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Today's Medical Assistant > CH # 45: Mail > Flashcards

CH # 45: Mail Flashcards

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USMLE® Step 1 flashcards
1
Q

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

A

Priority mail express

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2
Q

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

A

1st class mail

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3
Q

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

A

Priority mail

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4
Q

Less than urgent delivery 4 oversized packages

2 - 8 day delivery

A

Standard post

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5
Q

Special classification 4 packages containing educational material

A

Media mail

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6
Q

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

A

Certified mail

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7
Q

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

Can b combined w/other services

A

Returned reciept

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8
Q

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

A

Signature confirmation

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9
Q

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

No records r maintained

A

Certificate of mailing

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10
Q

Strictly confidential

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

A

Restricted delivery

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11
Q

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

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

A

Registered mail

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12
Q

Insurance that can b purchased up to $5,000

A

Insured mail

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13
Q

Unusual items requiring unusual treatment

A

Special handling

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14
Q

$ is collected by mail carrier

A

Collect on delivery

COD

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15
Q

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

A

Postal money orders

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16
Q

To underline or highlight important words or phrases in correspondence

A

Annotate

17
Q

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

A

Bar code clear zone

18
Q

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

A

Metered mail

19
Q

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

A

Postage meter

20
Q

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

A

Postal bar code

21
Q

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

A

Zip code

22
Q

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

A

Zip +4 code

23
Q

Can include UPS, FedEx or DHL

A

Other package delivery services

24
Q

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
A

Physician

25
Q

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
A

MA

26
Q 
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
A

Steps 4 opening mail

27
Q

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

A

Non-patient-related mail

28
Q

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

A

Optical Character Recognition

OCR

29
Q

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

A

Envelopes

30
Q

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

A

Complete address block

31
Q

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
A

Address format

32
Q

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

A

OCR read area

33
Q

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

A

Bar code clear zone

34
Q

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
A

Return address

35
Q

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
A

No. 10 envelope

36
Q

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
A

No.6 3/4 envelope

37
Q

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

A

Window envelope

38
Q

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
A

Safety precautions 4 using a postage meter

39
Q

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

A

Online postage services

Today's Medical Assistant (46 decks)

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