Compose a Letter for a Failed Appointment

Compose, Format, Key, Proofread, and Print Business Correspondence
Objective
Compose, format, key, proofread, and print business correspondence following guidelines of commonly used business-letter style.
Equipment/Supplies
Computer and printer, letterhead paper, envelope, attachments (if necessary), thesaurus, English dictionary, medical dictionary, and pen or pencil.
Directions
Follow these step-by-step directions, which include rationales, to learn this procedure. Job Skills 11-4, 11-5, 11-6, 11-7, 11-9, and 11-10 are presented in the Workbook to practice this skill.
1. Assemble materials, determine the recipient’s address, and decide on the letter style or format (modified or full block style).
2. Prepare an outline and/or draft of the letter, noting important points or topics to be included in a logical sequence.
3. Turn on the computer and select the word processing program (e.g., Microsoft Word).
4. Open a blank document or a letter template to be used. A template includes each component of a letter and allows you to create a new document with less keystrokes.
5. Using the “Format” and “Page Setup” functions, select the font size and type, desired spacing, document margins, paper size, and layout.
6. Create and key the letterhead.
7. Key the date line beginning at least three lines below the letterhead, making sure it is in the proper location for the chosen style.
8. Double-space down and insert the inside address, making sure it is in the proper location for the chosen style. Select a style to insert an attention line if necessary.
9. Double-space and key the salutation, using either open or mixed punctuation. A business letter is more formal than personal correspondence, so the salutation should include a title and the person’s last name.
10. Double-space and enter the reference line (“Re:” or “Subject:”) in the location for the chosen letter style. This helps the recipient identify the contents of the letter before thoroughly reading it.
11. Double-space and key the body (content) of the letter in single-space, making sure the paragraph style is proper for the format chosen. Double-space between paragraphs. Save your work to the computer hard drive every 15 minutes.
12. Proofread the letter on the computer screen for composition and make additions, deletions, or adjustments as needed.
13. Proofread for typographical, spelling, grammatical, and mechanical errors. Use the word processing software program’s spell-check feature and any reference books to check for correct spelling, meaning, or usage.
14. Key the second-page heading on line 7 (name, page number, and date) in vertical or horizontal format if a second page is necessary (see Example 11-21).
15. Key a complimentary close, making sure it is in the proper location for the chosen style.
16. Go down four spaces and key the sender’s name and title or credentials as printed on the letterhead. This makes it easier for the recipient to identify the sender.
17. Double-space and insert the sender and typist’s reference initials in lowercase letters, separating the two sets of initials with a colon or slash.
18. Single- or double-space to insert copy (“CC”), enclosure (“Enclosure” or “Enc”), or attachment notations.
19. Double-space to insert a postscript (“P.S.”), if necessary.
20. Save the file before printing a hard copy, and proofread the letter again. Make corrections, if necessary.
21. Print the final copy to be sent and proofread.
22. If the letter is composed using EHR software, have the physician review it and sign it electronically, then transmit a copy to the patient via email (if proper authorization forms have been signed), and send a copy to the patient’s EMR.
23. If using a paper-based system, photocopy the letter to be retained in the patient’s chart so that if questions arise, a copy of the letter can be referred to.
24. Save the file to the hard drive and to an electronic storage device for future reference.
25. Prepare an envelope, using the format for optical scanning. If sending the correspondence registered or certified, be sure to place special mailing instructions on the envelope.
26. Clip any attachments to the letter and give to the physician for review and signature.

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