Podcast
Questions and Answers
How many digits are there in a traditional zip code?
How many digits are there in a traditional zip code?
5
When a letter must reach its destination within 24 hours, how should it be sent?
When a letter must reach its destination within 24 hours, how should it be sent?
Priority Mail
The physician's office has a letter weighing 12 oz to mail. How should this letter be sent?
The physician's office has a letter weighing 12 oz to mail. How should this letter be sent?
First Class Mail
What classification of mail would most likely be used to send office supplies to the medical office using the U.S. Postal Service?
What classification of mail would most likely be used to send office supplies to the medical office using the U.S. Postal Service?
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What class of mail will cost least if the medical office must mail two DVDs?
What class of mail will cost least if the medical office must mail two DVDs?
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Which type of correspondence is best sent by certified mail with return receipt requested?
Which type of correspondence is best sent by certified mail with return receipt requested?
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Which items must be labeled with the biohazard symbol for mailing?
Which items must be labeled with the biohazard symbol for mailing?
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If the medical office wants to be sure that a letter is delivered only to the intended recipient, how should it be sent?
If the medical office wants to be sure that a letter is delivered only to the intended recipient, how should it be sent?
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For which type of mail is the postage paid by the recipient?
For which type of mail is the postage paid by the recipient?
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Which letter to the physician may the medical assistant usually open?
Which letter to the physician may the medical assistant usually open?
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If an office uses paper medical records, which piece of correspondence should be attached?
If an office uses paper medical records, which piece of correspondence should be attached?
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What is the first thing the medical assistant should do to handle the mail?
What is the first thing the medical assistant should do to handle the mail?
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What should the medical assistant do after each piece of mail has been opened?
What should the medical assistant do after each piece of mail has been opened?
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How should the medical assistant arrange letters or reports about patients for the physician to review?
How should the medical assistant arrange letters or reports about patients for the physician to review?
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What is the proper way to prepare the address on a business envelope?
What is the proper way to prepare the address on a business envelope?
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Which line of the delivery address should be used for the name of the recipient?
Which line of the delivery address should be used for the name of the recipient?
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Where is the barcode clear zone on an envelope?
Where is the barcode clear zone on an envelope?
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If there are special directions such as 'personal' or 'confidential,' where should they be placed?
If there are special directions such as 'personal' or 'confidential,' where should they be placed?
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Which type of envelope does the medical office use for patient statements?
Which type of envelope does the medical office use for patient statements?
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When would the medical assistant prefer to prepare labels for mailing envelopes instead of printing the address on the envelope?
When would the medical assistant prefer to prepare labels for mailing envelopes instead of printing the address on the envelope?
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When should the medical assistant fold a letter first in half then in thirds?
When should the medical assistant fold a letter first in half then in thirds?
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What is necessary for items to be mailed in order to use a window envelope?
What is necessary for items to be mailed in order to use a window envelope?
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What is the primary purpose of a postage meter?
What is the primary purpose of a postage meter?
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How does the medical office obtain a postage meter?
How does the medical office obtain a postage meter?
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If the office uses stamps for mailing, what is the most efficient way to calculate postage?
If the office uses stamps for mailing, what is the most efficient way to calculate postage?
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Which of the following may pose a safety hazard when using a postage meter?
Which of the following may pose a safety hazard when using a postage meter?
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Which of the following services is available if an online postage service is used?
Which of the following services is available if an online postage service is used?
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When is a postage meter more efficient than an online postage service?
When is a postage meter more efficient than an online postage service?
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How can postage be purchased for a postage meter?
How can postage be purchased for a postage meter?
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Which of the following items should always be weighed to determine the correct amount of postage?
Which of the following items should always be weighed to determine the correct amount of postage?
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Study Notes
ZIP Code and Mail Classifications
- Traditional ZIP codes consist of five digits.
- Priority mail is used for letters needing to reach their destination within 24 hours.
- A 12 oz letter from a physician's office should be sent via first class mail.
- Standard post is the typical classification for sending office supplies through USPS.
- Media mail is the least expensive option for mailing two DVDs.
Specialized Mailing Requirements
- Certified mail with return receipt is recommended for sensitive correspondence, such as notifying a patient to find a new physician.
- Biohazard items, like wound specimens, must be labeled accordingly for mailing.
- Restricted delivery ensures that a letter is delivered only to the intended recipient.
Payment and Handling of Mail
- Collect on delivery (COD) mail requires that the recipient pays the postage.
- Medical assistants may open letters addressed to physicians, except those marked personal or confidential.
- Attach correspondence regarding consultations from other physicians to paper medical records.
Mail Processing Procedures
- The first task for a medical assistant when handling mail is sorting it.
- After opening mail, it should be stamped with the date in the upper right corner.
- Organize letters or reports alphabetically by patient name for physician review.
Formatting and Preparing Mail
- Business envelopes should have uniform left margins for the address.
- The recipient's name should be on the first line of the delivery address.
- The barcode clear zone is located on the lower right corner of envelopes.
Special Addressing Needs
- Special directions (personal or confidential) should be placed below the return address.
- A business window envelope is typically used for patient statements.
- Use labels for mailing envelopes when sending multiple items to increase efficiency.
Envelope Preparation Techniques
- A letter should be folded first in half and then in thirds when inserting into a #6 3/4 envelope.
- For a window envelope to be used, the recipient's address must be correctly positioned.
Postage Handling
- The main purpose of a postage meter is to print postage directly on envelopes or tape strips.
- Postage meters can be obtained through rental or leasing from approved vendors.
- The most efficient way to determine postage when using stamps is to weigh items on a postal scale and check rates on the USPS website.
Safety and Efficiency
- Safety hazards with postage meters include the risk of injuring oneself by touching moving parts while the machine is in operation.
- Online postage services offer various options and features.
- For offices mailing large volumes of patient bills weekly, a postage meter is more efficient than online services.
- Postage can be purchased for a postage meter via telephone, the internet, or in-person at the post office.
- Always weigh items, such as a one-page letter with three pages of attachment, to determine appropriate postage.
Studying That Suits You
Use AI to generate personalized quizzes and flashcards to suit your learning preferences.
Description
Test your knowledge on mail concepts with this flashcard quiz from Chapter 45. Learn about zip codes, mailing methods, and classifications of mail. It's a quick way to reinforce your understanding of postal services.
