MT Varsity’s

Medical Transcription Guidebook

Dedicated to the advancement of the Medical Transcription

professionals!

VK Narayanan

For Free Circulation to: MT Varsity students and associates

Note: MT Varsity is the training and development division of GungHo BPO Pvt. Ltd. This document is not intended for general circulation. It is not to be copied, transmitted or reproduced in any way without the written permission of GungHo BPO Pvt. Ltd. This document does not constitute a contract. GungHo BPO Pvt. Ltd. reserves the right to make corrections/modifications/changes and updates to this document without prior notification.

Copyright © 2011 GungHo BPO Pvt. Ltd.

All rights reserved.

ISBN-XX: XXX-XXXXXXXXXX

You can contact VK Narayanan: Gmail at Info.vkn

Go to www.mtvarsity.com

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About The Author 103

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Addresses

“ . . . Fast is fine, but accuracy is everything.” - Wyatt Earp -

Addresses within letters, reports, and other documents should follow the rules of capitalization, abbreviation, and punctuation as below.

Addresses on envelopes or mailing labels should follow the USPS guidelines for mailing addresses.

Typical Components of an Address

Addresses usually follow a certain standard format, which goes from the specific (name of a particular person) to the general (name of the state or country)

The components of an address may include the following:

Name (and title)

Department

Company or institution

Street address (including building name, room or suite number, and/or apartment number, in addition to the street number and street name)

And/or box number

City

State (or territory, province, or other administrative unit)

ZIP code (or postal code)

Country (if different from the country of origin)

Specific instructions, such as Attn (Attention), Personal, and/or Confidential, usually precede the name of the addressee.

Example:

Mr John Smith, Director

Human Resources Department

Anytown Municipal Hospital

123 Alphabet Parkway

Anytown, TX 12345-1234

When mail is posted from another country for delivery in the United states, the country name or abbreviation goes on a line by itself at the end of the address, usually in the language of the country from which the mail is being posted.

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Examples:

From France : Etats-Unis

From Mexico: EE.UU.

Numbers

Most numbers within addresses are expressed as numerals, with the following exceptions for the numbers of buildings or houses, always use numerals unless the number is one, in which case spell it out.

Examples:

1540 Park Avenue

One Park Avenue

Use numeric ordinals to indicate numbered street names for 10th and above; spell out numbered street names from First through Ninth.

Examples:

Fifth Avenue

42nd Street

Punctuation

Commas are used to separate major components when they appear on the same line or in narrative format. When the name of a city and state (or city and country) are used in narrative, a comma is used after the name of the city and after the name of the state or country (unless that is the end of a sentence). Commas are never used in numbers within addresses. Never use a comma before the ZIP code (or other postal code).

Examples:

She gave her address as 347 west End Avenue, Kansas City, Missouri.

She was born in Winnipeg, Manitoba.

He lived in Paris, Kentucky, before moving to Cincinnati.

Des Moines, IA 50036

Capitalization

In standard US usage, the components of an address are proper nouns. They follow the rules of capitalization for titles: capitalize the first and last word of each component, as well as all important words, Articles, Prepositions, and conjunctions of three letters or less are lowercased.

Examples:

Avenue of the Americas

Carmel-by-the-Sea

District of Columbia

Abbreviations

Use abbreviations only when the complete address is given (such as in addressing an envelope). Otherwise, use the full forms.

Do not abbreviate a street name unless the house or building umber is used

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Examples:

She lives on Park Avenue.

The clinic is located at 332 Center St.

Do not abbreviate the plurals for words such as streets, avenues, drives, etc., even when they are used with proper names or in addresses.

Examples:

Fifth and Marshall Streets

The corner of Third and vine streets

USPS Guidelines for mailing addresses

The united states postal service (USPS) guidelines for addressing mail for automated processing call for items to be addresses in all capitals, with no punctuation except the hyphen in a ZIP + 4 code. The ZIP code should appear on all domestic mail – that is, mail that will be transmitted within the United States, its territories and possessions, and U.S. Military post offices.

Customer-supplied bar codes are optional. Most word processing software will automatically generate a bar code from the ZIP code and position it correctly. Bar codes are position either on the line above the first line of the address or on line below the last line of the address.

Mail addressed to a foreign country from the United States should follow standard USPS guidelines, including postal codes when applicable (In place of ZIP codes), with the addition of a line at the end that indicates the country. Names of administrative units (Such as Canadian provinces, English counties, or French departments) may be abbreviated. Do not abbreviate the country name.

