Medical Assisting: Powerpoint To Accompany

PowerPoint to accompany
Medical Assisting
Chapter 7
Second Edition
Ramutkowski Booth Pugh Thompson Whicker
Copyright The McGraw-Hill Companies, Inc. Permission required for reproduction or display.
Managing Correspondences and Mail
Objectives
7-1 List the supplies necessary for creating
and mailing professional-looking
correspondence.
7-2 Identify the types of correspondence used
in medical office communications.
7-3 Describe the parts of a letter and the
different letter and punctuation styles.
7-4 Compose a business letter.
Managing Correspondences and Mail

(cont.)
Objectives
7-5 Explain the tasks involved in editing and
proofreading.
7-6 Describe the process of handling incoming
and outgoing mail.
7-7 Compare and contrast the services provided
by the U.S. Postal Service and other delivery
services.
3
Correspondence and
Professionalism
Send
Create
Medical Practice,Inc.
111 One Dr.
Any, St. 11111
Mr. Some One

10 Any Lane
Any, State 11111
Receive
It is essential that medical assistants learn to:
Create
Send
Receive
well-written, neat correspondences to

ensure that a positive and
professional image is communicated
for the medical office.
Choosing Correspondence Supplies

Letterhead Paper
Envelopes
Supplies
Supplies
Labels
Statements
Invoices
5

(cont.)
Letterhead Paper
Description
Refers to formal business
stationary
Doctors or office name,
address, and phone number
usually printed at the top
Used for correspondence with
patients, colleagues, and
vendors
Types
Cotton Bond (Rag Bond)
Contains cotton & chemically
treated wood pulp
Contains a watermark & is a
expensive more paper
Sulfite Bond
Made from chemically
treated wood pulp
Has 5 grades of quality
6

(cont.)
No. 10
Tan kraft
Most common
Used for
correspondence
Measures 4 by 9
Clasp envelopes
Used to send
large or bulky
documents
Invoice
Padded
Used for invoices or statements

Range from No. 6 (3 5/8 by
6 inches) to No. 10
Has a transparent window
Used to send slides or other

materials that might become
damaged
7

(cont.)
Labels Printed computerized address labels can save
a large amount of time.
Invoices & Statements

Types used today include:
Preprinted invoices (to send an original bill)
Preprinted statements (used to send reminders of
bills past due)
Computer-generated invoices & statements
Superbills
Data mailers
Apply Your Knowledge -Answer

The medical assistant has been requested to mail the
insurance contractual agreement back to the insurance
company. This is a 22-page document. Which of the
following envelopes should be used?
A.No. 6
B. Tan kraft
C. No. 10
This would be a rather bulky document so a
standard envelope will not work.
Written Correspondence
The purpose of most letters is to explain,

clarify, or provide information for:
Referrals
Scheduling
Patient Reports
Patient Education
Insurance/Billing Information
Cover or Form Letters
10
Written Correspondence (cont.)

Parts of a Business Letter
Dateline
Has month, day, and year
Begins 3 lines below
letterhead text on line 15.
Inside Address
Includes information
needed for correct delivery
(i.e. title, address, city and
state, etc.).
Attention Line
Used when letter is sent to
specific person in a
company.
Salutation
Written greeting such as
Dear.
11

Subject Line
Typed two lines below
salutation & two lines
above body
Used to bring attention to
subject
Signature Block
Body
Begins two lines below
salutation
Text is single-spaced and
double-spaced between
paragraphs
Complimentary Closing
Places writers name on 1st

Placed two lines below body
line & business title on 2nd line Sincerely is commonly used 12

Identification Line
Consists of the letter writers
initials followed by a colon
or slash mark along with the
typists initial
Is typed two lines below the
signature block and flush to
the left
Notations
May be abbreviated as Encl,
Enc, or Encs
Copy notation (cc) appears
after the enclosure notation
Includes information such as
number of enclosures and
letter recipients
13

Punctuation Styles
Open
Mixed
14
Open Punctuation uses no punctuation

after these items in a letter:
The word Attention in the attention line

The salutation
The complimentary closing
The signature block
The enclosure and copy notations
15
Mixed Punctuation includes the

following:
A colon after Attention in the attention

line
A colon after the salutation
A comma after the complimentary closing
A colon or period after the enclosure
notation
A colon after the copy notation
16

