1. Written Communication Writing Guidelines
Chapter 10
Written Communication
Writing Guidelines

2. 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…

3. 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

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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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
A compound-complex sentence has at least two independent clauses, and at least one dependent clause

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

15. Parts of a Letter Letter Style: Modified Block

16. Letter Style: Full Block

17. 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…

18. 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

19. Incoming Mail
Many types of mail arrives at the office

20. 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

21. Sending Mail
Preparing the envelope
Addressing
Folding
Stamping