Welcome to UNIT 5 SEMINAR Lets discuss the office, styles of letters, and miscellaneous functions within the office!

Seminar Unit 5  A business letter has four sections Heading, opening, body, closing.  What is the purpose of noting "c”: at the bottom of a letter? To advise the receiver that a duplicate letter has been sent

Business Letters  The best style to use when composing business letters in the medical office is the one: preferred by your Dr!  When sending letters to other Dr’s,  Upper left corner  Title: Jon Smith, MD  Address  Use 8 ½ x 11 ½  Envelope size 10

BLOCK STYLE  Notice all Flush to left Write dates May 1, 2007 NOT 5/1/07 Not May 1st

Which letter style combines efficiency with an attractive page layout? Modified Block  Notice your info On upper right And closing info To the right Not all flush to The left like block

most appropriate to use when writing a fast business letter to someone Simplified: same as block but no greeting Some professionals believe that neither the salutation nor the complimentary close are read, and therefore neither should be included. This has produced the "simplified letter style." A very good use of the simplified letter style is when you cannot identify the name or gender of the person to whom you are writing. Instead of using a generic "Dear Sir or Madam" salutation, skip the salutation entirely and just identify the subject.

Portfolios  Keep a portfolio of your business letters with different styles to save you time when composing letters. You can refer back to them.  Use correct spelling grammar etc to avoid giving a negative impression of the Dr!  Keep a medical dictionary and spelling guide in the office to assist! These are essential tools.  Writing a phonetic spelling of a patient’s name will help in pronouncing it correctly.

SUPPLIES- please list at least one  What are some supplies you would need for written correspondence?  Know how to use copiers and printers, how to clean them and maintain them. You don’t have to memorize the manual though!  Ordering the supplies needed is usually left to one designated person.

Misc info needed  A strong, highly glazed composition paper or heavy card stock is called:  Pressboard- when will you see this?  An ordered item that has not been delivered when promised or demanded but will be supplied at a later date is said to be: backordered

EVERYONE PLEASE ANSWER AND CONTRIBUTE TO THIS QUESTION  What are some expenses that a Dr. has every month in the office?  TIP: Don’t ask for un needed items  Make sure you know how your Dr. likes things done!  Figure out ways you can save $$!

Seminar Unit 5  A list of items that are included in a shipment is called a : packing slip  physician's office budget include things like: medical equipment, supplies, rent, utilities, payroll, and taxes.  Typewriters are almost archaic now, with the use of computers in the medical office. Won’t be buying them LOL

Seminar Unit 5  Which type of special postal service would you use for a heavy, expensive piece of medical equipment being returned to the manufacturer for a refund? Registered  When do you use Certified return receipt? Gives you proof of mailing  The number of characters allowed for a state code is TWO– like MD, or WI

Seminar Unit 5  Mail is classified according to type, weight, and destination.  The United Parcel Service, Federal Express, and the United States Postal Service are all PUBLIC delivery services

Seminar Unit 5  Dr’s need to sign all Referral and consultation reports- not collection letters or when supplies are ordered.  A marking in paper resulting from differences in thickness usually produced by the pressure of a projecting design in the mold is called a watermark

General Office Policy Manual  The Medical Assistant will become informed about the expectations of the supervisor.  The manual should be a daily source of inforation for all employees to reference  Manual should be reviewed annually to update information

Policy Manual  The Office Manual should include sections as follows Expected performance of the employee Tardiness and Absenteeism Sexual harassment Confidentiality Vacations, sick time, paid time off Employee evaluation

Policy Manual Continuing Education Chain of Command How to deal with certain patients and visitors Can you think of any other policies? Everyone please answer