7e Exam Prep Chapter.10 Written And Electronic Documents

Student name:__________

1) Letterhead paper that has a(n) __________ is generally a high-quality paper.

2) Envelopes that have a transparent window are used for __________ and statements.

3) Address __________ printed from a computerized mailing list can speed the process of addressing envelopes for bulk mailing.

4) A(n) __________ line is used when the correspondence is sent to a particular individual in a company.

5) The __________ block is aligned with and typed three to four lines below the complimentary closing.

6) The two different styles of __________ used in correspondence are open and mixed.

7) The __________ style of punctuation has no punctuation after the salutation and complimentary closing.

8) The __________ letter style is the most commonly used style for correspondence in medical offices.

9) Business letters should be in the __________ voice unless you are conveying negative news.

10) Even when correspondence is written using software that has a(n) __________ checker, the program may not detect all errors.

11) Errors in spelling, punctuation, spacing, and division of words are __________ errors.

12) If a provider has authorized you to sign his name to correspondence, you should place your __________ after the provider’s name.

13) When using a windowed envelope, you must be sure the __________ appears in the window before sealing the envelope.

14) To obtain proof that an item was delivered, you should send it using the return __________ requested service offered by the USPS.

15) When processing incoming mail, you should sort it into piles according to __________ and type of mail.

16) It is important to keep a daily __________ that lists mail received, follow-up correspondence needed, and the date it is completed.

17) The individual responsible for reading incoming mail also may be asked to __________ it by highlighting key points or writing comments in the margins.

18) Once the incoming mail has been sorted, recorded, and annotated as necessary, it is ready for __________ to the appropriate people.

19) Many healthcare providers receive drug and product samples in the mail. Samples of __________ products such as hand creams may be placed in the patient treatment area for distribution as directed by the provider.

20) Interoffice memos are used to facilitate __________ written communication within an office.

21) Well-written, neatly prepared __________ is one of the most important means of communicating a professional image for the medical office.

22) E-mail is not considered a(n) __________ method of communication because it can be intercepted by someone who is not the intended recipient.

23) Bodies of text that are used repeatedly that are saved in the computer for quick and easy access of this repeated information are called __________.

24) Before writing professional correspondence, it is important to know the __________ for whom the correspondence is intended.

25) The American Medical Informatics Association organization is responsible for establishing policies relating to __________.

26) The practice’s name and address that are printed at the top of formal business stationery is called __________.

A) a signature block
B) the identification line
C) full-block style
D) letterhead
E) a template

27) The impression or pattern that can be seen when paper is held up to the light is called a __________.

A) photo-sensitive mark
B) watermark
C) letterhead
D) logo
E) copyright

28) Letterhead paper is usually either sulfite bond or __________, which is more expensive than other types of paper.

A) composite
B) wool woven
C) cotton fiber bond
D) blended bond
E) bamboo bond

29) The envelope size most commonly used for correspondence is __________.

A) No. 10
B) tan kraft
C) No. 6
D) No. 7
E) No. 8

30) Envelopes that have a transparent window are used for __________.

A) general correspondence
B) invoices and statements
C) large, bulky documents
D) easily damaged materials
E) appointment reminder cards

31) Another name for clasp envelopes is __________.

A) padded envelopes
B) correspondence envelopes
C) tan kraft envelopes
D) payment-return envelopes
E) postage-paid envelopes

32) Envelopes used to send documents or items that may otherwise be damaged in the mail are __________.

A) tan kraft envelopes
B) padded envelopes
C) clasp envelopes
D) No. 6 envelopes
E) correspondence envelopes

33) Which of the following is the correct dateline for a business letter?

A) August, 20, 2015
B) Aug. 20, 2015
C) August 20, 2015
D) Aug. 20 2015
E) 8/20/2015

34) Which of the following is a correct example of a part of the inside address of a business letter?

A) Ms. Paula Jordan
B) 233 West Newhouse St.
C) 233 W. Newhouse St.
D) Plainview, N.J.
E) Plainview, New Jersey

35) The subject line is used to __________.

A) describe the contents of the letter in detail
B) include the names of other people who will receive copies of the letter
C) contain the writer's name and business
D) address the person to whom the letter is being written
E) bring the subject of the letter to the reader's attention

36) The body of the letter should __________.

A) be double-spaced
B) begin two lines below the subject line
C) avoid setting a list apart from the rest of the letter
D) be single-spaced between paragraphs
E) contain the writer's initials, a colon, and the typist's initials

37) The correct way to include a list in the body of a letter is to __________.

A) double-space within items
B) indent one space from the margin for each item
C) leave an extra line between items
D) avoid leaving an extra line above and below the list
E) limit the list to two or three items

38) The complimentary closing is __________.

