Match the letter style terms with their definitions. Show Full-block letter style - Letter style in which all lines are flush left 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 Creating documents 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. It ensures positive, effective communication between your office and others. What correspondence supplies might a medical assistant be responsible for ordering? 1) Statements Statements Which of the following is formal business stationary on which a medical practice's name and address are at the top? 1) Notations Letterhead Match the terms clarity, concise, editing, and proofreading with their definitions. Clarity - Stating a message
so that it can be understood easily Written office documents also serve as ______ records. 1) Electronic Legal What is one of the most important means of communicating a professional image for the medical office? 1) Creating a vague document Using well-written, neatly prepared correspondence What letterhead is most commonly used for lengthy official documents and measures 8.5 x 14 inches? 1)
Standard Legal What is the first step in preparing a professional-looking document? 1) Spell-check the document Choose the right supplies Identify the information that appears on business letterhead. Office address Office address Match the letter writing terms with their definitions. Complimentary closing - "Sincerely" or "Best Regards" Standard, or letter-size, paper is 8.5 x ______ inches and is used for most general business documents. 1) 14 11 A business size envelope is also referred to as a No. ______ envelope. 1) 5 10 Which of the following are uses for envelopes with a transparent window? 1) Appointment reminders Invoices In what ways should envelopes match the stationery used? 1) Quality Quality
What is another name for the No. 10 envelope most commonly used in a medical office? 1) Legal Business Which of the following can be useful in creating frequently used labels? 1) Handwriting Excel databases A(n) ________ lists a product or service rendered and is used for billing for that product or service. 1) Statement Invoice Which envelopes are used for mailing invoices and statements? 1) No. 2 to No. 4 No. 6 to No. 10 Superbills or encounter forms are examples of 1) Claims Statements An office typically has ______ grades of envelopes with a return address. 1) 4 2 Professional correspondence should be clear and well written to reflect ______ on the practice. 1) Negatively Positively Commonly used paragraphs and entire letter formats can be saved in the computer as 1) Backgrounds Templates Identify reasons to use the active voice in business correspondence. 1) It is less direct. It is livelier to read. A(n) __________ is a summary of total amounts owed, including outstanding charges and payments received. 1) Explanation of benefits Statement What is an appropriate reason to use the passive voice in correspondence? 1) To get the attention of patients To soften the impact of negative news Which of the following are the types of invoices and statements used in medical offices? 1) Superbills or encounter
forms Superbills or encounter forms Which of the following are ways to create professional correspondence that reflects well on a practice? 1) Use acronyms Use the active voice 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 Which of the following sentences uses an active voice? 1) "Dr. Smith is seeing 18 patients today." "Dr. Smith is seeing 18 patients today." Which of the following should be capitalized? 1) Names of organizations Names of organizations 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." "Your account will be turned over to a collection agency if we do not receive your payment promptly." A medical assistant may be responsible for creating which types of correspondence? 1) Prescriptions Reports for insurance companies Where is the dateline found in a business letter? 1) In the left margin on the second line below the inside address Three lines below the letterhead The ______ contains all the necessary information for a letter's correct delivery. 1) Inside address Inside address Match the parts of speech with their examples. Noun - Medical Assistant Where is the inside address in a business letter? 1) Three lines above the date On the left margin, 2-4 spaces down from the date What is the correct way to show ownership with singular nouns? 1) Add an "s" followed by an apostrophe. Add an apostrophe followed by an "s." A(n) ______ is used for a letter that is addressed to a company but sent to be seen by a particular individual. 1) Salutation Attention line Which of the following are the purposes of patient correspondence? 1) Provide information Provide information Which of the following consists of the month, day, and year and begins below the letterhead? 1) Dateline Dateline What information does an inside address contain? 1) Courtesy title Delivery notation List the information that should be included in an inside address. 1) Company name, if applicable Company name, if applicable Which of the following is an appropriate use for an attention line? 1) Sending a letter to a particular individual in a company Sending a letter to a particular individual in a company Which of the following are examples of salutations used before the person's name in a business letter? 1) Dear Mrs. Dear Mrs. Where is the subject line in a business letter? 1) May be flush left, indented 5 spaces, or centered on
