Chapter 43 Mail Elsevier items and derived items © 2009 by Saunders,

Chapter 43 Mail Elsevier items and derived items © 2009 by Saunders,
an imprint of Elsevier Inc.

Pretest True or False The ZIP + 4 gives more specific information about the destination of a letter than the 5-digit ZIP code. The delivery time for Priority Mail is approximately the same as for First-Class Mail. Standard Mail is used by the medical office to mail packages. The post office has machines that can read bar codes but not printed addresses. The attention line of the address is placed directly below the recipient line. Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Pretest, cont. True or False
The barcode free area of an envelope is at the lower right side of the envelope. If the office does not have a typewriter, a label must be prepared to place the address on an envelope. A letter should be folded first in half and then in thirds to place in a number 6 3/4 envelope. The medical office may purchase a postage meter for more efficient processing of the mail. The same postage is required for a large envelope as a standard business envelope of the same weight. Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Introduction to Mail and Shipping
Medical assistant (MA) processes incoming and outgoing mail daily Most outgoing mail is sent via the U.S. Postal System Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Introduction to Mail and Shipping, cont.
U.S. Postal System (USPS) Independent agency with an official monopoly on delivery of mail Financed primarily through sale of postage Cost of postage depends mainly on speed of delivery and type of handling Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

ZIP Code and Barcode Systems ZIP code system introduced in 1963 Facilitates use of automated equipment Mandatory for bulk mailing Expanded to ZIP + 4 in 1983 Extra 4 digits identify a specific geographic segment within the 5-digit delivery area Required for presorted and bulk mailing Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

USPS website facilitates looking up ZIP codes A postal bar code (based on the ZIP code) is printed on the envelope Must be added by sender for bulk mailing, often just below address Often added by post office to ordinary letters Post office places in barcode clear zone (blank rectangular area at the lower right of envelope) Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Classifications of Domestic Mail Express Mail If received before 5 PM, delivered within 24 hours including weekends and holidays Used for letters and packages weighing up to 70 lb Postage includes insurance Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

First Class Mail Used for letters up to 13 oz Overnight service to local areas and second-day service nationwide Used for letters, patient statements, and paper insurance claim forms May be combined with insurance and delivery confirmation services Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Priority Mail Used for mail weighing more than 13 oz that requires delivery within 2-3 days Set rate up to 1 lb More than 1 lb postage depends on weight and address May be combined with insurance and delivery confirmation services Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Standard Mail Used for postage on newspapers and periodicals Also used for mailings of newsletters and bulletins Requires a special permit Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Parcel Post and Other Packages Parcel post is used to send packages up to 70 lb Takes longer than first class Media Mail is a special rate for sound and video recordings Bound printed matter is a special rate for books Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Insurance and Delivery Confirmation Services MA must fill out correct form(s) to purchase Cost is in addition to postage Certified Mail Mailing receipt is legal evidence that something was mailed Recipient must sign on delivery Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Return Receipt Usually combined with Certified Mail to provide both proof of mailing and proof of receipt Provides sender with proof of delivery and signature of recipient Can be done with a postcard sent back to sender or through the Internet Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Signature Confirmation Provides a record of delivery, but a delivery record must be requested Not usually used in medical office Certificate of Mailing Provides evidence that an item was mailed Recipient does not sign Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Restricted Delivery Limits delivery to the addressee (or parent or guardian) Registered Mail Tracks a letter and also provides insurance Used when contents have value and delivery must be verified Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Insured Mail Allows insurance to be purchased separately on the contents of any letter or package Purchased when the contents have value If lost or damaged, sender will be reimbursed for the declared value Cost is higher if a higher value is declared Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Special Handling Used for items that require special attention Used for items such as live insects or fish Collect on Delivery (COD) Requires recipient to pay for the item on receipt Recipient also pays postage Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Other Package Delivery Services Private carriers may be used for packages Provide continuous tracking Office pickup can be arranged Once an account has been established, payment is handled by Internet FedEx ground and UPS can be used for packages that are not time sensitive FedEx, UPS, and other carriers also provide overnight service Cost increases if overnight delivery is required Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Processing Incoming Mail
Mail may be delivered directly to the office, delivered to a mailbox, or picked up at the post office A large facility usually has a central mailroom Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Processing Incoming Mail, cont.
Mail is sorted and distributed according to physician preferences and office policy Mail addressed to an individual physician goes to that physician Mail addressed to the practice goes to the managing partner or office manager Payments from patients or insurance companies and supply companies are handled by the MA Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Opening Mail Physician mail may be opened by MA or physician depending on preference Mail marked “personal” or “confidential” should not be opened Open mail with a letter opener and stamp with date Alphabetize mail from patients and clip to medical record Staple multiple page letters Annotate with highlighter if physician directs Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Set aside letters that MA will deal with and magazines for waiting room Distribute mail to desks of office personnel or place in mail slots When a physician is on vacation, sort his or her mail First-class letters or mail that may be urgent should be given to another physician Nonurgent mail and periodicals are arranged by date received Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Automated Mail Processing
Automated equipment for processing mail is faster and more efficient Machines process letters using optical character recognition (OCR) High-volume mailers sort mail and add postal barcodes to facilitate processing Most medical offices do not qualify for discounts because at least 500 pieces must be sent in one mailing Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Postal Addressing Standards
Letters and Large Envelopes Most common sizes of envelopes are #6 ¾ (3 5/8″ × 6 ½″) or #11 (4 1/8″ × 11 ½″) Square letters and letters too thick for automated equipment require additional postage Large envelopes also require additional postage Bigger than 6 1/8″ × 11 1/2″ Used for patient medical records or other documents that are too thick to fold Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Postal Addressing Standards, cont.
Complete Address Should contain all elements in correct order Recommended that address be in all uppercase letters without punctuation (except hyphen in ZIP + 4) Recipient Line First line of address Name of an individual or business Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Optional Attention Line Placed above the recipient line Name of an individual within a business Optional title may also be used Example: GERALD KAUFMAN, MD (Optional Attention Line) BROADVIEW HEALTH CENTER (Recipient Line) Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Delivery Address Line Specifies the street address, postal box number, rural route, or highway contract number Located directly above the city, state, and ZIP line Apartment number or suite number is placed on delivery address line or the line above Use abbreviations accepted by the USPS Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Common Postal Abbreviations AVE Avenue EXT Extension BLVD Boulevard HWY Highway CTR Center IS Island CIR Circle JCT Junction DR Drive LN Lane Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

