Question

Letter

Writing a correspondence to new and existing patient’s is important because it can make them feel at ease and make them feel valued. With that in mind, you have been asked by the office manager to write to the new patients that will be coming to the clinic in a few weeks. There is usually a software used to print the letters out automatically, however, the system is down and the service rep won’t be out until 10 days.

Provide some etiquette tips for communication with patients via email correspondence.

Include the following aspects in the discussion:

Write an original letter to a new patient explaining procedures for the initial visit.

Include an introduction, body, closing, including an original letterhead

Review the letter to be sure it is free from grammatical errors as well as friendly and sincere.

Include a request for insurance information.

*Do not overlook including an original letterhead.

Answer 1

Template for writing patient letter is as attached

A sample letter is as follows:

Date
RE: REG#
Dear Mr. and Mrs.
We are sending this letter to summarize our meeting on (date), in the Pediatric Genetics Clinic at the University of Medical Center. Your son, Philip, was referred by Dr. of the Division of Pediatric Orthopedics for evaluation for possible neurofibromatosis. As you are aware, Philip was diagnosed as having a pseudoarthrosis1 of the left tibia1 and also was noted to have several cafe-au-lait spots1 both of which are features of neurofibromatosis.
Neurofibromatosis 1 (NF) is a progressive disorder of the skin and nervous system that occurs in about 1 in every 3000 individuals. The features of NF include: cafe-au-lait spots, axillary and inguinal1 freckling, neurofibromas (small tumor-like growths), Lisch nodules (areas of pigment in the iris), congenital defects of the bones, optic gliomas (a tumor of the optic nerve), and a first degree1 relative with NF. It is a highly variable condition involving only cafe-au-lait spots in some individuals to numerous neurofibromas and other more serious findings in others. Approximately 80% of individuals affected with NF have mild to moderate symptoms; about 20% have more significant problems. It is not possible to predict in advance which individuals will develop serious issues.In order to make the diagnosis of NF, at least two of the seven features described above must be present. Philip has multiple cafe-au-lait spots and freakling

However, as indicated above, he will, more than likely3 have only mild to moderate symptoms. At the present time, it is recommended that Philip continue having4 yearly pediatric examinations and in addition, a yearly evaluation by ophthalmology (including formal assessment of peripheral vision) and genetics (genetics visits could alternate with pediatrics so that he is seen at 6 month intervals). Children with NF should be monitored for height, weight, head circumference, blood pressure, vision and hearing, evidence of scoliosis, normal sexual development, and any changes in the skin such as neurofibromas. Of course, in addition, Philip needs continued follow-up with orthopedics.
Neurofibromatosis is inherited as an autosomal
5
dominant condition . It results from the presence
of a single abnormal gene. By way of review, genes
are the basic units of hereditary information. Genes
code for all the body’s traits and functions. Genes
occur in pairs, so that there are two matching genes
that code for each trait. Genes are carried on larger
structures known as chromosomes. Chromosomes
also occur in paris; one member of each
chromosome pair (and thus one member of each
gene pair) is from one parent; the other is from the
6
Since one member of every gene pair is present in each egg or sperm, an affected7
individual has a 50% chance for transmitting the NF gene to his or her children, who then may have similar, milder, or more severe symptoms.
Approximately one-half of individuals who have NF have inherited the NF gene from one of their parents. The other half do not have an apparently affected parent; the NF gene in these individuals arose as a new mutation (a spontaneous gene change) in either the egg or sperm cell of one of the parents. Careful physical examinations of each of you are therefore recommended to check for symptoms and signs of NF in order to determine whether Philip inherited the NF gene from one of you or whether it arose for the first time in him.

Several specific recommendations were made at the
8
time of our meeting . It is recommended that Philip
have a MRI of the brain because of his history of speech delay and in view of his diagnosis of NF. In addition, a consultation with Physical Medicine & Rehabilitation is recommended to determine whether an exercise program is indicated because of the need for bracing of his left leg.
Additional information in the form of written materials prepared by the National Neurofibromatosis Foundation, Inc. were provided to you during your visit. The local chapter of the NF Foundation may be an additional source of materials and support. Their phone number is . Should there be any additional questions or concerns regarding our meeting, please feel free to call our office at the number above. Otherwise, we look forward to meeting with you again at the time of your follow-up appointment.
Sincerely,
Genetic Counselor
Division of Pediatric Genetics
Division of Pediatric Genetics
Assistant Professor of Pediatrics and Human Genetics
cc: Dr. Orthopedics
Dr.