Deck 43: Mail

Question 1

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

A) Staple the letter to the envelope
B) Initial the letter or piece of mail
C) Sort it depending on the intended recipient
D) Stamp it with the date stamp in the upper right-hand corner

Answer 1

Stamp it with the date stamp in the upper right-hand corner

Question 2

Basic Keyboarding/Computer Concepts

Answer 2

not answered

Question 3

Recognize fundamental writing skills

Answer 3

not answered

Question 4

Organize technical information and summaries

Question 5

Discuss applications of electronic technology in effective communication

Question 6

What classification of mail would most likely be used to send the Journal of the American Medical Association to the physician's office?

A) Media Mail
B) Parcel Post
C) Standard Mail
D) First-Class Mail

Question 7

Identify safety techniques that can be used to prevent accidents and maintain a safe work environment

Question 8

Define both medical terms and abbreviations related to all body systems

Question 9

Medical Office Business Procedures/Management

Question 10

Which of the following items would most likely be insured if sent through the mail?

A) A piece of jewelry sent as a gift
B) Income tax forms for one of the office physicians
C) A copy of a patient's medical record being sent to an attorney
D) An article by the physician being submitted to a medical journal

Question 11

If a letter to a physician concerns a patient, what should the medical assistant do before giving it to the physician?

A) Attach the letter to the patient's paper medical record
B) Place the letter in a special pile separate from other correspondence
C) Place the date of the patient's last visit in red next to the patient's name
D) Place the letter on top of all other correspondence so that the physician will see it first

Question 12

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

A) Certified Mail
B) Special Handling
C) Collect on Delivery (COD)
D) None of the above

Question 13

When a letter must reach its destination within 24 hours, how should it be sent?

A) Media Mail
B) Priority Mail
C) Express Mail
D) First-Class Mail

Question 14

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

A) All mail except First-Class letters
B) All letters except those marked "personal" or "confidential"
C) All letters received by the practice
D) All mail addressed to the medical office, but not letters with the physician's name on the recipient line or the attention line

Question 15

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

A) Certified Mail
B) Special Handling
C) Restricted Delivery
D) Signature Confirmation

Question 16

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

A) Sort it
B) Open it
C) Log it in
D) Annotate it

Question 17

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

A) Parcel Post
B) Media Mail
C) First-Class Mail
D) Bound printed matter

Question 18

How many digits are there in a traditional ZIP code?

A) Two
B) Five
C) Four
D) Three

Question 19

Which type of correspondence is best sent by Certified Mail with Return Receipt requested?

A) Fragile items with a high dollar value
B) Patient records needed by another physician
C) Payment to a supplier of office forms
D) Letter informing a patient that he should find a new physician because he has missed several appointments
E) All of the above

Question 20

The physician's office has a letter weighing 12 ounces to mail. How should this letter be sent?

A) Parcel Post
B) Priority Mail
C) Express Mail
D) First-Class Mail

Question 21

How can postage be purchased for a postage meter?

A) By mail order
B) Only by going to the post office
C) By telephone, using the Internet, or by going to the post office
D) Automatic bank withdrawals are set up for a predetermined amount each month

Question 22

How does the medical office obtain a postage meter?

A) Purchase the meter from the local post office.
B) Purchase the meter from an approved vendor.
C) Rent or lease the meter from an approved vendor.
D) Rent or lease the meter from the local post office.

Question 23

If an optional attention line is used in addition to the recipient line, where should it be placed?

A) Just below the recipient line
B) As the top or first line of the address
C) Below and to the left of the recipient's address
D) Just below the return address in the upper left corner of the envelope

Question 24

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

A) Weigh items on a postal scale and then look up postage at the USPS Web site.
B) Use an online mailing service, because it is not necessary to weigh items for mailing.
C) Place one first-class stamp on letters of two pages or less and bring other items to the post office.
D) Place two first-class stamps on all letters, and set packages aside for a weekly trip to the post office.

Question 25

Where should special directions such as "personal" or "confidential" be placed?

A) Below the return address
B) Directly above the address
C) On the left side of the envelope
D) In the bottom left of the envelope

Question 26

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

A) Printing postage
B) Arranging for a return receipt
C) Arranging for delivery confirmation
D) Purchasing insurance and printing form
E) All of the above

Question 27

If a medical assistant has been asked by a physician to annotate letters and reports, he or she will underline or highlight any abnormal values on laboratory results.

Question 28

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

A) Wearing hair pulled back from the face
B) Unplugging the meter before clearing a paper jam
C) Keeping everything from covering the ventilation slots
D) Touching one of the moving parts while the machine is operating

Question 29

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

A) If the office uses special services frequently
B) If the office often mails packages using parcel post
C) If the office mails a large volume of patient bills weekly
D) An online postage service is always more efficient than a postage meter

Question 30

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

A) If the office does not have a typewriter
B) In order to use a #10 business envelope
C) When it is a mailing consisting of several pieces
D) If the completed letter and envelope will weigh less than 11 ounces

Question 31

What is the primary purpose of a postage meter?

A) To weigh envelopes
B) To ensure envelopes are the correct size
C) To count the number of pieces being mailed
D) To print postage on envelopes or tape strips

Question 32

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

A) In order of the date of the letter
B) Alphabetically by the patient's name
C) Depending on the source of the letters or reports (from patients, hospitals, laboratories, etc.)
D) None of the above-mail can be presented in the order it was opened

Question 33

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

A) A patient bill containing one sheet of paper
B) An order for supplies containing one order form
C) A one-page letter with three pages of attachments
D) A consultation letter containing two sheets of paper
E) All of the above

Question 34

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

A) To insert in a #10 envelope.
B) To insert in a #6¾ envelope.
C) To insert in a manila envelope.
D) It is not necessary to do this for common envelope sizes.

Question 35

Return Receipt is preferred to Signature Confirmation as evidence of delivery of mail, because the return post card will be sent automatically

Question 36

The five-digit ZIP code identifies a specific delivery area such as a city block or office building.

Question 37

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

A) Capitalize all letters and use no punctuation.
B) Capitalize all letters except for the street address.
C) Use both upper- and lowercase letters and use no punctuation.
D) Use both upper- and lowercase letters with a comma between the city and the state.

Question 38

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

A) A number 6¾ envelope
B) A large manila envelope
C) A business window envelope
D) None of the above

Question 39

What information is included on the delivery address line of an address?

A) The city, state, and ZIP code
B) The apartment number or suite number
C) The street address, post office box, or rural route number
D) The name of the individual in a company who should receive the letter

Question 40

What is necessary in order to use a window envelope?

A) The item to be mailed must contain a postal bar code.
B) The item to be mailed must be printed by the computer.
C) The item to be mailed must not contain confidential information.
D) The item to be mailed must have the name and address of the recipient in the correct position.
E) All of the above.

Question 41

Medical offices usually add barcodes to letters and presort mail in order to receive lower postage rates.

Question 42

Some postage meters only print postage, whereas other types of postage meters and weigh letters, seal the envelopes and add postage.

Question 43

When several envelopes must be prepared, it is most common to print them from the manual feed tray of the printer.

Question 44

When adding the address to an envelope for mailing, all lines of the address should be formatted with a uniform left margin.

Question 45

A patient statement to be placed in a window envelope will be folded in exactly the same manner as a letter to be placed in a #10 envelope.

Question 46

A letter mailed in a square envelope requires more postage than a letter mailed in a #10 envelope even if it weighs the same amount.

Question 47

Using an online postage service requires a postal scale which can be integrated with the computer software to calculate postage.