CH # 45: Mail Flashcards
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
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
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
Less than urgent delivery 4 oversized packages
2 - 8 day delivery
Standard post
Special classification 4 packages containing educational material
Media mail
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
Provides sender w/prof of the delivery by getting reciepeint’s signature
Can b combined w/other services
Returned reciept
Provided date and time item was delivered and person who signed 4 delivery
Signature confirmation
Provides date and time an item was mailed but no legal proof of delivery
No records r maintained
Certificate of mailing
Strictly confidential
Can only be accepted by specified person
or person’s parent/guardian
Restricted delivery
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
Insurance that can b purchased up to $5,000
Insured mail
Unusual items requiring unusual treatment
Special handling
$ is collected by mail carrier
Collect on delivery
COD
A safe way 2 send money through the mail w/in the US
Postal money orders
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
MA
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 fileSteps 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
- Machine or hand printed using plain block letters (Helvetica or
Arial is preferred) - Aligned 2 left margin
- Should b parallel 2 the bottom of the envelope
- No punctuation except hyphen in the zip code
- Entire address must b seen through the envelope window if used
- Delivery instructions should b immediately below the return
address (ex.personal or confidential) - Make sure that address labels will not come off or b damaged
during high speed automated processing - Place address w/in the OCR read area
- 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
- Bring up bottom 1/3 of the letter and crease
- Fold top 1/3 down and crease
- 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:
- Fold in 1/2 and make crease
- Fold right 1/3 in and make a crease
- Fold left 1/3 over the right and make a crease
- 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
- Bottom 1/3 is folded up and creased
- 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:
- Read the operating guide b4 use
- Do not touch any moving parts while machine is in operation
- Keep all clothing, jewelry and long hair away from all moving
parts of the machine - Do not cover the ventilation grate on the machine
- If a paper jam occurs, unplug machine and wait until all moving
parts have stopped b4 clearing the jam - 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
