Review Questions

Review Questions

1. What are three reasons why every health care worker should develop good writing skills?

Having good writing skills:

* Shows professionalism
* Increases the health care worker’s value
* Improves the health care worker’s promotional opportunities
* Improves patient care
* Adds to patient belief in caregiver competence

2. What are the four steps to take when planning a written document?

When planning a written document:

1) Determine the purpose of writing.
2) Generate ideas for content based on the purpose.
3) Consider the written material’s reader(s).
4) Organize the content.

3. Why is it important that the health care worker use correct spelling and grammar?

Misspelled words and poor grammar give the impression of carelessness. Misspelled words can also cause confusion, negatively affecting patient care. If spelling is in doubt, check it; the failure to do so may constitute negligence.

The use of correct grammar when writing or speaking is a sign of good education, competence, and professionalism.

4. Compare and contrast the three major business letter formats.

The three major business letter formats:

* Full block: all lines are lined up evenly with the left margin; efficiency results as keystrokes to indent are eliminated.
* Block: all lines but date, closing, and signature are flush with the left margin.
* Modified block: same as block except that paragraphs are indented five spaces, creating the most informal business letter.

5. How should the content of an effective business letter be organized?

To write an effective business letter:

1) State the letter’s purpose in the introduction.
2) Develop ideas in the letter body: what needs to be done by the letter receiver and why.
3) Summarize the action needed, and specifically state what you want the reader to do.

6. What should be done to ensure that business letters are delivered properly to the addressee?

To ensure a business letter is delivered properly:

* Write the address in uppercase (capital) letters.
* Do not use punctuation in the address.
* Use the ZIP code, adding the additional four-number code if possible.
* Do not write in the envelope’s lower right corner.
* Include a complete return address on the envelope’s upper left corner.

7. What items should be included when preparing meeting agendas?

A meeting agenda should include:

* Date of meeting
* Meeting start and end times
* Exact meeting location
* Topics to be discussed (agenda)
* What meeting attendees should bring, if anything
* Name of speaker(s), if any

8. What are five strategies for preparing effective written materials for patient education?

To prepare effective written materials for patient education:

* Verify the accuracy of the content.
* Organize the material in an easy-to-follow format.
* Use bulleted or numbered lists if that makes the materials easier to follow.
* Create a logical text order.
* Write at a reading level appropriate for your patients.

9. What items should be included when writing the minutes of a meeting?

Meeting minutes should include:

* Date and time the meeting was called to order
* Members present and absent
* Acceptance of previous minutes’ additions and corrections
* Announcements
* Short, summary write-up of discussions, decisions made, and conclusions agreed upon
* Date and time of next meeting
* Time of adjournment
* Signatures of person preparing minutes and chairperson

10. How can patient confidentiality be protected when handling written documents?

All written materials containing patient information must be secure from the sight or possession of any unauthorized person. Written materials containing any patient information should never be left out where they can be seen by other patients, vendors, or any other office visitors.

11. What are five good proofreading techniques?

Good proofreading techniques include the following:

* Reread the document to verify content, and check facts for accuracy.
* Check the organization of the material.
* Read aloud; check for odd-sounding words or phrases.
* Double-check spelling by reading backwards.
* Use computer spelling and grammar checking features.
* Print computer drafts to proofread; paper proofing is easier and often more accurate than computer screen proofing.
* If uncertainty exists, ask for help.
* Have written work checked as required by employer.