One-inch margins on the left & right with 8 inch paper
Letter should be centered according to length
Single-space body of letter and double-space between paragraphs
Short sentences no greater than 20 words on an average
Have at least two sentences per paragraph
Divide paragraphs longer than 10 lines into two paragraphs.
For multi-page letters use letterhead first page only.
17

Letter Style
Description
Full-Block
Lines are typed flush left, no indented paragraphs
Modified-Block
Dateline, complimentary closing, signature block and

notations are aligned at the center of page or to the
right.
Modified-Block
with Indented
Paragraphs
Paragraphs are indented
Simplified
Most modern letter style

No salutation, courtesy title, or closing
Has a subject line in all capital letters
18

What should the medical assistant do if a mailing is to be
sent to an organization to request x-ray films, but no
specific name or title is given to address it to? Which of
the following would you use?
A. To Whom It May Concern
B. Attention: To Whom It May Concern
C. Dear Sir/Madam
D. Dear Radiology Department
19
Effective Writing
Identify your reading audience to determine

tone of letter (formal or relaxed)
Be clear and concise
Use active voice when possible (passive voice
is best when relaying negative news)
Be polite and courteous
Check spelling and content accuracy like with
dates and monetary figures
20
Editing and Proofreading

Dictionary
Medical Dictionary
Tools for Editing

And Proofreading
Physicians Desk
Reference (PDR)
English Grammar &

Usage Manual
Word Processing Spell Checkers

21
Editing and Proofreading (cont.)

Editing
Language Usage
Proofreading
Employ basic grammar

rules
Content
Content should follow a

logical progression
Use an appropriate
writing style
Proofreading
Check the document for

errors after you have put it
aside
Also ask a coworker to
proof your work if possible
Three types of errors:
Formatting Errors
Data Errors
Mechanical Errors
22

A letter must be sent to current employees that have
exceeded their number of absences according to office
policy. Which of the following would be most appropriate.
A. Dear _____, The attendance policy of this office requires that.
B. Dear _____, You have violated the attendance policy of this .
C. Dear _____, Are you aware that you have missed X days.
This correspondence must communicate the facts in a soft
manner while getting ones point across. The first response
begins with identifying the fact or policy followed by the
individuals performance and is less subjective or punitive.
23
Preparing Outgoing Mail
Signing Letters
Preparing the Envelope
If you sign for the doctor, place your initials after

the doctors signature
Use USPS guidelines for addressing envelopes
Folding and Inserting the Mail
Type of envelope determines the way a letter

should be folded (folded in thirds, in half, etc.)
24
Mailing Equipment and Supplies

Airmail
Registered Mail
Express Mail
Priority Mail
Common
Mailing
Supplies
For:
Private Delivery
Companies
Certified Mail
25
Mailing Equipment and Supplies (cont.)
Airmail Supplies
Envelopes for Overnight Delivery Services
Letters and packages must be labeled

AIRMAIL on all sides
USPS and other companies require the use of
their own mailing materials for next day delivery
Postal Rates, Scales, and Meters
Rates and regulations change periodically so keep

current rates on-hand at the medical office
26
U.S. Postal Service Delivery
First Class
Must weigh no
more than 11 oz
Cost is based on
weight
Mail is forwarded at
no extra cost
Fourth Class
Also called parcel
post & is used for items
weighing between 1 lb
and
70 lbs
Rates are based on
weight and distance
27

(cont.)
Priority Mail
Useful for heavier

items requiring faster
delivery
USPS offers a flat
rate for any items
that can fit into the
priority envelope
USPS guarantees
delivery within 2-3
days
Express Mail
The quickest USPS

service
Delivery service
available everyday
Rates vary with weight
Items automatically
insured against loss or
damage
Special flat rate also
available
28
U.S. Postal Service Delivery (cont.)

