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Administrative medical assisting 5th by lindh chapter15

Chapter 15

Written Communications

© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied
or duplicated, or posted to a publicly accessible website, in whole or in part.


Composing Correspondence
• Quality of correspondence reflects
standards of medical office
• Writing tips
– Achieves purpose author intended
– Follow style/format determined by your provideremployer
– Organize key points
– Establish tone of voice
– Use language reader will understand
– Sentences short and contain one idea or thought
© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied
or duplicated, or posted to a publicly accessible website, in whole or in part.



Composing Correspondence
• Spelling
– No misspelled or incorrectly used words
– Many words not formatted in spell check on
computer
– Commonly misspelled words

• Proofreading
– Read document and check for accuracy
– Proofreading in the Cloud

© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied
or duplicated, or posted to a publicly accessible website, in whole or in part.


Components of a Business Letter





Date line
Inside address
Salutation
Subject line

© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied
or duplicated, or posted to a publicly accessible website, in whole or in part.


Components of a Business Letter






Body of letter
Complimentary closing


Keyed signature
Reference initials
Enclosure notations

© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied
or duplicated, or posted to a publicly accessible website, in whole or in part.


Components of a Business Letter
• Copy notation
• Postscripts
• Continuation page heading

© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied
or duplicated, or posted to a publicly accessible website, in whole or in part.


Letter Styles
• Create portfolio or database of
frequently used form letters and
enclosures
• Major styles of letters





Full block
Modified block, standard
Modified block, indented
Simplified

© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied
or duplicated, or posted to a publicly accessible website, in whole or in part.


Supplies for Written Communication
• Letterhead
• Second sheets
• Printing multiple page business letters

© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied
or duplicated, or posted to a publicly accessible website, in whole or in part.


Supplies for Written Communication
• Envelopes





Stock and quality should match stationery used
General standards for addressing envelopes
Types of envelopes
Mail merge

© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied
or duplicated, or posted to a publicly accessible website, in whole or in part.


Other Types of Correspondence
• Memoranda
• Meeting agendas
• Meeting minutes

© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied
or duplicated, or posted to a publicly accessible website, in whole or in part.


Processing Incoming
and Outgoing Mail
• Incoming mail and shipments
• Outgoing mail and shipments
• Postal classes

© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied
or duplicated, or posted to a publicly accessible website, in whole or in part.


Processing Incoming
and Outgoing Mail
• Formats for efficient mail processing
– Zip + 4
– Abbreviations

• International mail
• Legal and ethical issues

© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied
or duplicated, or posted to a publicly accessible website, in whole or in part.



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