Mail Flashcards Chapter 45

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Questions and Answers

What is a ZIP + 4 code, and how is it different from a 5-digit ZIP code?

A more detailed mailing code consisting of the original five-digit code followed by a hyphen and four additional digits that identify a specific geographic segment within the delivery area.

How does the USPS use barcodes?

The postal bar code consists of long and short bars representing each digit in the ZIP code, which may be placed in the address block or barcode clear zone.

Describe Express Mail.

Express Mail is delivered within 24 hours, often by noon to major cities, includes items weighing up to 70 pounds, and is accepted before 5 PM, including weekends and holidays.

Describe First-Class Mail.

First-Class Mail is used for letters or lightweight items up to 13 ounces, with postage based on weight. Signup and view all the answers

Describe Priority Mail.

Priority Mail is used for items over 13 ounces and delivers within 2 to 3 days anywhere in the United States. Signup and view all the answers

Describe Standard Mail.

Standard Mail is used by periodical publishers for sending newspapers and magazines, with specific restrictions on sealing and handwritten messages. Signup and view all the answers

Describe Parcel Post.

Parcel Post is for sending merchandise and items up to 70 pounds and measuring up to 108 inches in length and girth. Signup and view all the answers

Describe Media Mail.

Media Mail is a classification for packages with books, sound recordings, films, and manuscripts, but not advertising material. Signup and view all the answers

Describe Bound Printed Matter.

Bound Printed Matter is for permanently bound packages containing catalogs and advertising. Signup and view all the answers

What is Certified Mail?

Certified Mail is a First-Class and Priority Mail service providing legal evidence of mailing with a mailing receipt and delivery records maintained for 2 years. Signup and view all the answers

Why does the medical office usually use Return Receipt instead of Signature Confirmation?

Return Receipt provides proof of delivery and the recipient's signature, often utilized with Certified Mail for verification. Signup and view all the answers

When is a Certificate of Mailing obtained?

A Certificate of Mailing is obtained to provide evidence of the date and time an item was mailed, but not proof of delivery. Signup and view all the answers

What service limits delivery of an item of mail specifically to the addressee?

Restricted Delivery limits delivery to the addressee or authorized individuals. Signup and view all the answers

What services are included when an item of mail is sent Registered Mail?

Registered Mail includes tracking of valuable items, verified delivery dates, and requires a recipient's signature. Signup and view all the answers

What service should be purchased for an item of value sent through the mail?

Insurance can be purchased on mail contents up to $5000. Signup and view all the answers

What are the advantages of using a private delivery service instead of the USPS?

Private carriers offer tracking, free mailing supplies, and pickup services for letters and packages. Signup and view all the answers

What are general guidelines for sorting mail in the medical office?

Mail should be sorted by the physician's name, with specific handling for mail not addressed to a particular physician among other guidelines. Signup and view all the answers

If the MA opens mail for the physician, what should he or she do as soon as each item is opened?

The MA should know which mail to open and which to leave unopened, especially recognizing 'personal' or 'confidential' labels. Signup and view all the answers

How should letters regarding patients be arranged for the physician?

Letters are stamped with the receipt date, alphabetized by the patient's last name, and attached to the medical record. Signup and view all the answers

Why do some physicians ask the MA to annotate their correspondence?

Annotating saves time by underlining or highlighting important information in the correspondence. Signup and view all the answers

How should the physician's mail be handled when he or she is on vacation?

Delegate staff to review mail, refer urgent issues, and organize non-urgent mail by date received for later review. Signup and view all the answers

What happens to a piece of mail that has a printed address after it has been mailed?

It is processed by the Multiline Optical Character Reader (MLOCR) which reads the address and assigns a barcode. Signup and view all the answers

Name three pieces of automated equipment used by the USPS.

Advanced Facer-Canceller System (AFCS), Multiline Optical Character Reader (MLOCR), Delivery Barcode Sorter (DBCS). Signup and view all the answers

If an optional attention line is used in an address, where does the USPS recommend that it be placed?

The optional attention line should be placed above the recipient line. Signup and view all the answers

What should be included in the bottom line of a delivery address?

The city, state, and ZIP code should be included in that order. Signup and view all the answers

What is the recommendation regarding punctuation in the address of an envelope?

No punctuation is used except the hyphen in the ZIP+4 code. Signup and view all the answers

Where should instructions such as Personal or Confidential be placed on an envelope?

These instructions must be placed immediately below the return address. Signup and view all the answers

Where should instructions for special services such as Certified or Registered be placed on an envelope?