the page May be flush left, indented 5 spaces, or centered on the page Which of the following are properties of the body of a typical business letter? 1) Double-spaced between paragraphs Double-spaced between paragraphs Where is the salutation in a business letter? 1) Centered under the subject line, followed by a colon In the left margin on the second line below the inside address, followed by a colon Which part of a business letter is used to bring the subject of the letter to the reader's attention? 1) Inside address Subject line Where is the body of a letter found? 1) Two lines below the salutation or subject line Two lines below the salutation or subject line What punctuation is placed after the complimentary closing? 1) Period Comma The signature block is located ______ lines below the complimentary closing. 1) 1 to 2 3 to 4 Where is the identification line in a business letter? 1) Flush left, 2 lines below the body of text Flush left, 2 lines below the signature block Which punctuation mark should follow the salutation in a formal letter? 1) Period Colon Which of the following are included in the notation section of a business letter? 1) Letter writer's initials Number of enclosures Where is the subject line in a business letter? 1) May be flush left, indented 5 spaces, or centered on the page May be flush left, indented 5 spaces, or centered on the page In a letter, where is the complimentary closing located? 1) Two lines below the signature block Two lines below the last line of the body The body of a business letter should be __________. 1) Double-spaced Single-spaced Where is the writer's or sender's business title located in a signature block? 1) Second
line Second line In an identification line, the typist's initials are followed by a slash or a 1) Semicolon Colon Which letter styles are typed with all lines flush left? 1) Modified-block Simplified Where are notations located in a business letter? 1) Flush left, 2 lines below the body of text Flush left, 2 lines below the identification line In which letter style do the dateline, complimentary closing, and signature block begin at the center of the page? 1) Semi-block Modified-block Which part of a business letter is used to bring the subject of the letter to the reader's attention? 1) Inside address Subject line How does modified-block style with indented paragraphs differ from the traditional modified-block style? 1) Paragraphs are centered. Paragraphs are indented 12 Which of the following are general guidelines for letters? 1) Include two or three sentences in each paragraph Include two or three sentences in each paragraph In simplified letter style, which part of the letter is omitted? 1) Recipient's address Salutation Where is the writer's name located in a signature block? 1) Third line First line There are ______ different types of punctuation styles used in correspondence. 1) 5 2 Full-block letter style may include a subject line 2 lines below the 1) Salutation Salutation Which parts of a letter are placed at the left margin in the modified-block style? 1)
Dateline Notations 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 Mixed punctuation Which of the following is placed at the left margin in Modified-block style with indented paragraphs? 1) Signature block Identification line Most word processing software has ______ for formatting interoffice memos. 1) Voice transcription program Templates What are the characteristics of a simplified letter? 1) The salutation is included and the complimentary closing is typed in all capital letters. The salutation and complimentary closing are omitted. Which of the following are punctuation styles used in correspondence? 1) Mixed Mixed What is the most common letter style used in medical offices? 1) Full-block Full-block
Which style of punctuation requires no punctuation after certain parts of the letter, including the salutation and the signature block? 1) Incomplete punctuation Open punctuation 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 Electronic Which of the following types of communications helps facilitate informal written communication within an office? 1) Text messages Interoffice memos All e-mail messages containing ______ must be saved. 1) Protected health information Protected health information In simplified letter style, which part of the letter is omitted? 1) Inside address Salutation
Full-block letter style may include a subject line 2 lines below the 1) Dateline Salutation Whereas ______ is checking a document for factual accuracy and clarity, ______ is checking the document for grammar, spelling, and format errors. 1) Fact checking; formatting Editing; proofreading Which law protects portable electronic media transmissions? 1) HIPAA HIPAA 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 Setting up subfolders for e-mails that must be saved Match the reference books with their appropriate uses. Medical dictionary - For medical terms that are unfamiliar 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 Medical dictionary Which of the following is a dictionary of medications, with up-to-date information on prescription and over-the-counter drugs? 1) Medical dictionary Physician's Desk Reference Which areas are checked when editing a document? 1) Logical flow Logical flow Which process ensures that a document is accurate, clear, and complete? 1) Writing Editing Before beginning e-mail communication with a patient, be sure to have a signed ______ for e-mail communication on file. 1) Patient information form Written consent In the editing process, using complete sentences and correct word choices is an example of ______ usage. 1) Formatting Language Which of the following can be used for editing or proofreading a document? 1) Physicians' Desk Reference Physicians' Desk Reference Which reference book lists definitions and spellings for medical terms and can be accessed on the Internet? 1) Medical dictionary Medical dictionary Which part of the editing process includes checking the document for a logical thought pattern? 1) Language usage Checking content Which of the following types of medication information can be found in the PDR? 1) Correct spellings Correct spellings 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. The letter to the physician would contain proper medical terminology. What does editing check for in a finished document? 1) Appropriate style Appropriate style Which of the following are phrases that are too casual for business communications? 1) Catch you later. Catch
