Signature Block Promotion Letter to Employee Made Easy

Signature block promotion letter to employee

alright guys so this lecture is about technology written communication in the medical office this is getting started this is the start of getting into the skills that you're going to use every day we talked a lot about you as a student how to interact with patients and now medicine and law medicine and ethics that type of thing now we're really getting into the hands-on applications of medical office skills so some things we're going to talk about today we need to talk about a vocab as always we're gonna hit on every every time I talk it has to do with some vocabulary stuff will explain what personal computer is and identify input and output hardware for personal computers will identify internal computer components secondary storage devices and network and internet access devices will explain how to maintain computer hardware and identify the principles of ergonomics that apply to a computer or workstation then we need to be able to differentiate between system software and application software electronic medical records and practice management system and then we need to explain the importance of data backup and other computer network security activities performed in the healthcare setting and discuss applications of the electronic technology and then we're going to get into some written communication stuff being able to recognize the elements of fundamental writing skills explain the guidelines for using capitalization numbers and punctuation in the business communication describe each component of professional business letters summarize the format's of business letters and memos and compose professional correspondences unz electronic technology and that is actually going to be your assignment for this lesson so let's get started here so electronical the electronic technology in the medical office now there's many different types and different things that we use in the medical office but mainly the most important one is that medical software some benefits about medical software it reduces prices it saves time and the main thing is so so reduced prices so the reduced price of computer hardware in these in time these machines save make them well worth your investment in the medical office but you need to be able to understand the capabilities other computers and different technology tools you're using in your medical office so medical assistants need more than just computer literacy in the physician's office you need to understand what computers are capable of and how those machines work and that's really what we're gonna talk about today through this first part of this lecture now it is a long lecture so please you know bear with me we will get through it together so personal computer hard workers so personal computer is a relatively inexpensive piece of hardware that is used by a single person to be desktop it could be a laptop something along those lines there's two different types of hardware there's system hardware and that is the stuff that comes on it okay the stuff that makes the computer go so electronic processing devices it's an electronic processing device that except stores and processes data so laptop computers have evolved over the years into thinner lighter weight models with more functionality you might see those in the medical office more or less it's gonna be a desktop computer where you are seated many new computers have touchscreen panels you might be dealing with some touchscreen computers you know and that's just an added benefit and here's basically what a touchscreen panel looks like a lot of laptops nowadays come with this so this tablet computer and other new computers have touchscreen panels that allow the user to enter data easy eat more easily so you can just touch on the screen and go from there kind of like this whiteboard though that we use here so input devices an input device is a peripheral hardware that allows the user to provide data to the computer now those types of input devices could be like a keyboard so keyboards are the most common type of input device if you type into the computer keep then you have Mouse and other pointing devices so that put inputs data into the computer as well like I said it could be touchscreens so there's a couple different types of touchscreens okay there's resistive touchscreen and a cap capacitive touchscreen so a resistive touchscreen responds to the touch to almost anything that can generate pressure a capacitive touchscreen responds to the electrical characteristics of a finger that I've found in smartphones and other like devices if you try to touch your smartphone with a pencil it's not gonna read it but if you touch it with your finger it reads those electrical characteristics of our fingers there's also acoustic wave touchscreens and this is a kind of touchscreen that responds to inaudible waves of sound that is created in a screen on the screen from a finger alright so those are just a couple different things don't really need to know too too much about those just wanted to educate you a little bit about that and then you have webcams and microphones and microphones can be used to dictate notes into patient's health records so those can really be used in the medical office and then of course scanners and signature pads and in the ambulatory care setting signature pads are used in the reception area patients sign the signature pad and the signatures are imported into their EHR or they or their electronic health record as I part of the patient's permanent health record and then you have output devices so this is basically the data that was entered into the computer where the input devices are processed by the computer and displayed using output devices now that could be like your computer monitor that you're looking at now so the higher number of pixels used in a monitor the clearer the image is so like a 1080p that's a high resolution or a high pixel content so that will come out with a clearer picture and then you have printers and speakers as well those all output