The standard format is:

[Non-address data, such as account number]

Name [plus additional information, such as special instructions or attention]

[Department]

[Company or institution]

Street address [followed by apartment or suite number when applicable]

Or box number

City followed by two-letter state or territory abbreviation followed by ZIP code

[Country for international mail]

Note: Bracketed items are optional

Examples:

MR JOHN SMITH

123 EASY ST APT 3D

ANYTOWN TT 12345-6789

gunghobpo.com

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MR JOHN SMITH

PO BOX 999

ANYTOWN TT 12345-0999

CRPS 03672 (Account or other reference number)

MR JOHN SMITH

PO BOX 999

ANYTOWN TT 12345-0999

MR JOHN SMITH DIR

HUMAN RESOURCES DEPT

ANYTOWN MUNICIPAL HOSPITAL

123 ALPHABET PKY

ANYTOWN TT 12345-1234

PERSONAL AND CONFIDENTIAL TO (Specific instructions)

MR JOHN SMITH

HUMAN RESOURCES DET

ANYTOWN MUNICIPAL HOSPITAL

123 ALPHABET PKY

ANYTOWN TT 12345-1234

MS ALICE SPRINGS

DIR OF NURSING

GREAT LAKES HOSPITAL

1505 REGENTS ST

TORONTO ON K1A OB3

CANADA

MR PETER CAVANAUGH

5 CHURCH ROAD

PETERSFIELD HANTS GU32 2EF

ENGLAND

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In some cases, both a street address and a post office box number may be used in an address. Mail will be delivered to whichever address falls second-that is, closer to the name of the city. (This is often done to ensure that items will reach their destination if they end up being delivered by a private courier service such as united parcel service [UPS] or Federal Express [FedEx]. These private services cannot deliver to post office boxes.)

Examples:

MR JOHN SMITH

123 EASY ST APT 3D

PO BOX 999

ANYTOWN TT 12345-0999

ZIP Codes

The USPS uses ZIP (Zoning Improvement Program) codes to route domestic mail. The original ZIP code system used 5 digits to target the city (or a formal postal zone within a city). Nine –digit ZIP codes (also referred to as ZIP + 4), which includes the 5 –digit ZIP code followed by an additional four digits, should be used whenever possible to aid in processing and speed delivery. No commas are used in ZIP codes. A hyphen is used to separate the first 5 digits of a ZIP + 4 code from the last four digits.

The ZIP code (or ZIP + 4 Code) follows the two-letter state (or territory) abbreviation, preceded by a single space. If there is not room for the name of the city, the state abbreviation, and the ZIP code to appear on the same line, the ZIP code may be placed on the next line, immediately under the city and state, and flush with the left edge of the rest of the address.

When an address includes both a street address and a post office box, use the ZIP code for the address to which the mail will be delivered – that is, the one that appears closest to the name of the city.

Examples:

MR JOHN SMITH

123 EASY ST APT 3D

ANYTOWN TT 12345 (5-DIGIT ZIP code)

MR JOHN SMITH

123 EASY ST APT 3D

PO BOX 999 (Mail will be delivered to PO box)

ANYTOWN TT 12345-0999 (ZIP code for PO box)

MR JOHN SMITH

PO BOX 999

123 EASY ST APT 3D (Mail will be delivered to street address)

ANYTOWN TT 12345-6789 (ZIP code for street address)

gunghobpo.com

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E-mail Addresses

Always use e-mail addresses, including punctuation, exactly as given.

Examples:

vk.narayanan@gunghobpo.com

info.vkn@gmail.com

Telephone Numbers

The full domestic US or Canadian telephone number consists of ten digits: the area code plus the local number. Normally, the full telephone number should be used.

Local Numbers

Local telephone numbers in the United States and Canada consist of seven digits. A hyphen separates the first three digits from the last four digits.

Examples:

555-1212

Area Codes

Area codes are used for direct telephone calls in the United States, Canada, and the islands of the West Indies. The area code consists of three digits that precede the local number. A hyphen separates the area code from the local number. (The numeral/Typically is used to access long-distance service. However, the numeral/is not part of the area code, and should not be included.

Examples:

612-555-1212

800-555-1212

Country and city Codes

Foreign telephone numbers include a country code, and usually a city code, as well as the local number. Country codes consist of two or three digits. City codes consist of one or digits. Local numbers vary in the number of digits, sometimes even within a single country. Hyphens are used to separate country and city codes from each other and from the local number. (As in the United States and Canada, local numbers may have internal hyphens, or they may use spaces.)

Examples:

You can reach me in London at 44-71-287-32 85

Her telephone number in Paris will be 33-1-43-43-17-22

TO BE CONTINUED…

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About The Author

VK Narayanan knows how to relate to the transcriptionists. A decade ago he started his first career as a medical transcription trainee and has gone on to set up 6 different MT transcription production units in 3 countries. He’s done everything from being the sole worker, quality analyst, transcription supervisor, operations manager, business head, director and owner, to having 450 transcription employees.

He’s the father of 3 children.

VKN has learned what it takes to succeed in all areas of life. True success isn’t having a big business, it's being balanced in all areas of your life and loving it. It’s important that you experience prosperity in all of life, not just business.

VKN presents in an organized and easy to understand manner, the essentials needed for one to birth, grow, and become a successful transcriptionist.

“He does an excellent job of weaving in his own personal experiences of almost two decades of establishing and running half a dozen successful medical transcription businesses.” – Ali Hashmi –

www.gunghobpo.com

gunghobpo.com

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