Email Etiquette

Whether we are writing an email for personal or professional use, we need to follow basic email etiquette. As most of your communication in the medical transcription world will rely heavily on email, this article may provide some helpful hints so your professional side always shines through.

Email Address

What does my email address say about me? Make sure your address portrays a professional tone. Don't use an email that is childish, cute or suggestive to send work-related email. Choose your email address carefully. It can determine how you are perceived by others. Your internet provider should be able to provide you with an additional email address to use or you can use a free email service such as Gmail to create one.

Subject Line

Don't send an email with a blank subject line and make sure the field accurately reflects the content of your message. Some email programs will automatically mark your mail as spam if a subject is missing and some email readers will not open email that does not have a subject.

Remember to never use an old email to hit reply and start typing about an entirely new topic. Draft a new email with a relevant subject line.

Mind Your Manners

Remember hearing this as a child? Well, we have to remember this when writing emails as well. Always include a courteous greeting and closing. Remember to say please and thank you. If you are writing to someone you don't know for the first time, you should use Mr. Mrs., Ms, Dr. etc. and their last name, not just their first name. Please remember to check and double check the spelling of the recipient's name.You want to make a good impression and incorrect spelling of someone's name isn't the way to go about this. For a closing, end your emails with something like Thank you, Sincerely, Best regards, Have a good day, etc.

Wait To Fill In the "TO" Email Address

Career advisors suggest not to fill in the "to" email address until your email is complete, attachments have been added and your email has been proofed and edited. That way you won't make the mistake of accidentally sending an email that isn't quite ready.

Watch Your Tone

It is often quite difficult to express tone in writing. Read your email out loud to ensure it has the tone you desire. You want to always come across as friendly, approachable and respectful, but not demanding or abrupt. Using "please" and "thank you" goes a long way in reflecting a positive tone. If your email is emotionally charged, walk away from the computer and wait to write your reply. Review the sender's email again to make sure you aren't reading something in the email that isn't there. Try not to make assumptions when it comes to email. Always ask for clarification before reacting.

Be Professional

Stay away from the use of abbreviations and slang and don't use emoticons. Use proper sentence structure, capitalize the first letter of each sentence, don't write in all caps or all lower case as this can be read as showing laziness or a lack of education. Treat your email with the same amount of care that you use for typing a medical report. Remember to spell check and proofread every email before sending. If you don't portray a professional appearance you may not be taken seriously. Keep emails brief and to the point.

Formatting

Use plain text email, staying away from fancy background stationery and different colored fonts.

Attachments

Many people don't open email attachments. Get permission from the recipient before attaching a file to your message. Some would rather you copy and paste into the body of the email instead of sending an attachment.

Sending Email

Include the address in the "to" field for the person you'd like a response from. Use the "cc" field for those you are sending the email to for their info only. Don't use a return receipt on every email. Some consider this annoying and intrusive.

Remember the efforts you make will indicate what is important to you. Taking the time to use proper grammar, spelling and punctuation helps indicate that you are a courteous and educated person.

You may want to make this your email motto: Type unto others as you would have them type unto you!

Jo-Ann Clarke
Senior Academic Officer

Ergonomic Guidelines

Computers and Body Fatigue
Computer users sometimes experience such discomfort as back pain, stiff neck and shoulders, sore hands and wrists, or tired legs. Much of this discomfort can be prevented because the symptoms often arise from pushing the body beyond its natural limits. In addition to improving the setup of your workspace, it's also important to consider your lifestyle. Healthful food, exercise, and rest can help improve your health and comfort. Seek medical assistance for any persistent discomfort.

Minimize the following actions
- Sitting in awkward or twisted postures.
- Maintaining the same posture for too long.
- Reaching frequently.
- Using too much muscular effort, even for relatively easy tasks.
- Pressing on the soft tissues of your body - for example, leaning your arms against a hard desk edge.
- Performing repetitive tasks that require awkward body positions or forceful exertions, without allowing the body a chance to recover.

Maintaining Good Work Habits
When you're not typing, rest your arms and wrists on a palm rest, rather than on a hard desk edge. If you use a palm rest, try to rest only when not typing. Alternatively, move your keyboard well in from the edge of the work surface so that you're not resting on the edge. Consider support for your lower back. Performing different tasks gives your body a chance to recover while you keep up your productivity. Alternate among several different tasks so that you don't do the same task for long periods at a time.