information from the computer so let's get into the internal components a little bit of the computer here so for a desktop computer the internal components are found in the tower or the case it's what your screens are sitting on that is the tower or the case okay guys so the central processing unit is also known as the brains of the computer then you have random access memory or a tram okay and that is the working memory of the computer so that's where you store all your data and then you have your hard disk drive that reads and writes on hard disks like your CD drive so a solid-state drive is a more expansive expensive than a hard a hard disk drive and it is not affected by magnetism that's the difference between an HDD and an SSD alright so most desktops and laptops have a number of USB ports where you can plug in numerous output device and that's all included into the motherboard and that's a platform where all internal computer parts attach including the primary memory the hard drive optical drives sound and video cards and ports as well well that is what your motherboard is some secondary storage components or devices guys so without a storage device the computer would be considered a dumb terminal okay you wouldn't be able to do anything or stored anything on it so you need to have secondary storage devices and these permanently store data until they are replaced or deleted by the user so there's about many different types okay there's a magnetic which is your internal hard drive or portable hard drives and then you have optical which could be like a blu-ray disc cutter or CD or DVD and then you have flash which are like jump drives USB drives memory sticks those types of things so besides storage Hardware the use of cloud storage has become more popular such as iCloud where you can upload things to this cloud in the internet world and you can access that from anywhere so the capacity of storage devices must be considered when doing that just like anything like your phone storage things like that now let's get into network and internet access devices okay so all computers and output devices in healthcare facility are usually connected to the clinical network or which is called a local area network or a LAN so some healthcare facilities at it that have clinics at a distance may use a wide area network or a van waes technology and that consists of two or more local area networks or LANs okay so a router I'm sorry on the wrong side years yeah so a router may be used to allow multiple devices on the same network okay that's where you provide that wireless Internet access here at job core all of our computers are connected into the wall they are not Wireless and then medical office must subscribe to an Internet service provider and be connected to a modem so you have to pay for internet access and have a modem to access the internet as well maintaining computer hardware so the medical assistant must maintain the computer hardware that is part of your job so the maintenance level depends on the size of the medical office and whether in the medical office information technology or external support so if they have an IT program at your office you might not have to maintain the computers as much however if you're a small clinic you will have to maintain computers more often so all computers and peripheral devices should be located on a stable even service away from heat services liquids and food should be kept away from all the vices and you to remove dirt from the keyboard turn the keyboard upside down and gently shake or use those compressed air dusters so a CD or a disc that is handled with should be handled with care grabs the outer edges or the center hole never just clamp on that CD and get your fingerprints all over at that proof that promotes scratching and things like that so keep disks and flash tracks out of sunlight and extreme heat you don't want to damage those discs so the computer ergonomic workstation okay so economics is the field of study that involves reducing strain on injuries by improving workstation designs so it is important to arrange your workstation correctly the torso the torso and the neck should be vertical and inline you don't want to be crunched over and putting your neck out of string for standing workstations your legs torso head and neck should all be in a vertical line okay you shouldn't be off to the side or you know bent over all the time so it's important to change positions about every 30 minutes and that's especially for you guys to get up and stretch and move around so that you are not improving or promoting stress on your body and preventing repetitive stress injuries is important for all computer users because that's what we do all the time we're constantly on the computers so we want to prevent those stress injuries so here's an example of good a good computer workstation economic all right so you have many different things so medical assistants should use organ amelie correct emergency agent to prevent repetitive stress injuries as we talked about so some equipment helps create this type of workstation and that includes a footrest as you can see here it helps with the angle of her feet an armrest on her chair yeah which is see here the armrest on her chair you have your lumbar support in your chair coming around there and then you have your document holder right there which is putting at a high level so you're not constantly having to look down that's why we have your book holders here as well and then your wrist your wrist rest so we don't have those here but it is a thing that goes underneath by your wrist so that your wrists are not as such angle when you're a typing so those are some great tools to look at so some of the things you need to have your top your minor should adjust view below your eye level your torso and neck should be in a vertical line as you can see here they're all lined up your back press support position to support the back your lumbar support it's in the small of the back and then your seat pan height so that should be adjusted so that your feet are flat on the floor or the footrest okay