Special Delivery
Deliveries made before regular mail delivery
Limited hours and distance limits availability
Certified Mail
Offers a guarantee that the item has been received
Requires signature of recipient
Return Receipt Requested

Offers proof of who received the item and when they received it
Registered Mail
Used to send valuable, important items
Evidence provided of mailing and delivery to sender
First-class and priority mail can be registered
29

(cont.)
International Mail
Tracing Mail
USPS offers surface

and airmail services
to most foreign
countries
Service used if a piece of

certified or registered
mail does not reach its
destination on time
International mail
classes are similar to
domestic mail
The original receipt must

be presented to locate
the item
30
Other Delivery Services

Delivery Service
Description
United Parcel Service

(UPS)
Express Delivery
Services
Messengers or
Carriers
Provides overnight letter and

express services
Packages insured
Federal Express
Airborne
Delivers items locally on the same
day
31
Apply Your Knowledge

Which type of mail would you use to send each of the
following:
Confidential Laboratory Results
Signed and dated contract materials
Patient Invoice and Billing Statements
A. First Class Mail
B. Priority Mail
C. Certified Mail
D. Registered Mail
32

Which type of mail would you use to send each of the
following:
Confidential Laboratory Results
C or D
Signed and dated contract materials
C or D
Patient Invoice and Billing Statements

A. First Class Mail
B. Priority Mail
C. Certified Mail
D. Registered Mail
33
Processing Incoming Mail
Sort
Distribute
Annotate
Record
Open
34
Processing Incoming Mail (cont.)

Sorting and Opening
Recording
Mail is often sorted

according to its priority
Do not sort mail in a
cluttered area
By keeping a log of daily

mail, it can be traced as to
when received and when
correspondences were sent if
needed
Annotating
Outlining key points and
documenting reminders from
the correspondence
Distributing
Sorting and delivering items
to mail recipients
Order in terms of priority 35
Processing Incoming Mail (cont.)

Do
Place only nonprescription
products according to office
policy in patient areas
Sort and store other
prescription items in locked
cabinet
Destroy out-dated samples
Do Not
Give patients sample without the
physician instructing you to do so
Fail to document in patient record
when samples are given per the
physician request
Discard medication samples in
trash cans
36

The medical assistant has been instructed to give a patient
some medication samples. The patient indicates she will
not be able to purchase her blood sugar medications for
another two weeks. Since the physician is providing her
with enough samples to last two weeks, what should the
medical assistant do after giving the samples, and why?
Give the quantity of medication as instructed by the
physician then document and date this in the patients
record for future reference. Also, depending on office policy
and remaining quantity, the remaining blood sugar pills
may need to be destroyed.
37
End of Chapter
38

Medical Assisting: Powerpoint To Accompany

Uploaded by

Copyright:

Available Formats

Medical Assisting: Powerpoint To Accompany

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Medical Assisting: Powerpoint To Accompany

Uploaded by

Copyright:

Available Formats

PowerPoint to accompany

Ramutkowski Booth Pugh Thompson Whicker

Managing Correspondences and Mail

Managing Correspondences and Mail

Mr. Some One

It is essential that medical assistants learn to:

well-written, neat correspondences to

Choosing Correspondence Supplies

Choosing Correspondence Supplies

Choosing Correspondence Supplies

Used for invoices or statements

Used to send slides or other

Choosing Correspondence Supplies

Invoices & Statements

Apply Your Knowledge -Answer

The purpose of most letters is to explain,

Written Correspondence (cont.)

Written Correspondence (cont.)

Places writers name on 1st

Written Correspondence (cont.)

Written Correspondence (cont.)

Written Correspondence (cont.)

Open Punctuation uses no punctuation

The word Attention in the attention line

Written Correspondence (cont.)

Mixed Punctuation includes the

A colon after Attention in the attention

Written Correspondence (cont.)

Written Correspondence (cont.)

Lines are typed flush left, no indented paragraphs

Dateline, complimentary closing, signature block and

Paragraphs are indented

Most modern letter style

Apply Your Knowledge -Answer

Identify your reading audience to determine

Editing and Proofreading

Tools for Editing

English Grammar &

Word Processing Spell Checkers

Editing and Proofreading (cont.)

Employ basic grammar

Content should follow a

Check the document for

Apply Your Knowledge -Answer

Preparing Outgoing Mail

Preparing the Envelope

If you sign for the doctor, place your initials after

Folding and Inserting the Mail

Type of envelope determines the way a letter

Mailing Equipment and Supplies

Mailing Equipment and Supplies (cont.)

Envelopes for Overnight Delivery Services

Letters and packages must be labeled

Postal Rates, Scales, and Meters

Rates and regulations change periodically so keep

U.S. Postal Service Delivery

U.S. Postal Service Delivery

Useful for heavier

The quickest USPS