These instructions must be placed above the address and to the right of the return address. Signup and view all the answers

What is the barcode clear zone, and where is it located on an envelope?

The barcode clear zone is a blank area where a barcode is printed, measuring 5/8 inch high x 3/4 inches long. Signup and view all the answers

How does the MA prepare an envelope with the address directly on the envelope?

The address is placed from 5/8 inch to 2 3/4 inches from the bottom edge, within a 1/2 inch margin. Signup and view all the answers

How does the MA prepare envelopes for a mailing of more than 30 envelopes?

Labels are used for printing addresses, which can be created using a mail merge feature. Signup and view all the answers

Describe how to fold a letter for a standard #10 business envelope and for a window envelope.

Fold the letter in thirds, creasing the bottom third up and then the top third down, inserting the second crease into the envelope first. Signup and view all the answers

Describe three ways to add postage to envelopes.

Postage can be added using stamps, postage meters, or printed postage from a computer. Signup and view all the answers

What are six safety measures to keep in mind when using a postage meter?

<ol> <li>Read the operating guide carefully before operating. 2. Avoid touching moving parts during operation. 3. Keep loose clothing and hair away from moving parts. 4. Do not cover ventilation slots. 5. Unplug the machine before clearing a jam. 6. Contact the manufacturer for service, do not disassemble.</li> </ol> Signup and view all the answers

How can the MA obtain additional postage for a postage meter?

Additional postage can be purchased by phone or at the post office when the meter balance is low. Signup and view all the answers

What services are offered by online postage services?

Online postage services provide label printing and personalization options, enhancing mailing versatility. Signup and view all the answers

Study Notes

ZIP + 4 Code

ZIP + 4 code includes the standard five-digit ZIP code plus four additional digits, enabling precise delivery to specific locations like city blocks or office buildings.

USPS Barcodes

Postal barcodes are comprised of long and short bars representing individual ZIP code digits.
Barcodes may be positioned within the address block or in a designated clear zone on the envelope.

Mail Classifications

Express Mail: Guaranteed delivery within 24 hours when mailed before 5 PM; applicable for items up to 70 pounds, even on weekends.
First-Class Mail: Used for items up to 13 ounces with a postage rate based on weight.
Priority Mail: Designed for items weighing over 13 ounces; delivery within 2-3 days across the U.S.
Standard Mail: Utilized for newspapers and periodicals; items must remain unsealed and free of handwritten messages.
Parcel Post: For sending merchandise up to 70 pounds with dimensions that do not exceed 108 inches in length and girth.
Media Mail: Special classification for sending books, sound recordings, and films, but excludes advertisements.
Bound Printed Matter: Classification for permanently bound catalogs and volumes containing advertising.

Mailing Services

Certified Mail: Provides legal proof of mailing and delivery records; requires signature upon receipt.
Return Receipt: Offers confirmation of delivery and the signature of the recipient; often combined with Certified Mail.
Certificate of Mailing: Certifies the date of mailing but not delivery; useful for important documents like tax returns.
Restricted Delivery: Ensures mail is delivered only to the addressee or authorized individuals, necessary for sensitive communications.
Registered Mail: Used for valuable items; includes tracking and requires a signature upon receipt.

Mail Handling in Medical Offices

Incoming mail should be sorted by the recipient physician and organized accordingly.
Personal or confidential mail should remain unopened unless authorized.
Patient correspondence is organized by date of receipt and alphabetized by last name; reports attached to medical records.

Addressing Guidelines

Optional attention lines should be placed above the recipient's name.
Delivery addresses must include city, state, and ZIP code on the last line.
Punctuation is minimal, with the exception of the hyphen in ZIP + 4 codes.
Special handling instructions are to be positioned appropriately on the envelope.

Mail Preparation Techniques

Envelopes should adhere to specified dimensions for address placement to ensure efficient processing.
Labels are recommended for bulk mailing over 30 envelopes to streamline the process.
Letters for #10 business envelopes should be folded into thirds.

Postage and Meter Usage

Postage can be affixed using stamps, postage meters, or printed from a computer.
Safety measures for postage meters include avoiding contact with moving parts and dealing with jams carefully.
Additional postage can be acquired through the post office or by phone when a meter runs low.

Online Postage Services

Offer multiple features for customization and printing, yet a postage meter may be more efficient for high volume mailing in some offices.

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Description

Test your knowledge with flashcards based on Chapter 45 of the mailing system. This quiz covers topics like ZIP + 4 codes and the use of barcodes by the USPS. Enhance your understanding of postal codes and mailing efficiency.