you later. Which of the following are ways a letter should follow a logical thought pattern in a clean and concise manner? 1) Carefully selecting words Carefully selecting words When writing, use a style that is appropriate to the 1) Sender Receiver What should be done after you proofread a document? 1) Send the document because it's fixed. Have a coworker proofread your work. Which of the following types of errors involves the positioning of the parts of a letter? 1) Data Formatting Which of the following is a data error? 1) Writing a balance of $1200 instead of $120 Writing a balance of $1200 instead of $120 What are some examples of mechanical errors? 1) Omitting words Omitting words If the doctor authorizes you to sign letters, you should sign the doctor's name and 1) Require the doctor to sign the letter. Place your initials after the doctor's signature. What are 3 types of proofreading errors? 1) Formatting Formatting Letter-folding equipment may be used for which types of items? 1) Business cards Letters Which of the following steps should be followed to avoid formatting errors in a letter? 1) Make sure events are listed in chronological order. Make sure office style is followed. Which of the following types of errors involves mistyping monetary figures? 1) Grammatical Data Which of the following types of errors occurs in spelling, punctuation, and spacing between words? 1) Formatting Mechanical If a letter needs to have the address face out an business envelope window, it should be folded into which shape? 1) C
Z 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. If the medical assistant is authorized to sign letters for the doctor, sign the doctor's name and initial after it. 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 Optical character readers Letter-folding equipment can help minimize the amount of _____ spent on preparing large volumes of outgoing mail. 1) Postage Time Place the following lines of an address block in order, with the first line at the top. 1) Addressee's name In which of the following ways should a business letter be folded? 1) Four times In horizontal thirds Which of the following private delivery companies provide shipping supplies? 1) USPS UPS 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 No smaller than 3.5 by 5 inches and no larger than 6.0 by 11.5 To be considered first-class mail, items must weigh equal to or less than how many ounces? 1) 11 11
Which of the following are guidelines for the address format? 1) Use fancy script fonts that appear more elegant Put the person's name on the first line of the address block Which mail service must be used for heavier items weighing up to 70 pounds? 1) Priority mail Priority mail Which of the following is the quickest USPS service? 1) Parcel Post Priority Express Mail Which of the following supplies can be obtained from the USPS? 1) Packaging Packaging What is required with certified mail? 1) Pick up at the Post Office A signature upon delivery Most letters, postcards, and invoices generated in a medical office are sent by ______ mail. 1) First-class First-class What are the advantages of using registered mail? 1) This process is often faster due to the tracking process. You can mail items that are valuable, irreplaceable, or otherwise important. When should you process all incoming mail? 1) First of every month At a specific time of day The USPS guarantees that Priority Mail will be delivered in how many days? 1) 7-14 1-3 Keeping a daily record of each day's mail is called 1) Annotating Recording Which mail service uses next-day or second-day delivery and is made 365 days a year? 1) Regular Priority Express 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 Annotating A service that offers a guarantee that the item has been received is known as 1) Registered mail Certified mail Beginning with the first step on top, list the parts of a professional letter in order. 1) Dateline 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 Registered Place the steps for processing incoming mail in order, with the first step on top. 1) Sorting and opeining 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 Why should a log or daily record be kept of each day's mail? 1) The log keeps a list of mail received. The log keeps a list of mail received. Which of the following are examples of annotating mail? 1) Sorting mail to the appropriate personnel Highlighting key points 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 Match the mail items with their most likely priority levels. Top priority - Overnight mail The practice's name and address that are printed at the top of formal business stationery is called __________. 1) Full-block style Letterhead The impression or pattern that can be seen when paper is held up to the light is called a __________. 1) Letterhead Watermark Letterhead paper is usually either sulfite bond or __________, which is more expensive than other types of paper. 1) Bamboo bond Cotton fiber bond The envelope size most commonly used for correspondence is __________. 1) No. 6 No. 10 Envelopes that have a transparent window are used for __________. 1) Invoices and statements Invoices and statements Another name for clasp envelopes is __________. 1) Padded envelopes Tan kraft envelopes Envelopes used to send documents or items that may otherwise be damaged in the mail are __________. 1) Padded envelopes Padded envelopes Which of the following is the correct dateline for a business letter? 1) Aug. 20
