Written Communications

1. Written Communications Chapter 15 ICBS 120

2. Composing Correspondence • Types of letters • Full Block • Modified Block • Simplified • Social vs business correspondence • Business Letter Components/Parts • Processing incoming and outgoing mail Written Communications

3. Writing Tips • Follow the style and format required • Think about key points to address in letter • Establish tone of voice • Use language reader will understand • Keep sentences short with one thought/idea • Spelling – do not rely on spell check function Writing Tips

4. Proofreading a document • Proofread each document twice; not when tired • Prepare document and set aside; come back at a later time • Read long document to another person and/or in short intervals • Use card or ruler as a guide • Use piece of color clear plastic to rest eyes Proofreading

5. Parts of a business letter • Date line; key two to three lines below letterhead • Inside address; keyed flush with left margin; two to four lines • Salutation; keyed flush with left margin on second line below inside address • Subject line keyed on second line below salutation at left margin • Body of letter should begin on second line blow salutation unless subject line is used Components of business letter

6. Parts of a business letter • Complimentary closing; begins on second line below body of letter. • Keyed signature is a professional courtesy to reader • Reference initials for individual composing the letter if other than the writer • Enclosure notion; one or two lines below the keyed reference initials • Copy notation; if letters to be sent to other parties. Components of a business letter

7. Full block • most efficient • all lines begin flush with the left margin • Contemporary looking and efficient letter • Modified block • all lines begin flush with the left margin with the exception of the date line, complimentary closure and keyed signature (these are centered) and paragraph indented five spaces Letter Styles

8. Simplified letter • omits salutation and complimentary closure • all lines are keyed flush with the left margin • subject line is keyed in capitals three lines below the inside address • body of the letter begins three lines below the subject line • signature line is keyed in all capital letters four lines below the body Letter Styles

9. Letterhead chosen by physician or other and may include logo. Usually includes names, address, city, state, zip and may be centered at the top of the page or elsewhere. • Second sheets do not require letterhead but perhaps a header or footer should pages gets separated. Letterhead

10. Eliminate all punctuation in the envelope address • It is okay however, to use a hyphen in the Zip + 4. Envelopes

11. Create form letters, envelopes, or mailing labels from a data source. • Use this feature to send mailing to client base, list of prospects, others. • Permits sending a form letter with envelopes to hundreds of recipients in a matter of minutes. Mail Merge

12. Interoffice correspondence • Permits messages to be sent quickly without labor intensive preparation • Should include date, to, from, and subject. • Should begin at left margin • No salutation required Memoranda/MEMO

13. Agenda – lists specific items to be discussed at meeting. • Minutes – written record of what transpired during meeting. • Include: meeting type, name of group, date, time, place, who was present, previous meeting minutes and approval. Meeting Agendas/Minutes

14. Incoming mail and shipment • stamp date received • write the address on the letter if not on Letterhead • include a colored reply envelope; this speeds responses by at least 10-20% • hold envelope to light to make sure everything has been removed • attach the letter to the envelope Processing incoming and outgoing mail

15. Most common postal class - First class mail. All correspondence and statements usually sent this way and weigh less than 11 oz. Usually a single piece letter. • Certified Mail – provides proof that a letter has been received. For example, if a doctor dismisses a patient from the practice due to noncompliance. May also provide legal protection. Postal Classes

16. Transmission of written document through telephone line using a fax machine. • HIPAA requires all medical practices to implement technical measures to protect against unauthorized access. • Information transmitted may be intercepted and used by unauthorized users. • Encrypt PHI (personal health info) when appropriate. Facsimile (Fax)