A) optional
B) placed one line below the last line of the body
C) positioned at the writer's discretion
D) placed two lines below the last line of the body
E) placed one line below the attention line

39) The appropriate position for the signature block is __________.

A) aligned with the complimentary closing
B) one-half inch to the left of the body
C) one-half inch to the right of the body
D) flush with the identification line
E) one line below the complimentary closing

40) How many lines should be left above the signature block to allow for the signature?

A) one
B) two
C) three to four
D) five
E) six to seven

41) The letter writer's initials followed by a colon or slash and the typist's initials constitute the __________.

A) identification line
B) subject line
C) signature block
D) notations
E) closing

42) Notations include information such as the number of enclosures that are included with the letter and __________.

A) the typist's initials
B) the names of other people who will receive copies of the letter
C) an acceptable complimentary closing
D) the writer's signature, followed by the address of the business
E) the subject of the letter

43) A characteristic of open punctuation is __________.

A) a colon after the salutation
B) no punctuation after the copy notation
C) a comma after the complimentary closing
D) a period after the enclosure notation
E) a colon after Attention in the attention line

44) A characteristic of mixed punctuation is __________.

A) no punctuation after the salutation
B) no colon after the enclosure
C) no period after the enclosure
D) a colon after Attention in the attention line
E) no comma after the complimentary closing

45) General guidelines for business letters include __________.

A) one-inch margins on the left and right of 8 1/2-inch-wide paper
B) double-spacing the body of the letter
C) using long sentences of more than 20 words each
D) single-spacing between paragraphs
E) including only one sentence in each paragraph

46) In which type of letter do the dateline, complimentary closing, and signature block begin at the center of the page or slightly to the right of center?

A) Simplified letter style
B) Professional letter style
C) Full-block letter style
D) Modified-block letter style with indented paragraphs
E) Modified-block letter style

47) In which type of letter style are all lines typed flush with the left margin?

A) simplified letter style
B) professional letter style
C) full-block letter style
D) modified-block letter style with indented paragraphs
E) modified-block letter style

48) The block letter style is also called the __________.

A) simplified letter style
B) professional letter style
C) full-block letter style
D) modified-block letter style with indented paragraphs
E) modified-block letter style

49) Which of the following letter styles is most often used in medical office correspondence?

A) simplified letter style
B) professional letter style
C) full-block letter style
D) modified-block letter style with indented paragraphs
E) modified-block letter style

50) Which of the following letter styles is generally considered too informal for a medical office?

A) simplified letter style
B) professional letter style
C) full-block letter style
D) modified-block letter style with indented paragraphs
E) modified-block letter style

51) Proofreading involves checking a document for spelling and format errors, as well as checking the document for __________.

A) grammatical errors
B) conciseness
C) clarity
D) logical flow
E) factual accuracy

52) When writing an effective letter, a general tip is to __________.

A) always use the passive voice
B) establish the purpose as the letter is being written
C) include many details to get a message across
D) know the type of person being written to
E) use the active voice to soften the impact of negative news

53) Editing involves checking a document for factual accuracy, logical flow, conciseness, and __________.

A) spelling
B) format errors
C) clarity and tone
D) grammar
E) punctuation

54) Effective professional correspondence uses an appropriate style, clear and concise language, and __________.

A) the passive voice
B) open punctuation
C) the simplified letter style
D) technical jargon
E) the active voice

55) The content of a letter should __________.

A) discuss several topics at once
B) go back and forth between topics
C) stick to the subject
D) contain the purpose of the letter at the end
E) be placed in a single paragraph

56) Formatting errors include which of the following?

A) Typing monetary figures
B) Spelling and punctuation
C) Indenting, line length, or line spacing
D) Reversing words or characters
E) Word divisions

57) Which of the following is considered a mechanical error?

A) punctuation
B) line length
C) indenting
D) monetary figures
E) line spacing

58) There are three types of errors that can occur when you are preparing a document: formatting, data, and __________.

A) content
B) mechanical
C) language
D) technical
E) factual

59) A basic rule for using a plural in medical terms is that with terms ending in __________.

A) um, is to add an a
B) us, is to add an i
C) a, is to keep the a and add e
D) is, is to keep the is and add es
E) ue, is to add an i

60) In general writing, use numerals when the number is __________ or greater.

A) 2
B) 4
C) 5
D) 9
E) 11

61) Which of the following USPS services provides either next-day or second-day delivery 365 days a year?

A) Priority Mail
B) First-class mail
C) Express Mail
D) Airmail
E) Registered mail

62) What types of services does the USPS offer to most foreign countries?

A) Airmail
B) Parcel Post
C) Priority Mail
D) Express Mail
E) Media Mail

63) First-class mail must weigh __________ or less.

A) 11 ounces
B) 1 pound
C) 10 pounds
D) 20 pounds
E) 70 pounds

64) The former name for Parcel Post was __________.