City, State, and ZIP Line Should be the last line of the address At least one space but no comma between city and state is recommended 5-digit ZIP is required; ZIP + 4 should be used if known Example: BLACKBURN WI Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Address Format Address should be typed or printed for optical character recognition Black ink on a white background is preferred A type face without serifs (e.g., Helvetica or Arial) is preferred Uniform left margin should exist Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

All letters should be uppercase All lines should be parallel to the bottom of the envelope Address should show through a window envelope with 1/4″ of space on all sides Endorsements or delivery instructions in upper left below return address (e.g., “Confidential”) Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Address labels should be applied securely Address should be placed in the OCR read area 5/8 inch to 2 ¾ inch from the bottom edge of the envelope with a ½ inch margin on each side Barcode free area on the bottom right of the envelope (5/8 inch high by 4 ¾ inches long) should be free of text Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Return Address Located in the upper left of the envelope Should contain sender’s name, delivery address, city, state, and ZIP Letterhead envelopes are usually preprinted Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Outgoing Mail Preparing Envelopes or Mailing Labels
Prepare and print labels or address(es) directly on envelope(s) Word processing programs have tools to prepare labels or envelopes Use the manual feed tray to print a single envelope For a large mailing, use labels or an envelope tray Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Outgoing Mail, cont. Folding and Inserting Letters into Envelopes
Number 10 Envelope Bring the bottom third up and make a crease Bring the top third down and make a crease Insert the second crease first into the envelope Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Outgoing Mail, cont. Fold letter in half and make a crease
Number 6 ¾ Envelope Fold letter in half and make a crease Fold right third in and left fold over and make creases Insert final crease first into envelope Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Outgoing Mail, cont. Bring bottom third up and make a crease
Window Envelope Bring bottom third up and make a crease Fold top third so that inside address is on the outside and make a crease Place in envelope so that delivery address shows through the window Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Outgoing Mail, cont. Adding Postage
Postage may be added using stamps that are purchased or printed (with postage purchased online) Postage may be added using a postage meter Envelopes containing more than two sheets of paper should be weighed Amount of postage can be looked up at USPS website Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Outgoing Mail, cont. Postage Meters
Postage meter automatically stamps outgoing letters with postage or prints postage on a tape strip The postage printing part of a postage meter is rented from an approved vendor Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Outgoing Mail, cont. Postage is purchased either by telephone, from the Internet, or at the post office Postage meters vary in complexity Simple meters only print postage Some meters also include a scale or device to seal letters in a separate base The base, which must be compatible with the postage meter, can be purchased Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Outgoing Mail, cont. Safety Precautions when Using a Postage Meter
Read the operating guide before using the meter Do not touch any moving parts when it is in operation Keep loose clothing, jewelry, and long hair away from moving parts Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Outgoing Mail, cont. Do not cover the ventilation system slots to prevent overheating If a paper jam occurs, wait until it has stopped and unplug the meter before clearing the jam Never attempt to disassemble the meter. Contact the service department for repairs Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Outgoing Mail, cont. Online Postage Services
Online services allow the medical office to purchase and print postage from the computer Special services can also be purchased and printed from the computer Delivery confirmation Return Receipt Insurance Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Outgoing Mail, cont. Online service may be easier if there is a small to moderate volume of mail Not as efficient as a postage meter for a large volume of first-class letters (e.g., patient statements) Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Posttest True or False A postal bar code is often added to first-class letters by the post office to identify the letter’s destination. The fastest way to send an item through the USPS is Priority Mail. A Return Receipt is usually combined with Certified Mail for proof of both mailing and receipt. If the medical assistant opens mail for a physician, each item should be stamped with the date. The attention line of the address should be placed below and to the left of the city, state, and ZIP line. Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Posttest, cont. True or False
The address of an envelope should be printed in uppercase letters for easier optical character recognition. A letter is folded exactly the same way to place in a window envelope as in a number 6 ¾ envelope. Postage can be purchased for a postage meter by telephone, through the Internet, or from the post office. Stamps can be printed in the office using an online postage service. Postage meters print postage on tapes that are applied to letters but not directly on the envelope. Elsevier items and derived items © 2009 by Saunders, an imprint of Elsevier Inc.

Chapter 43 Mail Elsevier items and derived items © 2009 by Saunders,

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