The official authoritative reference materials for this organization are:
When the AP does not answer the question, consult The Chicago Manual of Style.
It doesn’t matter what department you work in, or what your job title is. You most certainly write to clients, vendors, or coworkers (or all three). It can be as simple as an e-mail or a support ticket, or as complex as a manual, e-book, or web copy.
The people reading what you write judge our product, our company, and our credibility by how we portray ourselves in text form. Along with correct facts, they pay attention to word choice, grammar, and tone.
Watch out for these common writing mistakes.
Always try to use active voice as much as possible. Take the time to reword the sentence if necessary. Too many passive phrases makes your text boring to the reader. The end result is that you lose the reader’s attention, and your piece fails in its purpose.
RIGHT:
MicroMD submits the information to the carrier.
The system submits the information to the carrier.
You submit information to the carrier.
WRONG:
The information is submitted to the carrier.
This is another common problem area for many. Many times, writers interchange these two words when they are not interchangeable:
“Which” does not restrict the meaning of the sentence and requires a comma.
“That” affects the meaning of the sentence and is therefore necessary.
RIGHT:
The system generates a primary EOB report that is similar to the one received from the carrier.
WRONG:
The system generates a primary EOB report which is similar to the one received from the carrier.
This is another major problem for people around the world, even though it is quite simple:
“it’s” is a contraction for “it is” or “it has”
“its” is the possessive form of the pronoun “it”
Examples (all RIGHT, all RIGHT, all RIGHT):
It’s up to you.
It’s been a long time.
The company lost its assets.
Its sheer will to live is the sole reason it’s survived.
Numbers one through nine should be spelled out. Use Arabic numerals for numbers 10 and beyond.
RIGHT:
Providers can choose to report on four objective measures.
WRONG:
Providers can choose to report on 4 objective measures.
Avoid using the word “desire” in content. Always use the word “want” instead. “Want” is more assertive and professional than “desire”. As much as we are lovers not fighters, we aren’t writing a love story.
RIGHT:
Choose the measures you want for the report.
WRONG:
Choose the measures you desire for the report.
We write content that empowers by being aware of our voice and our tone. What’s the difference between voice and tone? Our voice doesn’t change from day to day, but our tone changes all the time. These are some guiding principles to follow in order to maintain our voice and tone with every piece of content we publish.
Be approachable and employ a casual and friendly tone in your communications, but keep it concise and focused on a goal.
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Consider the expertise of your audience (internal and external) and deliver your communications accordingly. Also, keep in mind, even though we know our products and our value, we don’t know everything.
Don’t shy away from being passionate in your communications. We are evangelists of our products and services. We don’t overstate our value or functions but advocate the benefits we offer.
We are people. We are not our products. Avoid overly mechanical language to convey a human element. Use sensible and realistic direction in your communications.
…
Show your MicroMD team spirit and have fun! But remember, your communication is representative of the Henry Schein company.
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The way we structure content increases comprehension for our users.
Help everyone read better by grouping related ideas together and using descriptive (but brief) headings and subheadings.
Create a hierarchy of information and lead with the main point or the most important content.
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Use short words and sentences. Avoid unnecessary modifiers.
…
Avoid vague language. Cut the fluff.
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Stick to the copy patterns and style points outlined in this guide.
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The following words and phrases are either an accepted difference from the spelling and/or use in the dictionary, or they are commonly misused/misspelled words within the writing of our organization.
