address in a business letter? 1) Three lines above the date 2) Three lines below the preprinted letterhead 3) Two lines below the salutation 4) On the left margin, 2-4 spaces down from the date

On the left margin, 2-4 spaces down from the date

General guidelines for business letters include __________. 1) Double-spacing the body of the letter 2) Including only one sentence in each paragraph 3) Using long sentences of more than 20 words each 4) One-inch margins on the left and right of 8 1/2-inch-wide paper 5) Single-spacing between paragraphs

One-inch margins on the left and right of 8 1/2-inch-wide paper

Which style of punctuation requires no punctuation after certain parts of the letter, including the salutation and the signature block? 1) Incomplete punctuation 2) Closed punctuation 3) Mixed punctuation 4) Open punctuation

Open punctuation

To help speed mail processing, the USPS uses ______ to read the last 2 lines of an address and sort mail accordingly. 1) Optical character readers 2) Bar code scanners 3) Address scanners 4) Human staff

Optical character readers

United Parcel Service (UPS) delivers __________. 1) Letters and packages by ship to foreign countries 2) Packages and provides overnight letter express service 3) Only to post office boxes and drop-off locations 4) Only items that weigh 11 ounces or less 5) All mail within the local area the same day

Packages and provides overnight letter express service

Which of the following supplies can be obtained from the USPS? 1) Packaging 2) Letterhead 3) Labels 4) Forms

Packaging Labels Forms

Envelopes used to send documents or items that may otherwise be damaged in the mail are __________. 1) Padded envelopes 2) No. 6 envelopes 3) Clasp envelopes 4) Tan kraft envelopes 5) Correspondence envelopes

Padded envelopes

How does modified-block style with indented paragraphs differ from the traditional modified-block style? 1) Paragraphs are centered. 2) Paragraphs are indented 1 inch. 3) Paragraphs are flush left. 4) Paragraphs are indented 12 inch.

Paragraphs are indented 12 inch.

Which of the following is a dictionary of medications, with up-to-date information on prescription and over-the-counter drugs? 1) Medical dictionary 2) Physician's Desk Reference 3) Dictionary 4) Thesaurus

Physician's Desk Reference

Which of the following can be used for editing or proofreading a document? 1) Physicians' Desk Reference 2) Medical dictionary 3) Electronic Health Record software 4) Thesaurus

Physicians' Desk Reference Medical dictionary Thesaurus

If the doctor authorizes you to sign letters, you should sign the doctor's name and 1) Require the doctor to sign the letter. 2) Sign your name after the doctor's. 3) Place your initials after the doctor's signature. 4) Mail them immediately without putting your initials after the doctor's signature.

Place your initials after the doctor's signature.

The complimentary closing is __________. 1) Positioned at the writer's discretion 2) Placed one line below the last line of the body 3) Optional 4) Placed two lines below the last line of the body 5) Placed one line below the attention line

Placed two lines below the last line of the body

Professional correspondence should be clear and well written to reflect ______ on the practice. 1) Negatively 2) Neutrally 3) Poorly 4) Positively

Positively

Which mail service uses next-day or second-day delivery and is made 365 days a year? 1) Regular 2) First-class 3) Priority Express 4) Certified

Priority Express

Which of the following is the quickest USPS service? 1) Parcel Post 2) Priority Express Mail 3) Registered Mail 4) FedEx

Priority Express Mail

Which mail service must be used for heavier items weighing up to 70 pounds? 1) Priority mail 2) Periodical class 3) Standard class 4) Business class

Priority mail

All e-mail messages containing ______ must be saved. 1) Protected health information 2) Referrals 3) Billing information 4) Appointment schedules

Protected health information

Which of the following are the purposes of patient correspondence? 1) Provide information 2) Give instructions 3) Request lab tests 4) Explain or clarify

Provide information Give instructions Explain or clarify

Which of the following is considered a mechanical error? 1) Punctuation 2) Indenting 3) Line length 4) Monetary figures 5) Line spacing

Punctuation

Which of the following are guidelines for the address format? 1) Use fancy script fonts that appear more elegant 2) Put the person's name on the first line of the address block 3) Type or machine print 4) Single-space the lines

Put the person's name on the first line of the address block Type or machine print Single-space the lines

In what ways should envelopes match the stationery used? 1) Quality 2) Stock 3) Content 4) Size

Quality Stock

Which letter styles are typed with all lines flush left? 1) Modified-block 2) Simplified 3) Modified-block with indented paragraphs 4) Full-block

Simplified Full-block

When writing, use a style that is appropriate to the 1) Sender 2) Physician 3) Writer 4) Receiver

