welcome to unit 5 seminar we will be discussing the office, office manuals, styles of letters,...
TRANSCRIPT
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 sectionsWhat 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 EnvelopesElizabeth Peters, MD400 Main StreetWinters, NC 23489-4145
GEORGE BROWN5903 LANDSBURY AVESYRACUSE NY 13202-
7254
Resources
Keep a folder containing 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®) $17.75 flat rate (paid online)/ $12.85 (paid online)
and up Next day delivery
2-3 Day Envelopes (Priority Mail®) $4.90 (paid online) and up 2 Day delivery but can be 3 day
Letters & Cards (First-Class Mail®) $0.45 and up 2-3 Days delivery
How would a medical assistant/MOM send a letter to a patient if confirmation of receipt was needed?
Certified with return receipt requested Certified?
No intrinsic value Return receipt requested?
Record of when mail received
When is registered mail used?
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
Project 2 – Part 2
Part 2– due by Tuesday midnight in Unit 5
• Outpatient Form – 20 points• Essay – 45 points
Please be sure to view the instructions for Project 2 in the PowerPoint presentation located in the Unit 4 folder of Doc Sharing.
Project 2 – Part 2
Due by midnight Tuesday of Unit 5
From the Unit 5 folder in Doc Sharing download:
•Inpt_Outpt Admiss Procedures Template
Note: You will need to view the Project 2 Study Guide information again from the Unit 4 folder of Doc Sharing. The patient information is found there.
Project 2 – Outpatient Form• Complete the form. • Place check marks or highlight where needed.• Make up the demographic information for the
patient.• Be sure to write in the “Comments” area.• Your name goes at the bottom of the form where
it says “Scheduled by”.
Notes: • The Referring Physician and the Attending Physician are
the same doctor for this patient.• Blood work is the same thing as Outpatient lab.• Comments must be added that indicate additional
information not found on the form elsewhere.
Project 2 - EssayDue by midnight Tuesday of Unit 5
Answer the following question in essay form (minimum 300 words):
What duties should be completed before the patient arrives to your office?
Note: Be sure to include at least five duties that need to be completed, giving explanations and examples of each. See Chapter 12 in your text for this information. These are the duties that need to be done each day before a patient arrives at the door.
Project 2 - Essay
Use APA formatting• Double space.• Size 12 Times New Roman font.• Include page numbers.• A title page is required.• A separate reference page is
required with at least one reference citation.
Exam 2
Exam 2 is due by midnight Tuesday of Unit 6.• See the Study Guide in the Unit 6 folder of
Doc Sharing• Chapters 10, 11, 12, 13, and 14• There are 30 questions – 20 multiple
choice and 10 true/false. • 55 Minutes to complete the exam• You can only enter the exam one time
Project 3
There are two parts to this project.
Part 1 – Due in Unit 6• Medical Records Essay – 40
points • Filing – 15 points
Part 2 – Due in Unit 7• HIPAA Essay – 40 points
Project 3
Download the following from the Unit 6 folder of Doc Sharing:• Medical Records Filing Template• Rubric for Project 3
Please be sure to view the instructions for Project 3 in the PowerPoint presentation located in the Unit 6 folder of Doc Sharing.
Project 3 – Part 1 EssayUse the template! Download the template and rubric from the Unit 6 folder in Doc Sharing.
When you answer each question on the template, • Use APA formatting (double space, size 12 Times
New Roman font)• Add a reference citation • Write a minimum of 300 words total for all three questions.• Do not use contractions (I’ve, can’t).
Please use spell check and make corrections before you submit!
Project 3 – Part 1 Essay Answer the following questions in essay form
(minimum 300 words total):1. Why do medical records exist? (Explain four
reasons. See Chapter 14, page 251 of your text.) 2. Discuss the advantages and disadvantages of establishing and maintaining electronic health records (EHRs). (See Chapter 14, page 252 of your text.)
3. Discuss and explain the five basic filing steps. Include why each is important (conditioning, releasing, indexing, etc.). These are in Chapter 14, pages 271 and 272 of your text.
Project 3 – Part 1 Filing
Download and use the template!
List the names
• in alphabetical filing order• last name, first name, middle
name/initial
Do not change the spelling of the names.