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WRITTEN COMMUNICATIONS. Types of Written Communications. Letters to patients Thank you for referral Sympathy card Letter of appreciation Birthday and holiday greeting. Types of Written Communications. Collection Most send 30-, 60-, and 90-day notices
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Types of Written Communications • Letters to patients • Thank you for referral • Sympathy card • Letter of appreciation • Birthday and holiday greeting
Types of Written Communications • Collection • Most send 30-, 60-, and 90-day notices • Then a certified letter with a 10-day warning • Then send to collection
Types of Written Communications • Newsletters
Stationery Supplies • Select a good quality bond paper for the office letterhead • A color theme in stationery supplies can set the tone for the office • An alternative to purchasing stationery is to create a template in word processing
Factors to Consider inWritten Communications • Use correct grammar • Use appropriate business punctuation • Use technical language sparingly when communicating with lay person • Eliminate words that say nothing • Vary sentence length and sentence structure • Put the reader in the sentences • Use positive words
Characteristics of an Effective Letter • Neatness • Organized thoughts and delivery • Positive attitude • Use helpful and caring phrases • Use of the team approach • Focus on the patient • Say "we" and not "I"
Parts of a Business Letter • Date line • For full pages, about 2 inches below the lowest letterhead line • Current trend is toward left side of page • Inside address • Includes same information as the envelope • A matching envelope can be printed with software programs
Full block style [Your Name / Company Name] • [Title (Optional)] • [Address] • [Tel] • [E-mail • December 21, 2012. • [Recipient’s Name] • [Title (Optional)] • Dear :
Parts of a Business Letter • Inside address/envelope • Do not put both Dr. and the degree • Use two letters for the state in capital letters • Use two spaces before the ZIP code • Salutation • One double space below the inside address • Body of letter • Message • Complimentary close • One double space below end of body of letter • Directly below the date
Parts of a Business Letter • Keyed Signature • Four lines below complimentary close • Reference Initials • Doctor's initials capitalized, then typist'sin lower case
Parts of a Business Letter • Attention line • To indicate that the writer prefers the letter be directed to an individual • Subject line • Typed and double spaced after the salutation followed by a double space before continuing with the body of the letter • May be typed in all capital letters, in capital and lowercase, or be underlined
Parts of a Business Letter • Enclosures • When the letter mentions that items are enclosed or attached • Typed a double space below the reference initials, even with the left margin
Capitalization • Common usage • The first word of every sentence should be capitalized • The first word of a complete direct quotation should be capitalized • The first word of a salutation and all nouns used in the salutation should be capitalized • The first word in a complimentary close should be capitalized • All proper names should be capitalized
Preparing an Effective Letter • Collect Information • What it is about and to whom it is being sent • Examples are letters of referral and inquiry • Make An Outline • Creates an organization and framework • Develop the letter • First paragraph sets tone and gets attention • Go from general to specific • Review and revise the letter • Evaluate for clarity by re-reading