Receiver

Keeping a daily record of each day's mail is called 1) Annotating 2) Sorting 3) Distributing 4) Recording

Recording

Which type of mail is used to send items that are valuable, irreplaceable, or otherwise important. It provides the sender with evidence of mailing and delivery? 1) Priority 2) Certified 3) Registered 4) Express

Registered

Which type of mail delivery is used for sending an item that is valuable or irreplaceable because it provides security for the item? 1) Priority Mail 2) Special delivery 3) Express Mail 4) Certified mail 5) Registered mail

Registered mail

A medical assistant may be responsible for creating which types of correspondence? 1) Prescriptions 2) Reports for insurance companies 3) Address labels 4) Scheduling letters 5) Referral letters 6) Cover letters

Reports for insurance companies Scheduling letters Referral letters Cover letters

Which of the following letter styles is generally considered too informal for a medical office? 1) Full-block letter style 2) Modified-block letter style 3) Modified-block letter style with indented paragraphs 4) Professional letter style 5) Simplified letter style

Simplified letter style

The body of a business letter should be __________. 1) Double-spaced 2) Italicized 3) In 18 point font 4) Single-spaced

Single-spaced

The first step in processing incoming mail is to __________ it. 1) Open 2) File 3) Annotate 4) Sort 5) Record

Sort

Full-block letter style may include a subject line 2 lines below the 1) Dateline 2) Salutation 3) Letterhead 4) Inside address

Salutation

Full-block letter style may include a subject line 2 lines below the 1) Salutation 2) Letterhead 3) Dateline 4) Inside address

Salutation

In simplified letter style, which part of the letter is omitted? 1) Inside address 2) Salutation 3) Dateline 4) Recipient's address

Salutation

In simplified letter style, which part of the letter is omitted? 1) Recipient's address 2) Salutation 3) Dateline 4) Inside address

Salutation

Where is the writer's or sender's business title located in a signature block? 1) Second line 2) Third line 3) First line 4) Fourth line

Second line

Which of the following is an appropriate use for an attention line? 1) Sending a letter to a particular individual in a company 2) Sending a letter to another provider 3) Sending a general letter to a company 4) Sending a letter to a patient at their home address

Sending a letter to a particular individual in a company

Which of the following strategies can help manage your Inbox and saved e-mails? 1) Deleting all e-mail responses that contain protected health information 2) Not deleting any unwanted e-mails 3) Setting up subfolders for e-mails that must be saved 4) Not opening unidentifiable e-mails 5) Regularly checking office e-mail

Setting up subfolders for e-mails that must be saved Not opening unidentifiable e-mails Regularly checking office e-mail

What correspondence supplies might a medical assistant be responsible for ordering? 1) Statements 2) Syringes 3) Invoices 4) Envelopes 5) Needles 6) Letterhead paper 7) Labels

Statements Invoices Envelopes Letterhead paper Labels

The content of a letter should __________. 1) Discuss several topics at once 2) Contain the purpose of the letter at the end 3) Go back and forth between topics 4) Be placed in a single paragraph 5) Stick to the subject

Stick to the subject

Which part of a business letter is used to bring the subject of the letter to the reader's attention? 1) Inside address 2) Salutation 3) Subject line 4) Attention line

Subject line

Which part of a business letter is used to bring the subject of the letter to the reader's attention? 1) Inside address 2) Subject line 3) Attention line 4) Salutation

Subject line

Which of the following are the types of invoices and statements used in medical offices? 1) Superbills or encounter forms 2) Computer-generated invoices and statements 3) Patient day sheet 4) Inventory of medical supplies 5) Preprinted statements and invoices

Superbills or encounter forms Computer-generated invoices and statements Preprinted statements and invoices

Another name for clasp envelopes is __________. 1) Padded envelopes 2) Correspondence envelopes 3) Payment-return envelopes 4) Tan kraft envelopes 5) Postage-paid envelopes

Tan kraft envelopes

Commonly used paragraphs and entire letter formats can be saved in the computer as 1) Backgrounds 2) Models 3) Outlines 4) Templates

Templates

Most word processing software has ______ for formatting interoffice memos. 1) Voice transcription program 2) Templates 3) Print preview 4) A secretary

Templates

Two professional organizations that have established policies relating to e-mail are Health E-mail and __________. 1) The Joint Commission 2) The American Medical Informatics Association 3) The American Hospital Association 4) The American Medical Association 5) The American Association of Medical Assistants

The American Medical Informatics Association

Effective professional correspondence uses an appropriate style, clear and concise language, and __________. 1) Technical jargon 2) The simplified letter style 3) Open punctuation 4) The active voice 5) The passive voice

The active voice

How would the style of a letter to a patient differ from that of a letter to a physician? 1) There would be no difference between the two letters. 2) The letter to the physician would contain proper medical terminology. 3) The letter to the patient would contain proper medical terminology. 4) The letter to the physician would not contain a letterhead.