you see a 90 degree angle right around here on her knees as well that's a good organ on correct workstation excuse me I'm so software used in the medical office so software or another term for that could be programmed is it's basically a set of instructions that operate and perform different tasks now there are two main categories for software there's system software now system software is a collection of programs that operate and control the computer operating systems and utility software are two types of citizen system software's and then you have application software's and application software allow the user or other application programs to perform specific tasks so database software allows the user to work with large amounts of data stored in a program so software used in the medical office continued the EMR which is the EO an electronic medical record what's a digital version of the paper paper medical record so they've taken these charts these paper medical records okay they've taken these paper medical records and they've replaced them with electronic medical records so EMRs and EHRs are often used interchangeably when patient's records becoming electronic are computerized they were called electronic medical records therefore you got the EMR acronym EHR allows sharing of an with providers at an outside facility so EMR is within your facility EHR is shared within multiple facilities so I just told you the difference between EMR and EHR so computer network security so the electronic security is becoming more important in today's society since we do everything online and on the social media aspect so some comic network security procedures by employees include like off the off the authorizing who it is okay frequent password changes logging out on a network when leaving the workstation those are just some common and I'm security tasks that you guys can do but most clinics also need to comply with meaningful use requirements so administrators and work employees at work work together to keep the computer in network safe so prevent other users from seeing information on the screen computer users can apply a privacy filter on the monitors and that that stops other people looking at trying to look over your shoulder as seen your computer screen so you have to be seated directly in front of the computer to see what is going on so administrators also have additional security responsibilities so for example a firewall and that firewall is a program or a hardware device that acts as a barrier or a filter between the network and the Internet and then you have a Christian an encryption software is used to encode or change the information into non readable or encrypted data healthcare agencies IT department managed audit trails and then I see departments also perform security risk analysis as well so they secure your risk analysis is a potential threats of network breaches are identified and action plans that are instituted to prevent these breaches and that's why they do those analysis and then you must it's also important to perform backup procedures so backup is a process in which the network files are copied and the copy is stored in a secure off-site location so if you had a computer crashes you know everything went up in flames there was an earthquake a hurricane something along those lines you still have a copy of all that information I don't know site so some technology advances in the healthcare so we have an example here Bluetooth headsets that are helpful for receptionist and other healthcare facilities to commonly have to make or answer phone calls so that these if you just put them on your head you want to adjust it so that the the mouthpiece is about an inch from your mouth that way you can still talk on the phone and work at your computer station and free of your hands at all times so these are an excellent tool in the medical office if you have this in the switchboard room so when you get in the switchboard room practice using it because it is a nice and beneficial tool some more technology advances all right you can have sign-in sheets that are being replaced with signing kiosks so now instead of going in and signing in on piece of paper you can either sign in on a computer or a tablet or something along those lines clinics are using wristbands with barcodes now okay so that they can correctly identify patients we've all been there we've all gone to the hospital and had that that wristband put on now medical labs and ambulatory surgery centers and walking clinics are using patient tracking systems and then some clinics are using work hub wireless mobile workstations where they come into your exam room with like an iPad and they are doing everything on there so some clinics use wireless mobile workstations does its computer on wheels or workstation on wheels or like I said which are basically those iPads okay point-of-care tools and apps are available for providers to use with exam rooms and with patients and he prescribing allows providers to sense prescriptions electronically instead of having to send them or deliver them by mail so with all these advances and technology and medical assistance need to remain flexible and willing to adapt to changes in the workplace because all these changes that are happening all the time you know there's always advances in technology so you have to be ready to take upon any task so that basically ends the section on technology in the workplace now we are getting into the part of written communication we're really going to get time into something glish here and then some logistics when it comes to mail and writing letters and things like that so if you look on page 112 in your textbook okay let me flip there on the left hand side you're gonna see a table table 8 3 which is the parts of speech which is the same one that is up here on my screen so medical assistants commonly compose emails and letters to patients and readers so it's important to know all the parts of speech and be able to correctly identify and write so I'll go over a few of these but I really want you to look into it dive into it and really