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Ch. 13

Written Ofice Communications and Mail

QuestionAnswer
business letter formal document sent by mail that contains information related to business, rather than personal, affairs
dictation creation of a tape or computer voice file to be transcribed
internal marketing method used to stimulate business with existing patients through mailings and other means
proofread check of a written document for accuracy in spelling, punctuation, grammar, word choice, and sentence structure
summary of care written description of assessment, services and outcomes of care provided to a pt
transcription creation of a written document from dictated tapes or computer voice files
inside address name, address, and zip code of the letter's recipient
attention line specific person to whom the letter should be delivered
salutation greeting that begins the letter by addressing the recipient
subject/ regarding line brief explanation of the purpose of the letter
body message of the letter
closing ending of the letter
signature line name and title of the person who signs the letter
reference notation abbreviation at the bottom of the last page of the letter that is used to identify the person who typed the letter
enclosure notation indication for the reader of any materials enclosed with the letter
copy notation list of people that received the letter in addition to the addressee
what are the four styles of letters full block, modified block, indented, simplified
full block most common format for business letters, with all lines in standard letter format, flush left
modified block typed with all lines starting at the left margin, with the exception of the date line, complimentary closing, and the keyed signature, all of which are aligned with each other, flush left with the left margin set in the center of the document
indented typed with the first line of each paragraph indented 5 spaces
simplified typed with all lines flush with the left margin but omitting the salutation and complimentary closing
what are the different kind of letters sent to pts financial, medical info,discontinuance of care
when do you release info to attorney's when the pt has signed consent
AL Alabama
AK Alaska
AZ Arizona
AR Arkansas
CA California
CO Colorado
CT Connecticut
DE Delaware
DC District of Colombia
MT Montana
NE Nebraska
NV Nevada
NH New Hampshire
NJ New Jersey
NM New Mexico
NY New York
NC North Carolina
ND North Dakota
FL Florida
GA Georgia
GU Guam
HI Hawaii
ID Idaho
IL Illinois
IN Indiana
IA Iowa
KS Kansas
KY Kentucky
LA Louisiana
ME Maine
MD Maryland
MA Massachusetts
MI Michigan
MN Minnesota
MS Mississippi
MO Missouri
OH Ohio
OK Oklahoma
OR Oregon
PA Pennsylvania
PR Puerto Rico
RI Rhode Island
SC South Carolina
SD South Dakota
TN Tennessee
TX Texas
UT Utah
VT Vermont
VI Virgin Islands
VA Virgina
WA Washington
WV West Virgina
WI Wisconsin
WY wyoming
what do you do with insurance reimbursements post the check or forward to the billing department for posting
what do you do with pt correspondence given to the physician unopened
what do you do with payments post or forward to billing
what do you do with medical records put in pt file and give to physician
what do you do with continuing education forward to appropriate personnel
what do you do with financial should be forwarded unopened to the financial department or physician
what do you do with advertising forwarded to the person in charge of ordering supplies
what do you do with personal and confidential give unopened to addressee
certified mail proof of receipt of mail through a return receipt signed by the recipient to verify delivery. (send: letter of discontinuation of care to pt receive:letters from attorneys requesting medical records)
collect on delivery collection of payment for merchandise or postage from the recipient upon delivery (send: medical equipment, vitamins, or other items not covered by insurance. receive: merchandise ordered by the office)
express mail guaranteed overnight delivery within the U.S. (send: summary of care or other docs for attorneys. receive: docs from another physician regarding a pt)
first class mail seal and unsealed letters (send: statements and letters to pt. receive: correspondence from attorneys and other physicians, checks from insurance companies and pt)
second class mail newspapers, journals, and magazines (receive: newspapers and magazines for waiting room)
third class mail circulars and advertising materials that weigh less than 16 oz. (receive:advertising for medical and office supplies)
fourth class mail packages weighing 1-70 lbs w/ a combined girth of 108" (receive: medical or office supplies ordered online or by phone)
priority mail first class mail weighing more than 11 oz and up to 70 lbs; fastest method of shipping heavier mail within 2-3 days. (receive: pt medical records sent by referring physician. Send:pt medical records per request)
registered mail method of shipping items with a declared monetary value that are sent first class; can be insured for a max amount of $25,000. (send: equipment to manufacturer for repair. receive:equipment from vendors)
restricted delivery mail delivered to a specific addressee or someone authorized in writing to receive the mail for the addressee. (send: protected health info sent to physician, pt, or attorney. receive: health info from any source can be sent to the office
Created by: rewebb
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