The letter to the physician would contain proper medical terminology.

Why should a log or daily record be kept of each day's mail? 1) The log keeps a list of mail received. 2) The log keeps a list of follow-up correspondence. 3) The log keeps track of whom the mail is addressed to each day. 4) The log reflects the date the correspondence is completed.

The log keeps a list of mail received. The log keeps a list of follow-up correspondence. The log reflects the date the correspondence is completed.

Notations include information such as the number of enclosures that are included with the letter and __________. 1) An acceptable complimentary closing 2) The names of other people who will receive copies of the letter 3) The subject of the letter 4) The writer's signature, followed by the address of the business 5) The typist's initials

The names of other people who will receive copies of the letter

What are the characteristics of a simplified letter? 1) The salutation is included and the complimentary closing is typed in all capital letters. 2) The salutation and complimentary closing are omitted. 3) The text is typed flush left. 4) The sender's name and title are typed in all capital letters in a single line at the end of the letter. 5) The text is centered. 6) The subject line is placed between the address and the body of the letter and is typed in all capital letters.

The salutation and complimentary closing are omitted. The text is typed flush left. The sender's name and title are typed in all capital letters in a single line at the end of the letter. The subject line is placed between the address and the body of the letter and is typed in all capital letters.

Where is the dateline found in a business letter? 1) In the left margin on the second line below the inside address 2) On the right margin, 2 lines below the letterhead 3) One line below the letterhead 4) Three lines below the letterhead

Three lines below the letterhead

How many lines should be left above the signature block to allow for the signature? 1) Two 2) Five 3) Six to seven 4) Three to four 5) One

Three to four

Letter-folding equipment can help minimize the amount of _____ spent on preparing large volumes of outgoing mail. 1) Postage 2) Paper 3) Writing 4) Time

Time

What is an appropriate reason to use the passive voice in correspondence? 1) To get the attention of patients 2) To sound more direct 3) To make more of an impact 4) To soften the impact of negative news

To soften the impact of negative news

Match the mail items with their most likely priority levels.

Top priority - Overnight mail Second priority - Confidential mail Third priority - First-class mail Fourth priority - Packages Fifth priority - Magazines

In a letter, where is the complimentary closing located? 1) Two lines below the signature block 2) Two lines below the last line of the body 3) Two lines below the date 4) Two lines below the reference initials

Two lines below the last line of the body

Where is the body of a letter found? 1) Two lines below the salutation or subject line 2) At the left margin on the second line below the inside address 3) Three lines below the dateline 4) Two lines above the salutation or subject line

Two lines below the salutation or subject line

Which of the following private delivery companies provide shipping supplies? 1) USPS 2) UPS 3) FedEx 4) couriers

UPS FedEx

Which of the following are ways to create professional correspondence that reflects well on a practice? 1) Use acronyms 2) Use the active voice 3) Use the passive voice for all circumstances 4) Use clear language

Use the active voice Use clear language

What is one of the most important means of communicating a professional image for the medical office? 1) Creating a vague document 2) Using slang 3) Sending a carelessly prepared letter 4) Using well-written, neatly prepared correspondence

Using well-written, neatly prepared correspondence

The impression or pattern that can be seen when paper is held up to the light is called a __________. 1) Letterhead 2) Copyright 3) Logo 4) Photo-sensitive mark 5) Watermark

Watermark

Which of the following is a data error? 1) Writing a balance of $1200 instead of $120 2) Using the wrong line spacing 3) Indenting the wrong paragraph 4) Spelling the patient's name wrong

Writing a balance of $1200 instead of $120

Before beginning e-mail communication with a patient, be sure to have a signed ______ for e-mail communication on file. 1) Patient information form 2) Credit card 3) Insurance card 4) Written consent

Written consent

What are the advantages of using registered mail? 1) This process is often faster due to the tracking process. 2) It does not offer evidence of mailing and delivery 3) You can mail items that are valuable, irreplaceable, or otherwise important. 4) You are given security that an item is being tracked through the postal system.

You can mail items that are valuable, irreplaceable, or otherwise important. You are given security that an item is being tracked through the postal system.

If a letter needs to have the address face out an business envelope window, it should be folded into which shape? 1) C 2) V 3) M 4) Z

Z