educate yourself so a noun is a person place or thing so for an example you could have a computer so an example of that would be the medical assistant used the computer the computer would be a noun in that sentence a verb is a word or phrase that shows an action or a state of being so an example of that could be greeted alright so the page be a receptionist greeted the patient get greeted was the verb in that sentence so medical assistants need to know how to correctly compose a letter and message to others that's why this is so important here guys now if you continue on down on page 113 you're gonna see table 8 point 5 and this is commonly confused words it is important that the reader understands the language used so this table helps differentiate between different types of words that are commonly confused again read through this educate yourself I don't want it I don't want to drag this presentation along forever you can do this part and it's also hard to see on here so and then I'll again on page 813 or sorry 113 table 8.6 we're using common homonyms so it is a homonym is something that sounds the same but meaning different so you know look at those educate yourself guys really it's really important so capitalization numbers and punctuation so the first letter of the word in a sentence or a question should be capitalized the pronoun I should always be capitalized the first letter of proper nouns such as names or places should always be capitalized and then spell out all numbers at the beginning of a sentence okay so if you start the sentence with three you're not just gonna put the number three you're gonna spell it out so I said this can end with one of three types of punctuation marks a period a question mark for an exclamation point so that's important to know as well commas so if you look on page 114 you're gonna see a table that is for the use of commas so commas are used in written punctuation sumit semicolons are used for certain words for example however therefore for example and when separated two complete sentences in a series and then a colon is used to introduce a series of items so to reduce the risk of errors the medical assistant should check the grammar and proofread the document before sending out to the recipient you are composing and writing professional letters emails memos all the time guys so it's really important that it is grammatically correct so take the time to look it over and double check your work now let's get into parts of a professional letter okay so a professional letter is produce on an eight-and-a-half by eleven paper or a letterhead that is your common size paper that is a sheet of paper that is what all professional letters are produced done and it typically has 1-inch margins on all four sides so there's there's four there's many parts to a medical or a professional letter some of them are the sender's address okay that is your address you're sending it from your clinic do you need to put the address on there the date the inside address that's who you're sending it to and then a reference line or example alright so if we get into the next day so whenever you're doing with addresses if you look on page 115 there are u.s. postal service standards sheet suffixes and abbreviations so if you live on an Avenue ok the abbreviation is a ve or if you're sending it to a bypass or a circle ok a bypassing to be byp a circle would be Cir so those are all abbreviations that are acceptable by the US Postal Service so you don't have to write out the entire address so then you have salutations which is like Dear John or dear mrs. Smith your subject line your body of your letter that's that's really the the core of the whole purpose of the letter you have your closing your signature block your a notation and your continuation pages if you have a letter that requires more than one page the subsequent pages or the pages that follow the first page shouldn't should be on paper that matches the letter but does not have the letterhead printing so you only want to use your clinical your clinics letterhead on the front page all the page after that can be on regular paper so we're gonna talk about the parts of a medical letter this is on page 116 and we can see everything here so you have the sender's address in the header of the document that's like your letterhead okay your date your inside address who you're sending this to your salutation this one says dear miss Tapia and then you have your body of your letter which is really what the letter is about you know have your closing which is like sincerely your signature block shows your name your references and your copy notation is all following that so if you look on page 118 in your textbook now guys there's lots of stuff to look at in this page in this book okay you could sit look at business letter formats and this gives you different types of business letters and it's important to know the difference between the two because you will have be asked questions like this on your CMA exam at the end of the course so there are three main formats to be used to compose a business letter they are full block format modified block format and semi block format and we'll talk about all those in a minute so for your assignment for this section you're going to need to compose professional correspondences using electronical electronic technology to compose a business letter as well as an email all right so it's important to know the different styles of formats and in order to be able to do that so this is on page 119 an example of a full block letter text or a full block letter format and you can notice here that the main thing about the full block letter is that they are all all the elements of the letter are justified or they are on the left-hand side of the page so everything is pushed to the left there's no indentation for the paragraphs everything is on that left-hand side so if you look at the next one the modified block letter format which is on page 120 in your textbook you can show that the modified block letter format showing the date the closing and the signature block here those