A) Priority Mail
B) first-class mail
C) third-class mail
D) fourth-class mail
E) Express Mail

65) Priority Mail is used for __________.

A) any item that weighs between 11 oz and 70 lbs
B) guaranteed next-day delivery
C) most medical office correspondence
D) mail going to foreign countries
E) mailing books and catalogs

66) Regular mail service includes first-class, Parcel Post, Priority, and __________ mail.

A) certified
B) Express
C) registered
D) return receipt
E) delivery confirmation

67) Which mail delivery service requires the postal carrier to obtain a signature when the item is delivered?

A) Special delivery
B) Certified mail
C) Express Mail
D) Registered mail
E) Priority Mail

68) Which type of mail delivery is used for sending an item that is valuable or irreplaceable because it provides security for the item?

A) Special delivery
B) Certified mail
C) Express Mail
D) Registered mail
E) Priority Mail

69) The steps in processing mail involve sorting, recording, annotating, and __________.

A) distributing
B) tracing
C) registering
D) certifying
E) filing

70) The first step in processing incoming mail is to __________ it.

A) open
B) sort
C) record
D) annotate
E) file

71) Underlining key points and writing reminders or suggested actions in the margin when reading incoming mail is called __________.

A) recording
B) annotating
C) sorting
D) opening
E) distributing

72) United Parcel Service (UPS) delivers __________.

A) letters and packages by ship to foreign countries
B) all mail within the local area the same day
C) only items that weigh 11 ounces or less
D) packages and provides overnight letter express service
E) only to post office boxes and drop-off locations

73) Interoffice memos are used to __________.

A) facilitate informal written communication within an office
B) create formal written communications
C) write official business communications
D) respond to patient inquiries
E) send patient information to other medical practices

74) Before undertaking e-mail communication with a patient, which of the following must you do?

A) Ask the provider for permission to e-mail the patient.
B) Ask the patient verbally for permission to send an e-mail message.
C) Ask the patient which provider she wants to communicate with.
D) Have a written consent for e-mail communication on file.
E) Add the patient's e-mail address to her EHR.

75) Two professional organizations that have established policies relating to e-mail are Health E-mail and __________.

A) the American Medical Association
B) The Joint Commission
C) the American Medical Informatics Association
D) the American Hospital Association
E) the American Association of Medical Assistants

76) Jayne and Maria, two medical assistants at a large clinic, generally have lunch together. Today Maria tells Jayne about the hilarious e-mail message she received from her cousin at work this morning. What would be Jayne's best response?

A) "Oh, send it on to me! I love funny stories."
B) "Do you know that the office has the right to monitor your e-mail messages?"
C) "You are going to be in so much trouble when I tell the supervisor you received a personal e-mail."
D) "Where does your cousin work?"
E) "Is your cousin allowed to use his work computer for personal e-mail?"

77) Which of the following is good practice for managing e-mail?

A) Print and then delete e-mails that have to be kept for an indefinite period of time.
B) Delete all e-mail responses that contain PHI.
C) Open unidentifiable e-mails to see who sent them.
D) Keep all messages indefinitely.
E) Check your office e-mail regularly and empty any unwanted messages.

78) How should you fold an invoice that will be placed in a window envelope?

A) use an accordion fold
B) fold the invoice in half lengthwise
C) fold the invoice in half crosswise
D) fold the invoice in half, then fold it in half again
E) fold the invoice into quarters

79) Which of the following envelopes is most easily read by an OCR system?

A) an envelope that is addressed by hand
B) a computer-printed envelope using the default font
C) an envelope that measures 3 inches by 4 inches
D) a computer-printed envelope using a script font
E) a computer-printed envelope with a double-spaced address

80) Dr. Long has dictated a letter notifying a patient that she will no longer provide services for the patient and that Dr. Westell has agreed to take over the patient's healthcare. How should you mail this letter?

A) by regular first-class mail
B) by registered mail, return receipt requested
C) by special delivery
D) by Priority Mail
E) by FedEx home delivery service

81) The medical office needs a new copy machine, and Brent has been asked to check into available models and recommend a suitable machine. As part of his research, he is checking with other medical offices in the area to see how happy they are with their machines and with the scheduled maintenance they receive. He does this by sending the following e-mail message to four medical offices: "How do you like your copy machine and service? Please let me know ASAP." What is wrong with this message?

A) It does not sound professional.
B) The grammar is wrong.
C) It gives too much information.
D) It uses texting language.
E) It is not factually accurate.

82) Which of the following is not considered a heading component of an interoffice memorandum?

A) Subject
B) Agenda
C) To
D) Date
E) From

83) Where in a professional letter are special or urgent delivery notations, such as certified mail, typed?

A) One line below the date
B) One line below the inside address
C) Two lines below the date
D) Two lines below the signature line
E) One line above the date