2015 August 20, 2015 Which of the following is a correct example of a part of the inside address of a business letter? 1) 233 West Newhouse St. Ms. Paula Jordan The subject line is used to __________. 1) Include the names of other people who will receive copies of the letter Bring the subject of the letter to the reader's attention The body of the letter should __________. 1) Avoid setting a list apart from the rest of the letter Begin two lines below the subject line 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 Leave an extra line between items The complimentary closing is __________. 1) Positioned at the writer's discretion Placed two lines below the last line of the body The appropriate position for the signature block is __________. 1) One line below the complimentary closing Aligned with the complimentary closing How many lines should be left above the signature block to allow for the signature? 1) Two Three to four The letter writer's initials followed by a colon or slash and the typist's initials constitute the __________. 1) Closing Identification line Notations include information such as the number of enclosures that are included with the letter and __________. 1) An acceptable complimentary closing The names of other people who will receive copies of the letter A characteristic of open punctuation is __________. 1) A comma after the complimentary closing No punctuation after the copy notation A characteristic of mixed punctuation is __________. 1) A colon after Attention in the attention line A colon after Attention in the attention line General guidelines for business letters include __________. 1) Double-spacing the body of the letter One-inch margins on the left and right of 8 1/2-inch-wide paper
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 Modified-block letter style In which type of letter style are all lines typed flush with the left margin? 1) Professional letter style Full-block letter style The block letter style is also called the __________. 1) Modified-block letter style Full-block letter style Which of the following letter styles is most often used in medical office correspondence? 1) Modified-block letter style
Full-block letter style Which of the following letter styles is generally considered too informal for a medical office? 1) Full-block letter style Simplified letter style Proofreading involves checking a document for spelling and format errors, as well as checking the document for __________. 1) Conciseness Grammatical errors When writing an effective letter, a general tip is to __________. 1) Know the type of person being written to Know the type of person being written to Editing involves checking a document for factual accuracy, logical flow, conciseness, and __________. 1) Spelling Clarity and tone Effective professional correspondence uses an appropriate style, clear and concise language, and __________. 1) Technical jargon The active voice The content of a letter should __________. 1) Discuss several topics at once Stick to the subject Formatting errors include which of the following? 1) Word divisions Indenting, line length, or line spacing Which of the following is considered a mechanical error? 1) Punctuation Punctuation There are three types of errors that can occur when you are preparing a document: formatting, data, and __________. 1) Technical Mechanical A basic rule for using a plural in medical terms is that with terms ending in __________. 1) Um, is to add an a A, is to keep the a and add e In general writing, use numerals when the number is __________ or greater. 1) 2 11 Which of the following USPS services provides either next-day or second-day delivery 365 days a year? 1) Express Mail Express Mail What types of services does the USPS offer to most foreign countries? 1) Express Mail Airmail First-class mail must weigh __________ or less. 1) 20 pounds 11 ounces The former name for Parcel Post was __________. 1) Fourth-class mail Fourth-class mail Priority Mail is used for __________. 1) Mailing books and catalogs Any item that weighs between 11 oz and 70 lbs Regular mail service includes first-class, Parcel Post, Priority, and __________ mail. 1) Delivery confirmation Express Which mail delivery service requires the postal carrier to obtain a signature when the item is delivered? 1) Special
delivery Certified mail 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 Registered mail The steps in processing mail involve sorting, recording, annotating, and __________. 1) Registering Distributing The first step in processing incoming mail is to __________ it. 1) Open Sort Underlining key points and writing reminders or suggested actions in the margin when reading incoming mail is called __________. 1) Sorting Annotating United Parcel Service (UPS) delivers __________. 1) Letters and packages by ship to foreign countries Packages and provides overnight letter express service Interoffice memos are used to __________. 1) Facilitate informal written communication within an office Facilitate informal written communication within an office 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. Have a written consent for e-mail communication on file. Two professional organizations that have established policies relating to e-mail are Health E-mail and __________. 1) The Joint Commission The American Medical Informatics Association Why would an assistant need to create a written communication?Helps assistants create written communications efficiently. In other words, it helps them create communications speedily and without error. This saves time and avoids problems.
Why is it important for medical assistants to obtain continuing education?Some of the primary advantages for continuing education in the medical assistant field are that you will learn of new developments in your field, you will show you are serious about your position, and you will have the possibility of increasing your current salary.
When sending any correspondence to a patient's home What should you check?The 411 on Private Health Information. Names.. Locations (state, city, street name/number, address, zip code). Dates (birth date, admission/discharge dates, death date, dates that indicate age). Phone and fax numbers.. Email address.. Social Security numbers.. Medical record numbers.. Health plan numbers.. Why is efficient and clear writing skills important in the medical office?First and foremost, writing in a legible manner is imperative for good clinical practice and poor prescribing and documenting can have harmful consequences for the patient. The ability to write effectively is also an important medium in conveying complex scientific concepts and critical clinical information.
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Why is it important for a medical assistant to learn to create send and receive correspondence?
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