CH # 45: Mail Flashcards by Mary Best

Type of domestic mail

Overnight delivery (extra charge on Sunday’s)

Packages/letters can weigh up 2 70 pounds

Higher postage rates but comes w/insurance

Priority mail express

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Type of domestic mail

Letters up 2 13 ounces

postage determined by weight

Usually results in overnight service 2 local cities
2nd day service nationwide
3rd day delivery 2 some outlying areas

1st class mail

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Mail weighing 13 ounces - 70 pounds

Usually results in overnight service 2 local cities
2nd - 3rd day service nationwide

Packages >1 pound: rate is based on both weight and distance

Can b combined w/confirmation services

Priority mail

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Less than urgent delivery 4 oversized packages

2 - 8 day delivery

Standard post

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Special classification 4 packages containing educational material

Media mail

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Avaiable 4 1st class and priority mail

Serves as a legal evidence that the item was mailed by giving mailer reciept

Records r maintained up2, 2 years

Certified mail

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Provides sender w/prof of the delivery by getting reciepeint’s signature

Can b combined w/other services

Returned reciept

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Provided date and time item was delivered and person who signed 4 delivery

Signature confirmation

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Provides date and time an item was mailed but no legal proof of delivery

No records r maintained

Certificate of mailing

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Strictly confidential

Can only be accepted by specified person
or person’s parent/guardian

Restricted delivery

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Insures contents up to $25,000 for 1st class or priority mail

Item is usually tracked and delivery (and attempts) can b viewed online

Registered mail

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Insurance that can b purchased up to $5,000

Insured mail

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Unusual items requiring unusual treatment

Special handling

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$ is collected by mail carrier

Collect on delivery

COD

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A safe way 2 send money through the mail w/in the US

Postal money orders

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To underline or highlight important words or phrases in correspondence

Annotate

The area on the lower right-hand corner of a card or envelope that is left clear for the postal bar code 2 B printed

Bar code clear zone

Mail 4 which the postage has been applied using a postage meter

Metered mail

A machine that automatically stamps a piece of mail w/the correct postage

These machines must b leased from 1 of the postal service’s approved vendors; they CANNOT b purchased

Postage meter

A series of vertical bars of 2 lengths, which represent the delivery address of a piece of mail.

It facilitates the automated sorting of mail

Postal bar code

A 5-digit code that identifies the post office 2 a given piece of mail is 2 B delivered

Zip code

A more detailed mailing code consisting of the original 5-digit code followed by a hyphen and 4 additional digits

Zip +4 code

Can include UPS, FedEx or DHL

Other package delivery services

Which recipient get’s the following mail:

mail marked “confidential” or “personal”
from an attorney
lab reports
patient records
professional journals
medical convention or seminar info
pharmaceutical advertising
equipment or supplies advertisements
sometimes overnight packages

Physician

Which recipient get's the following mail: - patient payments - insurance payments - bills 4 office supplies and equipment - bank statements - letters from insurance companies - resumes 4 employment - magazines 4 the waiting room - catalogs 4 equipment and supplies - sometimes overnight packages - administrative and clinical office supplies - drug samples

``` Step: 1. Use a letter opener 2 open mail 2. Date stamp all opened mail 3. Alphabetize by patient last name 4. Staple multiple pages 5. Letters containing patient info should b paper-clipped to the patients file ```

Steps 4 opening mail

These should b stacked 2gether 2 b dealt w/by the MA Medical journals addressed 2 the physician should b put in the physicians mail pile, while, those addressed 2 the practice should b put in2 the medical library or staff lounge

Non-patient-related mail

Created in the early 1980's to sort mail 6X's faster than manual mail sorting Machine-addressed letters r processed using this mechanical or electronic interpretation of text UPS offers lower rates 2 high-volume mailers who use the postal bar codes 4 this machine

Optical Character Recognition | OCR

Must b 3 1/2 - 6 1/8 inches in height and 5 - 11 inches in length Common sizes are: - #10 (4 1/8 X 9 1/2 inches) - #6 3/4 (3 5/8 X 6 1/2 inches) The larger they r, the more postage they require

Envelopes

UPS requires the following info on all mail: ``` Recipient line Organization name Street address or P.O.Box # Apartment or suite # City, state and zip code ``` Do not use punctuation except the hyphen in the zip code

Complete address block

Refers 2 how the various address elements appear on an envelope 1. Machine or hand printed using plain block letters (Helvetica or Arial is preferred) 2. Aligned 2 left margin 3. Should b parallel 2 the bottom of the envelope 4. No punctuation except hyphen in the zip code 5. Entire address must b seen through the envelope window if used 6. Delivery instructions should b immediately below the return address (ex.personal or confidential) 7. Make sure that address labels will not come off or b damaged during high speed automated processing 8. Place address w/in the OCR read area 9. Make sure the bar clear zone is clear 4 the postal bar code

Address format

Placement of the address should b w/in an area that extends from 5/8" - 2 3/4" from the bottom edge of an envelope w/an 1/2" margin on each side

OCR read area

The area on an envelope that is 5/8" high and 3/4" long It must remain clear of all printing, marking or colored boarders

Bar code clear zone

Identifies the location 2 which a piece of mail is 2 b returned if undeliverable Must b located in the upper left corner of the envelope and must not extend in2 the OCR read area It should include the following elements: - sender's name(optional) - sender's delivery address - sender's city, state and zip code

Return address

To fold a letter 2 fit in2 this size envelope u must fold it in2 3rd's 1. Bring up bottom 1/3 of the letter and crease 2. Fold top 1/3 down and crease 3. 2nd crease is inserted in2 the envelope 1st

No. 10 envelope

To fold a letter 2 fit in2 this size envelope u must fold it: 1. Fold in 1/2 and make crease 2. Fold right 1/3 in and make a crease 3. Fold left 1/3 over the right and make a crease 4. Final crease is inserted in2 the envelope 1st

No.6 3/4 envelope

To fold a letter 2 fit in2 this size envelope u must fold it so that the delivery address in seen through the window 1. Bottom 1/3 is folded up and creased 2. Top 1/3 is folded back and creased Some of these must b adjusted 2 the specific envelopes the office uses

Window envelope

Always follow these steps: 1. Read the operating guide b4 use 2. Do not touch any moving parts while machine is in operation 3. Keep all clothing, jewelry and long hair away from all moving parts of the machine 4. Do not cover the ventilation grate on the machine 5. If a paper jam occurs, unplug machine and wait until all moving parts have stopped b4 clearing the jam 6. Never try to disable the machine your self 4 repair. Always contact the manufacture's service representative

Safety precautions 4 using a postage meter

This service allows the MA 2 purchase, calculate and print postage directly from the computer Computer program allows the client 2 print stamps and shipping labels, print postage directly on envelopes and add special services (ex.insurance, delivery confirmation...ect) Postal scales can b integrated w/the computer software 2 calculate the postage automatically

Online postage services