| Spelling | Comments |
|---|---|
| Appointment Book | Initial caps always (EMR) |
| Appointment Module | Initial caps always (PM) |
| AutoCharge | one word, capital C |
| AutoPayment | one word, capital P |
| AutoPosting | one word, capital P |
| back up | verb, two words |
| backup | noun, one word |
| CD-ROM | hyphenated, all caps |
| check mark | noun, two words |
| checkmark | verb, one word |
| checkbox | one word |
| check-in/check-out | |
| checklist | noun, one word |
| clearinghouse | one word |
| CliniGuide | capital “G” |
| Clinigration | lowercase “g” |
| Code Load | two words, title case |
| co-pay | hyphen |
| crosscode | one word |
| cutoff | one word, no hyphen, noun and adjective |
| cut off | two words, verb |
| day sheet | two words |
| double-click | hyphen |
| drag-and-drop | hyphens always |
| drill-down | adjective – hyphen |
| drop-down | hyphen always |
| hyphenated, ALWAYS | |
| e-Prescribing | hyphenated, capital P |
| Encounter Builder | Initial caps always |
| Encounter Wizard | Initial caps always, but “Encounter Wizard template” |
| exports/imports | |
| Form Encounter | Initial caps always, but “Form Encounter template” |
| front-end | adjective, hyphen |
| front end | noun, two words, no hyphen |
| hard copy, hard copies | two words |
| hard drive | two words |
| healthcare | one word |
| HIPAA | two A’s, not two P’s |
| in-house | hyphen always |
| key code | noun, two words, always |
| left-click | hyphen |
| list | not listing |
| login | noun, no hyphen |
| log in | verb, two words |
| logon | noun, no hyphen |
| log on | verb, two words |
| mail merge | no hyphen, per Microsoft usage |
| online | one word, no hyphen, always |
| pop-up | hyphen always |
| post-op | hyphen |
| pre-collection | hyphen |
| preventive | use “preventive”, NOT “preventative” |
| refile | not hyphenated in any form |
| right-click | hyphen always |
| scroll bar | noun, two words |
| set up | verb, two words |
| setup | noun, one word |
| shortcut | always one word, no hyphen |
| shutdown | noun, one word, no hyphen |
| shut down | verb, two words |
| stand-alone | adjective, hyphenated |
| start up | verb, two words |
| start-up | adjective, hyphenated |
| strikethrough | one word, no hyphen |
| super bill | two words, no hyphen |
| Text Encounter | Initial caps always, but “Text Encounter template” |
| to-do | adjective – hyphen |
| toolbar | one word |
| tool tips | two words |
| trade show | noun, two words |
| user interface | two words, no hyphen |
| web site | two words |
| workflow | one word always |
| workstation | noun, one word |
| write off | verb, two words |
| write-off | noun or adjective, hyphen |
| X-ray | noun, always cap “X” and hyphenated |
| x-ray | verb, lowercase “x” and hyphenated |
The following abbreviations have been researched over time and listed here for easy future reference.
| Abbreviation | Explanation |
|---|---|
| ACI | Advancing Care Information |
| ASP | Application Service Provider |
| API | Application Programming Interface |
| CAL | Client Access License |
| C-CDA | Consolidated Clinical Data Architecture |
| CCD | Continuity of Care Document |
| CCR | Continuity of Care Record |
| CIN | Clinical Interoperability Network (sometimes written as “Surescripts CIN” since we go through the Surescripts Clinical Interoperability Network) |
| CHADIS | Child Health and Development Interactive System |
| CLIA | Clinical Laboratory Improvements Amendment (provider performing laboratory tests must have a CLIA certificate in order to receive reimbursement from federal programs) |
| CMS | Centers for Medicare and Medicaid |
| CPT | Current Procedural Terminology These are procedure codes. NOTE: This is a registered trademark. |
| CQM | Clinical Quality Measure |
| EGHP | Employer Group Health Plan |
| EOB | Explanation of Benefits |
| EOMB | Explanation of Medical Benefits |
| EPCS | Electronic Prescription of Controlled Substances. This is a DEA-regulated certification that helps to reduce fraud and abuse of controlled substances like prescription opioids. |
| ERA | Electronic Remittance Advice |
| HCPCS | Healthcare Common Procedure Coding System These are procedure codes. |
| HIPAA | The Health Insurance Portability and Accountability Act of 1996 |
| ICD-10-CM | International Classification of Diseases, 10th Revision, Clinical Modification These are diagnosis codes. |
| IMO | Intelligent Medical Objects. The company specializes in developing, managing, and licensing medical vocabularies. |
| LGHP | Large Group Health Plan |
| MACRA | Medicare Access and CHIP Reauthorization Act |
| MIPS | Merit-based Incentive Payment System |
| MSO | Management Services Organization |
| NPI | National Provider Identifier |
| NQF | National Quality Forum |
| PACS | Picture archiving and communication system |
| PCMH | Patient-Centered Medical Home |
| PHO | Public Health Organization |
| PI | This can actually be one of two abbreviations. Practice Insight or Promoting Interoperability. Practice Insight is our preferred clearinghouse for submitting insurance claims and retrieving eligibility information. Promoting Interoperability is one of four categories in the Quality Payment Program track of the Merit-based Incentive Payment System through Medicare. |
| PQRS | Physician Quality Reporting System. This program is no longer active. |
| QIN | Quality Innovation Network |
| QIO | Quality Improvement Organization |
| QPP | Quality Payment Program |
| RBRVS | Resource-based relative value scale. RBRVS is a schema used to determine how much money medical providers should be paid. |
| SNOMED CT | Systemized Nomenclature of Medicine – Clinical Terms |
| SQL | Structured Query Language |
| TCP/IP | Transmission Control Protocol/Internet Protocol |
| THIN | The Health Information Network This is a clearinghouse, although MicroMD does not treat this as a traditional clearinghouse. |
| TSO | |
| UNC | Universal Naming Convention |
Copyright is a bundle of exclusive legal rights that vary depending on the type of original work like video, audio, or short stories. A copyright owner can grant some or all of those rights to others through a license. Copyright notice on work is not required but it is recommended, since it cuts off a defense of innocent infringement.