three items are centered or their they start at the center point of the document so this is the center of the page after that that is where those three items start so they're not all left justified anymore the date the closing and the signature line all started at the center point and then you have semi block format which is on page 121 this can also be called modify block with indented paragraphs so this letter you use this write justification for the date closing a signature block here so not the center not on the left these three things are aligned on the right hand side those so those are three basic types of professional letters so it's important to know them and to know the differences of them because you will be asked those on your seat and a exam so letter templates so using one of the businesses letter formats the medical assistant can design a letter template all right so instead of having to write this over and over again you know this you can just kind of plug in different names and different information and it'll help save you time as well so use practice management software to merge patient data into the letter template to prove to create an individualized letter you can also mail merge these things which we will talk about later on when we get into mailing okay so this is an efficient way to provide customer friendly document for the patient without having to type every single one out individually so preparing a letter for delivery this is important guys you you are asking a lot of questions about mailing and mailing procedures in the CMA exam so business letters should be enclosed in business size envelopes so to ensure timely did so so this is a business size envelope I wrote the number 10 on here because that is the the number that is the name of the envelope this is a number 10 style envelope an example is another example is that number 6 and 3/4 type envelope so you can see the difference this is the one that is most commonly used in the medical office whenever you are sending letters out to patients or any type of communication outside the office of small so generally this one this one can be used for like cards or updates or things like that into some more non formal things so to ensure a timely delivery of your mail type the envelope using simple black font of at least 10 points size put one space between the city and state and two spaces between the state and zip code so use zip code plus the floor code as often as possible and only use approved US Postal Service abbreviations which we talked about earlier so do not put anything below the last line of the delivery address on your your letter here so here's an example on page 122 of your textbook of a a letter that is correctly written out so you can see here your return address is in the upper left hand corner of your envelope and use the same format as the delivery address so your delivery address down here you have your recipients name the company name we would go on the second line if you have one so it could for example you could put like Cody Clausen okay and then the company name would be Walton Martin family medical clinic and then you have the post office box or street address including the apartment or suite number and then you have your city state and zip code as well and then of course your postage stamp goes in the upper right hand corner that's what a professional business letter should look like and then you have memos so memos are communication documents within an agency so things you sent out within the clinic so it's important to use portrait orientation and one-inch margins so this would be portrait orientation this is landscape orientation so whenever you send memos out it's always going to be in portrait orientation so there's typically four headings that you can start these with they could be two from date or subject so memo should have the headings justified to the left and the special notations can be added at the bottom of memo and are formatted as indicated in the end notations section so here's an example of a memo so as you said as we saw here here's your - from date and subject and then here is an example so so I'll just go over this one real quick so this memo says holiday office hours and it says the office will be closed at noon on December 24th through December 26 we'll open on our normal time on December 27th we will close at 3:00 p.m. on the 31st from holiday and we reopen at a normal time on January 2nd so that is an example of an interoffice memo so professional emails so the medical assistant needs to know how to compose a professional email so this is the other part of your assignment here ok so on 8 - ok procedure 8 - which you will do in your assignment you'll have to compose that letter and send that email so here's some tips separate the email addresses with soul semicolons if you're sending it to more than one person and always start with a greeting ok and refrain from using all caps now you would refrain from using all caps because it comes across as shouting in the email it's like you're yelling at the person always end with thank-yous or sincerely zip large attachments and then use the urgent feature for crucial emails that needed an immediate response and the medical assistants must adhere to the facility's confidentiality rules when communicating with or about patients and then finally we're going to finish up here with some closing comments the medical assistant should proofread all documents carefully before printing and sending medical decisions should keep a copy of all documents produced using word processing and then all patient related documents need to remain confidential even when you're sending effects so even if you're setting a faction must adhere to HIPAA and the hi-tech rules that we talked about in chapter 7 so that's the lecture guys if you have any questions please feel free to ask me again this assignment is going to be composing professional letters as well as emails so really go through those procedures reads to I step and answer all questions and hit all steps correctly have fun and keep up the good work guys