Incorporate these tips into your lifestyle:
- Adjust the height of the chair back so that there's contact between the seat back and the most curved part of your back.
- If you have a chair with armrests, they should be height adjustable so that you're not hunching or slouching your shoulders to use them.
- Alternate between the mouse or other pointing device and the keyboard. This provides a recovery pause from both.
- Use a light touch when pressing the keyboard keys and holding the mouse.
- Keep the mouse or trackball close to the keyboard to minimize reaching from the shoulder.
- If you use the mouse or trackball more than the keyboard, place the mouse in front of you and the keyboard slightly to one side.
- If your chair needs to be positioned high to accommodate a straight wrist position, use a footrest to support your legs.
- Place your monitor 18 to 30 inches away from your eyes.
- Use a document holder to position papers, large books, or printouts.
- Let your arms fall relaxed at your sides to avoid shrugging.

Your Ergonomics Checklist
Use this checklist to help you make adjustments to your work area to enhance your comfort when using the computer.

Your Work Space:
Place monitor screen perpendicular to the window.
Adjust or close window coverings.
Arrange materials and equipment by frequency of use and importance.
Ensure that reference materials storage does not require excessive reaching or twisting.
Clear area under and around desk.
Remove sources of distraction around the monitor.
Keep noise to a minimum.

Your Body:
Consult a qualified health professional if you feel any aching, numbing, or tingling in your arms, wrists, or hands.
Take frequent recovery pauses from typing.
Maintain a straight wrist position while typing.
Use the wrist leveler on the Microsoft® Natural® Keyboard, when necessary, to promote a straight wrist position while typing.
Avoid resting on your wrists while typing.
Use a light touch on keys while typing.
Maintain good health habits.
Adjust keyboard and chair height to keep wrists straight.
Don't rest wrist and forearm on a hard or sharp edge.
Place mouse/trackball next to the keyboard.
Use a light touch on the mouse.
Keep feet on the floor or supported by a footrest.
Support lower back.
Use armrests, if possible, to comfortably support the arms.
Adjust chair positions and postures throughout the day.
Vary tasks throughout the day.

Your Eyes:
Place screen 18 to 30 inches from eyes.
Position desk light away from the eyes and screen.
Remove sources of reflective glare (paper, shiny posters).
Adjust brightness and contrast controls.
Ensure that screen is clean.
Place top of screen at eye level (lower for bifocal wearers).
Place reference materials at same height as and next to the monitor.
Schedule eye examinations frequently.

Exercise:
Using a monitor, like other close work, places such demands on your eyes that it is important to take brief (30-second to 2-minute) but frequent pauses throughout the time you are working with your computer. The recovery pause gives your eyes a chance to recover from fatigue. During your recovery pause, try some of the following exercises to help you feel refreshed. Note: Don't do any exercise that feels uncomfortable or causes straining.

Do these exercises to help your eyes feel refreshed
- Yawning and blinking can help to keep your eyes lubricated.
- Changing focus can help to relax the muscles of your eyes. To try this, look at your fingertip with your arm stretched in front of you, then to a point far away from you, then back to your fingertip.
- Palming can help to relieve eyestrain. To try this, cover your eyes with your hands, while you breathe deeply.

Do these body exercises during breaks
- Deep breathing can help relieve tension in your muscles.
- Hand and finger massages can help to keep your hands warm and reduce cramping and stiffness.
- The executive stretch is a good exercise for the entire upper body. To try this, clasp your hands behind your head and gently stretch your elbows back while taking in a deep breath.
- Shoulder shrugs can help to reduce tension or stiffness in the upper back and neck. To try this, gently pull your shoulders up toward your ears and then relax your shoulders downward.

Carolyn McEwen

Admission/Student Services

Student Spotlight

People often say, "Life is a journey not a destination." For me, when I think of my journey, now nearing the point of what I hope to be a CanScribe graduate, high honours, I would rephrase that quote to say,

"This destination is leading me on a beautiful journey"- one that will start with continued great success!

My interest in transcription came early as 2007. A personal family illness lead me to leave a 10-year job to move back home. Through constant exposure to hospitals, specialists and home care nurses, an interest in medical-related work began to build. When I researched transcription, and found it required strong typing skills, and involved learning complex medical terminology, all while working independently, I knew it was for me. A perfect fit!