Copyright law applies to most pieces of digital and printed content that Henry Schein Medical Systems (HSMS) creates, from our website to blog posts and other content that we produce. At minimum, these copyright notices read, “© [YEAR] Henry Schein Medical Systems, Inc.” For example: © 2020 Henry Schein Medical Systems, Inc.
It’s always important and respectful to write a company’s name correctly and to provide a trademark indication if known. Imagine if a third-party vendor or a reseller continued to write “Micromd” as our product name in their collateral? That propagates around the world and weakens our brand recognition.
A trademark can be a word, name, sign, design, or a combination of those. It’s used to identify the provider of a particular product or service. They’re usually words and images. A trademark is only valid for as long as it indicates the source of that good or service. We have to be careful about how our own product marks are used to protect our trademarks.
Always use the ® or ™ mark in the first instance of the marked text, even if that first reference is in a headline. This is true for ALL marks of ALL companies, unless otherwise indicated in their specifications.
NOTE: This list is a living list and is meant as guidance only. When in doubt, verify with the company, either through their web site or an actual legal department.
| Trademark or Company Name | Comments |
|---|---|
| Adobe® Acrobat® | |
| Adobe® Reader® | |
| AutoRemind | capital R, no space, no registration |
| Citrix® | Citrix Systems product |
| CompTIA A+® Certified Professionals | |
| CPT® | First use in each chapter/section. The following terminology must appear at the bottom of every page where a CPT code or “CPT” appears: CPT only © 2008 American Medical Association. All rights reserved. |
| Demandforce | All one word, lowercase “f” |
| Drs | Keiser Computers product (a MicroMD reseller), note no trademark and title case – not all caps or a period |
| DXOne | Dentrix product. Note the capital “DXO” |
| First Databank® | “Databank” is one word with lowercase “b” |
| Fortune 500® | ® after the “500″ |
| Ghostscript | all one word |
| HeartCentrix® | capital C, all one word, a product of Cardiac Science |
| Hewlett-Packard | or HP |
| HyperACCESS® | note ACCESS in all caps |
| Intel® Pentium® | |
| InterFAX | note FAX in all caps |
| MedlinePlus | note there is no capital L and it’s all one word (KH01262022: verified on their website) |
| Medpod | note there is no capital P (KH120919: verified on their website) |
| MicroMD® | Use the registration mark on the first use in the document. None of the products themselves are registered trademarks; however, you can list them as follows on their first reference in text: MicroMD® PM MicroMD® EMR MicroMD® PMR MicroMD® DMS MicroMD® Rx MicroMD® CHC MicroMD® Patient Portal MicroMD® ARS |
| Microsoft® Windows® xxx | first use in document. You can find the most current list of Microsoft® products using the following link: https://www.microsoft.com/en-us/legal/intellectualproperty/trademarks/en-us.aspx. |
| Midmark | no registration |
| MyFax® | |
| Palm OS® | |
| Palm™ | |
| Pharmacy Health Information Exchange™ | Surescripts operates this exchange |
| PowerBuilder® | note capital B and no space between |
| Providerflow | lowercase f and all one word |
| RxHub | note capital H and no space between |
| Surescripts | formerly Surescripts-RxHub, note lowercase “scripts”, no trademark |
| Sybase® SQL | |
| Symantec® | |
| Symantec pcAnywhere™ | note pc in lowercase and Anywhere in title case |
| Terminal Services | Windows product – no registration |
| Transworld | note “W” is not capitalized. Also known as TSI and Transworld Systems. It is our debt collection interface. |
| VisualDx | note capital “D” and all one word |
| WatchGuard | note capital G and no space between |
| WebEx™ | |
| Welch Allyn | two words, no hyphen |
| Windows® xxx | first use in document |
| Worldpay | one word, lowercase “P”, no registration |
