Mail Concepts Quiz & Flashcards: Chapter 45 Insights

Questions and Answers

How many digits are there in a traditional zip code?

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?

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?

Standard Post Signup and view all the answers

What class of mail will cost least if the medical office must mail two DVDs?

Media Mail Signup and view all the answers

Which type of correspondence is best sent by certified mail with return receipt requested?

Letter informing a patient that he should find a new physician because he has missed several appointments. Signup and view all the answers

Which items must be labeled with the biohazard symbol for mailing?

Wound specimen Signup and view all the answers

If the medical office wants to be sure that a letter is delivered only to the intended recipient, how should it be sent?

Restricted Delivery Signup and view all the answers

For which type of mail is the postage paid by the recipient?

Collect on Delivery (COD) Signup and view all the answers

Which letter to the physician may the medical assistant usually open?

All letters except those marked personal or confidential Signup and view all the answers

If an office uses paper medical records, which piece of correspondence should be attached?

A letter regarding a consultation by another physician. Signup and view all the answers

What is the first thing the medical assistant should do to handle the mail?

Sort it Signup and view all the answers

What should the medical assistant do after each piece of mail has been opened?

Stamp it with the date stamp in the upper right-hand corner. Signup and view all the answers

How should the medical assistant arrange letters or reports about patients for the physician to review?

Alphabetically by the patient name. Signup and view all the answers

What is the proper way to prepare the address on a business envelope?

Format all lines with a uniform left margin. Signup and view all the answers

Which line of the delivery address should be used for the name of the recipient?

First line Signup and view all the answers

Where is the barcode clear zone on an envelope?

Lower right of the envelope. Signup and view all the answers

If there are special directions such as 'personal' or 'confidential,' where should they be placed?

Below the return address. Signup and view all the answers

Which type of envelope does the medical office use for patient statements?

A business window envelope. Signup and view all the answers

When would the medical assistant prefer to prepare labels for mailing envelopes instead of printing the address on the envelope?

When it is a mailing consisting of several pieces. Signup and view all the answers

When should the medical assistant fold a letter first in half then in thirds?

To insert in a #6 3/4 envelope. Signup and view all the answers

What is necessary for items to be mailed in order to use a window envelope?

It must have the name and address of the recipient in the correct position. Signup and view all the answers

What is the primary purpose of a postage meter?

To print postage on envelopes or tape strips. Signup and view all the answers

How does the medical office obtain a postage meter?

Rent or lease the meter from an approved vendor. Signup and view all the answers

If the office uses stamps for mailing, what is the most efficient way to calculate postage?

Weigh items on a postal scale and then look up postage at the USPS website. Signup and view all the answers

Which of the following may pose a safety hazard when using a postage meter?

Touching one of the moving parts while the machine is operating. Signup and view all the answers

Which of the following services is available if an online postage service is used?

All of the above Signup and view all the answers

When is a postage meter more efficient than an online postage service?

If the office mails a large volume of patient bills weekly. Signup and view all the answers

How can postage be purchased for a postage meter?

By telephone, using the internet, or by going to the post office. Signup and view all the answers

Which of the following items should always be weighed to determine the correct amount of postage?

A one-page letter with three pages of attachment. Signup and view all the answers

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.

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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.

Mail Concepts Chapter 45