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Medical Office 1

Written and Electronic Communication

Medical Records serve as legal records, all paper and electronic documents must be prepared with great care and attention to detail.
Letterhead refers to the first page of formal business stationery, used for all professional, written correspondence coming from the office
Letterhead paper cotton fiber bond (sometimes called rag bond) or sulfite bond. most popular cotton bond used for letterhead is 25% cotton because it is economical
Letterhead paper size two most common letterhead paper sizes are standard and legal. Standard, or letter-size, paper is 8½ × 11 inches and is used for most general business documents.
Embossing is a process in which the letters are pressed into the paper and often set in black, gold, or silver.
Envelopes used for correspondence, invoices, and statements
Envelopes size most common envelope size used for correspondence is the No. 10 envelope (also called business size
invoice and statement envelopes range from No. 6 (3⅝ × 6½ inches) to No. 10. These envelopes usually have a transparent window that allows the address on the invoice or statement to show
payment or return envelopes pre-addressed to the physician’s office—are often included along with the statement, for the patient’s convenience
Tan Kraft envelopes, or clasp envelopes available in many sizes and are used to send large or bulky documents
Padded envelopes used to send documents or materials, like slides, that may be damaged in normal mail handling
Data mailers produced by a computer and are used by larger businesses and hospitals for batch mailings of items like paychecks, appointment reminders, and some invoices. usually has perforated sides, peeling the envelope apart, or utilizing a pull tab
invoice lists a product or service rendered and is used when billing for that product or service
statement summary of total amounts owed, including outstanding charges as well as payments received.
types of statements: preprinted statements, computer-generated statements, and superbills
Nouns describe a person, place, thing, concept, thought, or idea. Proper nouns describe specific persons, places, or things.
Pronouns replace nouns by referring back to them
Verbs Action verbs describe movement. Linking verbs express a condition or state. Linking verbs also express the senses.
Adjectives describe nouns and pronouns or explain which one, how many, or what kind.Adjectives also include articles which introduce nouns. common articles include the, a, and an.
Adverbs describe verbs, adjectives, or other adverbs and explain when, where, how, and to what extent.
Prepositions are connecting words demonstrating a relationship between nouns, pronouns, or other words.
Conjunctions join words or phrases together.
Interjections show strong feeling or emotion. They are often followed by an exclamation point or a comma if used in professional writing.
purpose of patient correspondence is to explain, clarify, or give instructions or other information
Parts of a Business Letter Letterhead * Dateline * Delivery Notation
Dateline consists of the month, day, and year. It should begin about three lines below the preprinted letterhead text on approximately line 15. The month should always be spelled out, and there should be a comma after the day.
Delivery Notation special or urgent delivery method, such as CERTIFIED MAIL, REGISTERED MAIL, or SPECIAL DELIVERY, two lines below the dateline.
Inside Address contains all the necessary information for the letter’s correct delivery. The inside address spells out the name and address of the person to whom the letter is being sent
Attention Line used when a letter is addressed to a company but sent to the attention of a particular individual. Place the attention line two lines below the inside address
Salutation written greeting such as “Dear”—followed by Mr., Mrs., or Ms. and the person’s last name. left margin on the second line below the inside address
Subject Line used to bring the subject of the letter to the reader’s attention. second line below the salutation
Body body of the letter begins two lines below the salutation or subject line. single-spaced with double-spacing between paragraphs.
Complimentary Closing placed two lines below the last line of the body. Capitalize only the first word of the closing. “Sincerely”
Signature Block contains the writer’s name on the first line and the writer’s business title on the second line
Identification Line These initials may also be referred to as reference initials. This line is typed flush left, two lines below the signature block.
Notations bottom of the letter may include an identification of any items enclosed with the letter (enclosures) and the names or initials of other people to whom a copy of the letter is being sent
Letter Styles Full-Block Style; Modified-Block Style; Modified-Block Style with Indented Paragraphs; Simplified Style
Simplified Style modification of the full-block style, salutation is omitted, eliminating the need for a courtesy title. All text is typed flush left, This letter style is both easy to read and quick to type (informal)
Full-Block Style also called block style, include a subject line two lines below the salutation. quick and easy to write because all lines begin at the left margin. this style is one of the most common formats used in the medical office.
Modified-Block Style similar to full block but differs in that the dateline, complimentary closing, and signature block are aligned and begin at the center, or slightly to the right of the center, of the page. This type of letter has a traditional, balanced appearance.
Modified-Block Style with Indented Paragraphs style is almost identical to the modified-block style except that the paragraphs are indented ½ inch
Two different punctuation styles are used in correspondence: open punctuation and mixed punctuation
Open Punctuation style uses no punctuation after the following items when they appear in a letter
Mixed Punctuation style includes the following punctuation marks used in specific instances
Interoffice Memoranda (Memos) generally facilitate informal written communication within an office. large practices, printed memos have been replaced by “e-mail blasts” to reach all employees simultaneously
HIPAA law transmissions that are physically moved from one location to another using magnetic tape, disk, compact disk, or any other portable computer drive are considered electronic media
E-mail is not considered a secure method of communication. As with cell phone communication, information can be intercepted and so received by someone who was not the intended recipient
good rule of thumb to follow regarding e-mail send from your office computer is “Would I be OK with my supervisor seeing this e-mail?” If the answer is not an emphatic “Yes,” do not send it.
Editing and Proofreading Tools Dictionary; Medical Dictionary; Thesaurus; Physicians’ Desk Reference (PDR);  English Grammar and Usage Manuals; Word Processing Spell-Checker;
editing process ensures that a document is accurate, clear, and complete; organized logically; and written in an appropriate style
Language Usage Make sure all sentences are complete. Continually ask yourself, “Is this the best way to convey what I want to say?
Content of a letter should follow a logical thought pattern. Place related thoughts and ideas in paragraphs, with one paragraph for each thought or idea.
paragraph When you start a new thought, start a new paragraph as well
three types of errors Formatting Errors; Data Errors; Mechanical Errors
address format and placement to allow processing by USPS It is bordered by a 1-inch margin on both the left and right sides of the envelope. •It has a ⅝-inch margin on the bottom. The top of the city-state-zip code line must be no higher than 2 inches from the bottom edge of the envelope.
Two Delivery Addresses If the two addresses have different zip codes, the zip must be the one of the actual delivery point.
Regular Mail Service includes several classes of mail as well as other designations like Priority Mail® and Priority Mail Express™. The class or designation determines how quickly a piece of mail is delivered.
First-Class Mail letters, postcards, and invoices—Items must weigh 11 ounces or less to be considered.
Media Mail or Third-Class used for the mailing of books, catalogs, and other printed material that weighs less than 70 pounds. The “media” must be educational print material
Parcel Post used for items that weigh at least 1 pound but not more than 70 pounds and have a combined length and width of not more than 130 inches
Priority Mail useful for heavier items that require quicker delivery than is available for Standard Post. Any first-class item that weighs up to 70 pounds requires this service
USPS guarantees delivery Priority Mail® is tracked using the USPS Tracking system, & delivery in 1 to 3 business days.
Interactive pagers (I-pagers) designed for two-way communication, screen displays a printed message and allows the physician to respond by way of a mini-keyboard.
I-pagers has its own wireless Internet address, & can communicate with other I-pagers as well, and they have broadcast capability, meaning the sender can send to more than one receiver at a time. can also send messages to traditional telephones
Created by: baybro9933
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