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									           AMA122 handouts Name _____________________________ 2012


AMA 122 Correspondence Procedures

Correspondence, Postage, and Faxing

1) Your Business Correspondence assignment is to create a business letter from Dr
Bones to Dr Myelin. Make up the address and phone numbers as necessary.

“PT: Henry Hansen

1/4/09 RV following treatment for fx of the left wrist. The cast was removed last
week. The skin texture and turgor are returning to normal. Range of motion has
increased with physical therapy, and strength is slightly improved at -4/5. PLAN
Continue Whirlpool and ROM exercises. RV 4 weeks. Dr Thomas Bones, DO”



Use the information in the chart note above. Make 3 copies of this letter. One to
fax, one for a #10 envelope, one for a smaller envelope. Look at the check-off
sheets for additional information.

2) Postage Completely address the above envelopes. Include correct 1st class
postage (draw me a stamp with correct postage).

3) Fax assignment Create a fax cover letter. Read through the check-off. Show
the instructor (Meredith) how to fax a letter (30 seconds or less, sound effects for
entertainment).




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              AMA122 handouts Name _____________________________ 2012


AMA 122 Filing Exercise 2012                Name ________________________________

  1. Underline the Key Unit (legal last name).
  2. Circle any cross-references needed to find the chart. When in doubt: overcross reference.
  3. Alphabetize this list.

___John Van der Pol

___Maria de Santos

___Rhonda O’Neil

___Robert Oneill

___Merlin MacCollin

___Marilyn Mc Colin

___Jamie Norwick-Smith

___Phong Nuygen

___Wu-Hua Ling

___Janice DeSantos

___Adib al Gebru

___Ann al Grebu

___Angel Norwick Smith

___Jahn Vanderpol

___Leslie Janee Luz Santos

___Meredith Crichton
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              AMA122 handouts Name _____________________________ 2012


Color Scan   Wait until the demonstration to do this exercise

If your patient’s name were:                 Chart color        Filed under what section

Sandu Rhodan

Winter Phoenix

Phong Nuygen

George De Santos

Maryann Louise Mariscos

Johnjacob Lingerweimer-Smith

Uraguay Marcos

Numeric Filing______________________________________________________

125558

305599

258666

105588

Terminal Digit Numeric Filing____________________________________________

125558

305599

258666

105588



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              AMA122 handouts Name _____________________________ 2012


HIPAA Outline/ Assignment AMA 122          : fill out during demo and hand in

The least you need to know.

Health Insurance Portability and Accountability Act

PHI: _______________________________________________

Each office must take “reasonable steps”

1)

2)

3)

4)

5)

Patients have rights:

1) Right to

2) Right to

3) Right to

4) Right to



5) Right to



6) Right to

Penalties :

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             AMA122 handouts Name _____________________________ 2012


1) Don’t kill the patient.



2) When in doubt get an authorization signed.



3) Be suspicious.



4) Common Courtesy. Common Sense.



5) Small World.



6) Help other people be HIPAA compliant.



7) Minimum Necessary



8) When the system Fails



Take multiple choice test in class, questions welcome.




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                    AMA122 handouts Name _____________________________ 2012


   Name ___________________________ Date __________________ Time ____

Respond to and Initiate Written Communications (3c1a)         Preparing and Composing a Business Letter
Task: Respond to and initiate written communications by composing and preparing a business letter to be mailed.Equipment/Supplies: typewriter
or computer, envelopes, letterhead, paperclip, recipient’s address.

Standards: Given the needed supplies or equipment, the student will perform this skill with _____% accuracy in a total of _____ minutes. (Your
instructor will tell you what the percentage and time limits will be before you begin.)

Conditions: The student will perform this task under the conditions described in the procedure steps that follow. Key: Important = 5   Essential =
10 Critical = 15 (Automatic failure results if any critical tasks are omitted or performed incorrectly)

Procedure Steps
_____ 10 1. Gather all supplies

_____   10    2. Choose appropriate letter format per office policy

_____    10   3. Prepare a rough draft of the letter using typewriter or computer

_____   15    4. Key the date 2-4 spaces below the letterhead, writing out completely

_____   15    5. Key recipient’s name and address 4 spaces below the date

_____   15    6. Key salutation line 3 lines below address

_____   15    7. Key subject line 2 lines below salutation

_____   15    8. Begin the body of the letter 2 lines below subject line, single space between sentences, double space between paragraphs

_____   15    9. Key the complimentary closure 2 lines below the body of the letter

_____   15 10. Key the signature 4 to 6 lines below the complimentary closure

_____   15 11. Key the reference initials 2 lines below the signature

_____   15 12. Key the enclosure or carbon copy line 2 lines below the reference initials

_____   15 13. Edit draft using the computer grammar and spell check function

_____   10 14. make all corrections identified during the editing step then print out the letter.

_____   15 15. Prepare the envelope and attach to letter with a paperclip and place on

   provider’s desk to be signed    Calculation

Total Points Earned: _____ Total Possible Points: _205_      ___Pass ___ Fail

    Student Signature __________________________________ Date _____________________

    Instructor Signature _________________________________Date _____________________

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                  AMA122 handouts Name _____________________________ 2012


