Question 1

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

Accepted Answer

An accordion fold is the correct way to fold an invoice that will be placed in a window envelope. This fold allows the invoice to be easily inserted into the envelope and viewed through the window.

Question 2

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

Accepted Answer

OCR systems are optimized to read computer-printed text in standard fonts, as they are consistent and clear, making them easier for the system to recognize and process.

Question 3

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

Accepted Answer

The answer of Two professional organizations that have established policies...

Question 4

Interoffice memos are used to ____.

Accepted Answer

Interoffice memos are primarily used to facilitate informal written communication within an office, allowing for the efficient sharing of information among employees.

Question 5

Before undertaking e-mail communication with a patient, which of the followingmust you do?

Accepted Answer

A written consent for e-mail communication is necessary to ensure that the patient agrees to this form of communication and understands the associated privacy and security risks.

Question 6

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?

Accepted Answer

The message lacks a professional tone, which is expected in business communications, especially when inquiring about equipment and services from other offices.

Question 7

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?

Accepted Answer

Sending the letter by registered mail, return receipt requested, ensures that there is proof of delivery. This is important for legal and documentation purposes, especially in the context of healthcare where confirming the patient has been notified is critical.

Question 8

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

Accepted Answer

Regularly checking your office email and emptying any unwanted messages is a good practice for managing e-mail. It helps in keeping your inbox organized and reduces the risk of missing important communications. It also helps in managing storage space and ensuring data protection by removing unnecessary or sensitive information that doesn't need to be retained.

Question 9

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

Accepted Answer

The answer of Address ________ printed from a computerized mailing...

Question 10

If you want an item delivered as soon as it reaches the recipient's post office, use ____.

Accepted Answer

Special delivery is a service that ensures an item is delivered as soon as it reaches the recipient's post office, offering a faster and more direct delivery than standard options.

Question 11

Regular mail service includes first-class, Parcel Post, Priority, and ____ mail.

Accepted Answer

Express mail is a type of regular mail service that offers expedited delivery.

Question 12

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

Accepted Answer

Registered mail is used for sending valuable or irreplaceable items because it offers the highest level of security through detailed tracking and handling procedures.

Question 13

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

Accepted Answer

Certified mail requires the postal carrier to obtain a signature when the item is delivered.

Question 14

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

Accepted Answer

The answer of Letterhead paper that has a(n) ________ is...

Question 15

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?

Accepted Answer

B is the best response because it reminds Maria of the office policy regarding email monitoring, which is relevant and important in a professional setting.

Question 16

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

Accepted Answer

Annotating is the process of adding notes or comments to a text, which is often done when reading incoming mail to highlight key points or suggest actions.

Question 17

The first step in processing incoming mail is to _____ it.

Accepted Answer

The first step in processing incoming mail is to sort it. Sorting involves categorizing the mail based on its purpose, urgency, or recipient, which helps in efficient handling and distribution.

Question 18

United Parcel Service (UPS) delivers ____.

Accepted Answer

UPS is known for delivering packages and providing overnight letter express services, catering to both domestic and international shipping needs.

Question 19

The steps in processing mail involve sorting, recording, annotating, and ____.

Accepted Answer

The correct step that follows sorting, recording, and annotating in processing mail is distributing. This involves delivering the mail to the intended recipients or departments.

Question 20

Envelopes that have a transparent window are used for ________ and statements.

Accepted Answer

The answer of Envelopes that have a transparent window are...

Quiz 10: Written and Electronic Communication