Written Communication Flashcards
Business letters always have a subject line
False
Copies of business letters should be printed on stationery.
False
Form letters are created for a specific receiver
False
How can form letters be personalized?
By filling in specific information on a form letter by hand.
By using mail merge to automatically insert specific information into placeholders in a form letter
All of the above
How should the sender’s initials be included on a memo?
They should be handwritten
If you are sending a business letter, which of the following would you include in the inside address?
The person’s name and firm receiving the letter
In a business letter, what does the special notation Enc. mean?
Enclosure
Letterhead stationery is used for the first page of a business letter.
True
Marsha must send a new physician announcement to all of the patients in the practice. How should she create the letters?
She should use personalized form letters.
Mike, an office assistant, created a letter for Dr. Kirlick. Who should sign the letter?
Dr. Kirlick
The letterhead of a business letter always includes the name of the physician and/or medical practice and the address.
True
The medical practice where Sidney works prefers the block style for business letters, but Sidney prefers the modified block style. As part of her medical assisting responsibilities, Sidney must create letters. What style of business letter should she use?
Block
What does the heading of a memo do?
Tells the receiver’s name and professional title
Tells the sender’s name and professional title
Tells the date the memo is written
Tells the reason the memo is being sent
All of the above
What is the complimentary closing of a business letter?
The sender’s way of ending the letter
What is the correct salutation for a letter that is addressed to a physician?
Dear Doctor Berman:
What must continuation pages of a business letter include?
a Heading
What should be copied and filed?
Business letters that are sent to people outside of a medical practice
What size is standard business-sized paper?
8 1/2 X 11 inches
What style of business letter has all of the lines beginning at the left margin?
Block
Which way of personalizing form letters is faster and more professional in appearance?
Using mail Merge
Whose reference initials should come first in a business letter?
The Sender’s
All mail is delivered by the United States Postal Service.
False
Assistants process mail that comes into and goes out of a medical office.
True
Certified Mail provides proof that a mail item has been mailed and received.
True
Dr. Cheddar wrote a letter to her accountant. She put the letter in an envelope and wrote the notation PERSONAL on the envelope. Then she gave the letter to Gina for her to address. What should Gina do?
Address the envelope
How much does First Class Mail weigh?
13 ounces or less
If a piece of mail needs to be received quickly, how should it be mailed?
It should be taken directly to the post office.
If the delivery address on an envelope is incorrect or unreadable, the letter cannot be delivered.
True
Postage is the fee for the service of delivering mail.
True
The return address enables a letter to be delivered to the person to whom the letter is addressed.
False
What ensures that a mail item is delivered only to the person to whom the item is addressed or to someone authorized to receive the item for that person?
Restricted Delivery
What envelope is used for standard business-sized letters?
No. 10
What is the fee for Insured Mail based on?
The real value of the item
What is the most important part of an envelope?
The delivery address
What is the next-to-the-last line of a delivery address on an envelope?
The street address or post office box number
What part of a letter does a window envelope allow to show through?
The inside address
What qualifies for a discounted rate as a result of preparing large amounts of mail?
Marketing Mail
What should NOT be used when preparing envelopes?
Commas and periods
What type of postage scale automatically displays the correct amount of postage?
An electronic postage scale
When is Priority Mail delivered?
1 to 3 business days
When using the notation ADDRESS SERVICE REQUESTED, for what is the sender charged a fee?
For informing the sender of the person’s new address
Where should postage be placed on an envelope?
In the top right corner
Which is more expensive?
Priority Mail Express
Which more specifically identifies the location of a delivery address?
A nine-digit zip code
A fax is a communication that is sent from one computer to another computer.
False
A few errors in grammar, punctuation, capitalization, and spelling are acceptable when creating a written communication in a medical office.
False
Before sending a letter to a patient, Zachary notices a punctuation error and a spelling error. What should Zachary do?
Correct the errors before sending the letter
How is e-mail sent?
From one computer to another computer
How should the draft of a written communication be created?
Typewritten using a computer and word processing software
Patients’ confidential medical information should NOT be sent by fax unless absolutely necessary.
True
Using an electronic portfolio, memos and letters can be used over and over again without having to be retyped.
True
What coursework may medical transcriptionists complete?
Anatomy and Physiology
Med Term
Documenting
All of The Above
What describes an automatic spelling and grammar checker?
It may not find every error.
What does the writing process help people do?
All of the above
What is a characteristic of e-mail?
It can easily be replied to or forwarded to others.
What is a draft?
The rough copy of a written communication
What is a permanent written communication that results from transforming oral information or a written draft?
A transcription
What is prewriting?
Organizing a written communication logically
What is the correct order for the writing process?
Prewriting, drafting, revising, editing, and publishing
What is the first step in transcription?
A physician dictates, or speaks, information.
What is the first step of the writing process?
Prewriting
What kind of written communications do medical office assistants prepare?
Those that manage the affairs of the office
What may be transcribed?
All of the above
What step of the writing process involves printing or e-mailing the final copy of a written communication?
Publishing
When directed to patients, what terminology should written communications use?
Lay terms
Which of these characteristics of written communications reflect positively on a medical practice?
All of the above
Which of these items is used to communicate with people outside of a medical practice?
Business letters
Which step of the writing process deals with improving the content, or message, of a written communication?
Revising
Alicia is a medical office assistant. She is responsible for processing incoming mail. One of the pieces of mail that she opens includes a denied insurance claim for someone that she knows. Can she share this information with her friends?
No