   Name ___________________________ Date __________________ Time ____

Respond to and Initiate Written Communications (3c1a)                                Addressing Envelopes
Task: Respond to and initiate written communications by addressing an envelope to mail.Equipment/Supplies: typewriter
or computer, envelopes, recipient’s address.Standards: Given the needed supplies or equipment, the student will perform this
skill with _____% accuracy in a total of _____ minutes. (Your instructor will tell you what the percentage and time limits will be before
you begin.)Conditions: The student will perform this task under the conditions described in the procedure steps that
follow. Key: Important = 5 Essential = 10 Critical = 15 (Automatic failure results if any critical tasks are omitted or performed
incorrectly)

Procedure Steps
_____      10    1. Gather all supplies (photo)

_____      15    2. Choose appropriate envelope size

_____      10    3. Choose the envelope or label format on the computer or the typewriter

_____ 15       4. Using United States Postal Regulations, key the address in the proper area, 5/8 to 2 ¾ inches from the
bottom of the envelope with 1 inch on each side

_____ 10         5. If preprinted envelopes are not used, key in the return address in the top left corner of the envelope

_____      15    6. Proofread the envelope and make corrections as necessary

Calculation
Total Possible Points: _75__

Total Points Earned: _____

      Pass                    Comments:
      Fail




     Student Signature __________________________________ Date _____________________

     Instructor Signature _________________________________Date _____________________




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                     AMA122 handouts Name _____________________________ 2012


   Name ___________________________ Date __________________ Time ____

Respond to and Initiate Written Communications (3c1a)                        Folding Letters for Envelopes

Task: Respond to and initiate written communications by folding letters appropriately for the correct size envelope.

Equipment/Supplies: typewriter or computer, envelopes, letter to be mailed, postage, moistener.

Standards: Given the needed supplies or equipment, the student will perform this skill with _____% accuracy in a total of _____ minutes. (Your
instructor will tell you what the percentage and time limits will be before you begin.)

Conditions: The student will perform this task under the conditions described in the procedure steps that follow.

Key: Important = 5   Essential = 10 Critical = 15 (Automatic failure results if any critical tasks are omitted or performed incorrectly)

Procedure Steps
_____ 10   1. Gather all supplies

_____   10     2. Choose the appropriate envelope

_____   15     3. For a No. 10 envelope, place the letter face up and fold the bottom 1/3 of the letter up

_____   15     4. Fold down the top 1/3 of the letter down

_____   15     5. For a No. 6 ¾ envelope, place the letter face up and fold bottom upwards, leaving about ½ inch at the top

_____   15     6. Lay this flat and fold the left side towards the right 1/3 of the way

_____   15     7. Now fold the right side towards the left about 1/3 of the way leaving about ½ inch at the right side

_____   15     8. For a window envelope, place the letter face down and fold the top 1/3 of the letter down

_____   15     9. Fold the bottom 1/3 of the letter under, turning over to be sure that address is showing

_____   15    10. For all types, after folding, insert the letter into the envelope, being sure the address shows on the window envelope.

_____   10    11. Seal the envelope

_____   10    12. Affix proper postage to the envelope either using stamps or the office postage meter.

Calculation
Total Possible Points: _160_Total Points Earned: _____        _____Pass _____Fail

Student Signature __________________________________ Date _____________________

 Instructor Signature _________________________________Date _____________________


                  Comments:




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                     AMA122 handouts Name _____________________________ 2012



   Name ___________________________ Date __________________ Time ____

Identify and Respond to Issues of Confidentiality (3c2a)                           Preparing and Sending a Fax
Task: Respond to and initiate written communications by preparing and sending a fax.

Equipment/Supplies: fax machine, documents to be faxed, patient chart, pen.

Standards: Given the needed supplies or equipment, the student will perform this skill with _____% accuracy in a total of _____ minutes. (Your
instructor will tell you what the percentage and time limits will be before you begin.)

Conditions: The student will perform this task under the conditions described in the procedure steps that follow.

Key: Important = 5    Essential = 10 Critical = 15 (Automatic failure results if any critical tasks are omitted or performed incorrectly)

Procedure Steps
_____ 10   1. Gather all supplies (photo)

_____ 15        2. Prepare a cover sheet being sure to include the names of the sender and receiver as well as the number of pages, any notes and
a confidentiality statement

_____   15      3. Gather the medical records or other information to be faxed and place the cover sheet on top

_____   15      4. Place the documents appropriately in the fax machine

_____   15      5. Dial the number you are faxing to

_____   15      6. Press send or start

_____   10      7. When the faxing is complete and all documents have passed through the fax, press the button that requests a receipt

_____   15      8. Check the machine for the fax status

_____   15      9. Remove the documents from the machine and replace in patient’s chart being sure to document, as per HIPAA, your fax in the
chart

Calculation
Total Possible Points: _125_

Total Points Earned: _____

        Pass                      Comments:
        Fail


Student Signature __________________________________ Date _____________________

Instructor Signature _________________________________Date _____________________


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