1. Written Communications
Unit 4
Written Communications

2. Written Correspondence
Chapter 11
Written Correspondence

3. Objectives
Review the learning and performance objectives for this chapter
By the end of this chapter, demonstrate the procedures in the textbook and the job skills in the workbook

4. Heart of the Health Care Professional
Service
Developing written communication skills will help you serve patients’ needs

5. Written Communication
Equipment for written correspondence
Computer equipment
Software
Hardware
Data-storing media

6. Written Communication
Equipment for written correspondence
Ergonomics
Design of office systems
Meet the needs of the human body
Prevent cumulative trauma disorders
Prevent repetitive stress Injuries
See Figures 11-1 through 11-4

7. Written Communication
Equipment for written correspondence
Electronic typewriter
Pica (10 point) type style
Elite (12 point) type style
Used for form completion

8. Written Communication
Equipment for written correspondence
Word processing software
Increase productivity
Work at a computer station and comply with ergonomic standards
Procedure 11-1

9. Letter Standards, Styles, and Components
Mailability standards
Perfect letter
Balanced margins
Figure 11-6
No grammatical or keyed errors

10. Letter Standards, Styles, and Components
Mailability standards
Do not mail correspondence if it has:
A misspelled word
See Table 11-1
Commonly Misspelled Words
A word incorrectly divided

11. Letter Standards, Styles, and Components
Mailability standards
Do not mail correspondence if it has:
A keyed or poorly corrected error
Unbalanced margins
Omission of special lines
An abbreviated city name

12. Letter Standards, Styles, and Components
Letter styles
Full block style
Figure 11-7
Modified block format
Figure 11-8
Simplified style
Corporate form letters

13. Letter Standards, Styles, and Components
Letter styles
Letter punctuation styles
Open punctuation
Mixed punctuation
Margins
Top and bottom – 1 inch
Right and left – 1 or 1.25 inches

14. Letter Standards, Styles, and Components

15. Letter Standards, Styles, and Components
Parts of a letter
Letterhead
Engraved or preprinted
Top two inches of page
Example 11-1
Date line
Three spaces below letterhead
Example 11-2

16. Letter Standards, Styles, and Components
Parts of a letter
Inside address
Four to eight spaces below date line
Address of letter recipient
Example 11-3
Attention line
Double space below inside address
Specific person or department
Example 11-4

17. Letter Standards, Styles, and Components
Parts of a letter
Salutation
Double space below attention or address
Example 11-5
Reference or subject line
Double space below salutation
Draws reader’s attention
Example 11-6

18. Letter Standards, Styles, and Components
Parts of a letter
Body
Double space below salutation or subject
Message to be conveyed
Complimentary close
Double space below body
Example 11-7

19. Letter Standards, Styles, and Components
Parts of a letter
Signature line
Three to five spaces below closure
Keyed name and credentials of writer
Example 11-8
Title line
Professional title of writer
Example 11-9

20. Letter Standards, Styles, and Components
Parts of a letter
Identification/reference initials
Identify writer and typist
Example 11-10
Enclosure/attachment notation
Indicates additional material
Example 11-12

21. Letter Standards, Styles, and Components
Parts of a letter
Copy notations
Names of people receiving copy
Example 11-13
Postscript
Afterthought or emphasis
Example 11-14

22. Composing Letters Reference material English grammar book
Medical dictionary
Style/format manual
Thesaurus

23. Composing Letters Outline and tone Visualize the recipient
Simplicity, clarity, conciseness
Gender-neutral terms
Proofread

24. Composing Letters Introduction, body, and closing
Friendly, courteous introduction
Logical order of thoughts in body
Concise, courteous closing

25. Composing Letters Characteristics of a letter
Creates a favorable impression
Appeals to the reader’s point of view
Grammatically correct
Courteous, friendly, sincere

26. Composing Letters Characteristics of a letter Sample letters
Accurate, clear, concise, complete
Flows smoothly
Avoids jargon
Concludes on a positive note
Sample letters
Examples through 11-20

27. Composing Letters Types of letters Multipage letters
Simplified heading
Plain bond paper
One-inch top margin

28. Composing Letters Types of letters Form letters
Communicate repetitious information
Mail merge

29. Composing Letters Types of letters Interoffice memorandums
Informative
Directive
Administrative
Compose, format, key, proofread, and print business correspondence
Procedure 11-2

30. Corrections in Business Correspondence
Text editing features
Proofreading
Prevents embarrassing errors
Spelling and grammar check
Word processing program
Separate software program
Medical dictionary software

31. Corrections in Business Correspondence
Text editing features
Cut and paste features
Move sections
Proofread again
Double check placement

32. Corrections in Business Correspondence
Text editing features
Print preview
View overall format
Proofread a business document
Procedure 11-3

33. Envelope Enclosures Folding enclosures Envelope size
Number of attachments
Creates an impression
Figures and 11-13

34. Medical Transcription
Transcription procedures
Templates
Sequence of basic headings
Speech recognition
Dictator speaks
Software types
Transcriptionist becomes editor

35. Medical Transcription
Transcription equipment
Dictation recording equipment
Cassettes
Digital
Transcribing equipment
Foot pedal activation
Headset
Word processing software

36. Medical Transcription
Transcription equipment
Mobile devices
PDAs record and transmit voice files
Special dictation software
Transcribe a dictated document
Procedure 11-4

37. Photocopying Procedures
Reprographics
Photocopy machine
Common photocopy machine problems
Table 11-2
Prepare documents for photocopying
Procedure 11-5

38. Stop and Think Edit a thank-you letter for final copy
Review the scenario
What would you do?
Respond to each choice and list the changes you would make if you selected response 1, 2, or 3

39. Stop and Think Edit a transcribed medical report Review the scenario
What should you do?
Respond to each choice stating if you would or would not proceed in that manner and give the reasons behind your decision

40. Stop and Think Select the correct homonyms in a medical report
Review the scenario
Look at each set of homonyms and decide how you would determine the correct word, then circle it
Respond to each choice expressing why you would or would not proceed in that manner