Welcome to UNIT 5 SEMINAR We will be discussing the office, office manuals, styles of letters, writing skills, and miscellaneous functions within the office!

Office Secretarial Skills  Name some secretarial skills a medical assistant or MOM must be able to perform.

Office Secretarial Skills  What about the office machines?  What about cleaning? The reception area during the day? Checking the bathrooms during the day?

Ordering Supplies  Who orders the supplies?  Everyone, please name some things to keep in mind when ordering supplies.

Office Secretarial Skills  An order was just received from Staples.  What is the correct procedure for a medical assistant/MOM to follow?  What is the list of items included in the order called?

Office Budget  What is a budget?  Everyone, please name some things that need to be included in the monthly budget.

Office Policy Manual  What is the purpose of an office manual?  What is included in the office manual?  How often should it be updated?

Office Policy Manual  You are the office manager and you must create some general office policies. Everyone please submit one general office policy statement now.

Business Letters  A business letter has four sections What are they? Everyone please respond!

Business Letters  Parts of a business letter are: heading – letterhead and dateline opening – inside address, salutation, subject line (if any) body – message closing – complimentary closing, typed signature with title, typist’s initials, and other notations

Business Letters  What is the purpose of noting "c”: at the bottom of a letter?  If you typed a letter for Dr. Ray Miller, how would you indicate that? Everyone, please post exactly what you would type.

Business Letters  The best style to use when composing business letters in the medical office is the one: preferred by your doctor! Which style is most efficient and most often used?

Writing Supplies  When you write a business letter, what supplies do you need? What is a watermark? What is card stock?

BLOCK STYLE

Modified Block Style

Typing Envelopes Elizabeth Peters, MD 400 Main Street Winters, NC GEORGE BROWN 5903 LANDSBURY AVE SYRACUSE NY

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 and grammar to avoid giving a negative impression of the doctor!  Keep a medical dictionary and grammar guide in the office to assist you!  Writing a phonetic spelling of a patient’s name will help in pronouncing it correctly.

Writing Tips  Keep sentences short.  Put only one idea in each sentence.  Eliminate superfluous wording.

Writing Tips  I am sending you a copy of your report and this report is about your MRI but there are several things we need to discuss so please come into the office as soon as possible.  Enclosed is a copy of your MRI report. There are several things we need to discuss. Please schedule an appointment as soon as possible.

Writing Tips  Are these sentences? Around the block. Do it now! The doctor will not be here until 3:00 p.m.  Use Check Spelling!

Parts of Speech  What is a noun?  Pronoun?  Verb?  Adjective?  Adverb?  Preposition?  Conjunctions?  Interjections?

Mail  Overnight Guaranteed Envelopes (Express Mail®) Overnight Guaranteed Envelopes $18.30 flat rate/ $13.65 and up Next day delivery  2-3 Day Envelopes (Priority Mail®) 2-3 Day Envelopes $4.90 and up 2 Day delivery but can be 3 day  Letters & Cards (First-Class Mail®) Letters & Cards $0.44 and up 2-3 Days delivery

Mail  How would a medical assistant/MOM send a letter to a patient if confirmation of receipt was needed?

Mail  Certified with return receipt requested Certified?  No intrinsic value Return receipt requested?  Record of when mail received  When is registered mail used?

Mail  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