Written Communication Writing Guidelines Chapter 10 Written Communication Writing Guidelines

Correspondence in the Medical Office Interoffice Communication Informal, memo-style communication Usually specific to one concern – ex. Office policy changes, Informal Notes and Personal Letters Usually, personal and informal in nature, written on a first-name basis Professional Letters – give me some examples of uses for professional letters…

Correspondence in the Medical Office Form Letters Examples: for referrals, consults, annual examination reminders, collection letters, school and work releases, suppliers of equipment and materials, and other correspondence necessary to the office operation Parts of a Letter Letter Style: Modified Block Templates An electronic file or pre-printed document with a pre-designed, customizable, format

Correspondence in the Medical Office Information Sheets Specific instructions about exams and tests (pt education sheets) Given to patients to reinforce and remind Clinical email Immediate exchange of information Comply with all HIPAA guidelines and security measures

Communication and HIPAA Communications with PHI (pt hx info) require special handling (new abbv – write it down!) Always adhere to laws of confidentiality as well as ethical principles

Release of Information Forms Examples of when ROI forms are used Patient personal use Life insurance questionnaire Disability insurance questionnaire Examples of when ROI forms are not needed Requesting consultation from a specialist Specialist providing results to the provider Providing information to a hospital To an insurance company for payment

Notice of Privacy Practices Form that explains how the office adheres to HIPAA regulations regarding PHI Patients are asked to sign a form indicating they have received a copy of the NOPP ?? Consultation Letters

Writing Guidelines Prepare written communication with: Proper grammar Proper punctuation All words spelled correctly Use resources from books, word processing programs, and the Internet See Table 10-2

Writing Guidelines Spelling Check the spelling of any word you don’t know, or aren’t sure if you’ve spelled correctly Use spell check, but don’t rely on it exclusively Example: “Their” versus “There” “Were” and “where” Review the rules of spelling in Figure 10-1

Spelling Tips In your mind, try to picture the word Pronounce the word correctly, several times Write the word, dividing it into syllables and inserting accent marks Write or type the word, several times When in doubt, use a dictionary Make a list of words you frequently misspell

Writing Guidelines Parts of speech (see Table 10-3) Noun > person, place, thing Pronoun > I, you, he, she, we, they Verb > action of the sentence Adjective > describes a noun: little, good Adverb > describes a verb: quickly, well

Writing Guidelines Parts of speech Preposition > shows relationship Above, below, between Conjunction > connects words and phrases And, or, but, because Interjection > expresses emotion Wow, hurray, oh

Sentence Structure Write in complete thoughts (clause) A simple sentence is one independent clause A compound sentence has two or more independent clauses, separated by a comma A complex sentence has one independent clause and at least one dependent clause http://eslbee.com/sentences.htm A compound-complex sentence has at least two independent clauses, and at least one dependent clause

Proofreading All written communication should be proofread before it is sent Use spell check Perform a human spell check!

Parts of a Letter Letter Style: Modified Block

Letter Style: Full Block

Composing a Letter Determine the information that needs to be included in the letter Determine the letter style, font, and size Compose a rough draft Proofread and prepare final copy Sign or give to the sender to sign STOP…

Consultation Letters One of the most common letters received Content of a consultation letter Reason for the appointment Date and time of the appointment Call the office if there are questions The office’s phone number Whether prior authorization is required

Incoming Mail Many types of mail arrives at the office

Incoming Mail Will need to open, sort, process, and distribute incoming mail Office policy determines procedures to follow There may be special procedures for mail received during vacations

Sending Mail Preparing the envelope Addressing Folding Stamping