CanScribe was always the only choice for me and those have been my continued feelings today as I approach graduation. What an extensive program! The amount of reports I have transcribed, literally hundreds, I feel confident in my readiness for success in the world of transcription. It is an independent course, yet the support available through weekly chat sessions, guest speakers, informative forum topics, new connections of students in every part of the program offering encouragement and support; along with amazing Admin support staff available all through the course, offering support and encouragement. You never are alone!

I promised to approach the course every day with gratitude, unwavering focus, and a positive attitude. "Attitude determines altitude" has become my signature phrase through every stage of the course.

What I have learned extends beyond amazing technical skills of a transcriptionist. I learned constant active control of "positive" emotions leads you higher and further than you ever imagined. It has taken me to where I stand today, close to that finish line. That is a gift I will take with me as I reach this destination, and a new journey of success employment begins.

"Nothing worth having ever comes easy- and the prize is so much sweeter, when you truly earn it!

Barb Gingrich

CanScribe student, Kitchener, ON

Shane Larsen - Introduction

Originally hailing from Chetwynd, BC and most recently Calgary, Alberta, Shane Larsen is our VP of Operations at CanScribe. Joining Shane in beautiful Lake Country is his wife Lisette and their boys Ethan and Joel. Shane's interests include philanthropic work, family, travel and continuing education. An amateur oenologist, Shane is looking forward to life back in beautiful BC.

Shane Larsen

VP of Operations

Word Search

Summer Recipes

Planning a BBQ this summer? Here is a great menu to try:

Beer Can Chicken

Ingredients

1/3 cup brown sugar
2 tablespoons chili powder
2 tablespoons paprika
2 teaspoons dry mustard
1/2 teaspoon salt
1/4 teaspoon ground black pepper
1/2 (12 fluid ounce) can beer
1 (3 pound) whole chicken

Directions

1. Preheat an outdoor grill for medium-high heat, about 375 degrees F (190 degrees C). Mix the brown sugar, chili powder, paprika, dry mustard, salt, and ground black pepper in a small bowl. Place the half-full can of beer in the center of a plate.

2. Rinse chicken under cold running water. Discard giblets and neck from chicken; drain and pat dry. Fit whole chicken over the can of beer with the legs on the bottom; keep upright. Sprinkle 1 teaspoon of the seasoning mix into the top cavity of the chicken. The beer may foam up when the seasonings fall inside the can. Rub the remaining seasoning mix over the entire surface of the chicken.

3. Place the chicken, standing on the can, directly on the preheated grill. Close the lid and barbeque the chicken until no longer pink at the bone and the juices run clear, about 1 hour 15 minutes. An instant-read thermometer inserted into the thickest part of the thigh, near the bone should read 180 degrees F (82 degrees C). Remove the chicken from the grill and discard the beer can. Cover the chicken with a doubled sheet of aluminum foil, and allow to rest in a warm area for 10 minutes before slicing.

Asparagus Tomato Salad

Ingredients

1 pound fresh asparagus, cut into 1-inch pieces
4 medium tomatoes, cut into wedges
3 cups sliced fresh mushrooms
1 medium green pepper, julienned
1/4 cup vegetable oil
2 tablespoons cider vinegar
1 garlic clove, minced
1 teaspoon dried tarragon
3/4 teaspoon salt
1/4 teaspoon pepper
1/4 teaspoon hot pepper sauce

Directions

Cook asparagus in a small amount of water until crisp-tender, about 3-4 minutes; drain and rinse with cold water. Place in a large bowl; add the tomatoes, mushrooms and green pepper. In a small bowl, combine remaining ingredients; mix well. Pour over vegetable mixture; toss to coat. Cover and refrigerate for 2 hours or overnight.

Twice-Baked Mashed Potatoes

Ingredients

1/2 cup chopped onion
1/2 cup chopped green pepper
1 tablespoon vegetable oil
4 cups mashed potatoes (prepared with milk and butter)
1 cup shredded cheddar cheese, divided
1/4 cup crumbled cooked bacon
1 teaspoon salt
1/2 teaspoon pepper

Directions

In a small skillet, sauté onion and green pepper in oil until tender. In a large bowl, combine the onion mixture, mashed potatoes, 1/2 cup cheese, bacon, salt and pepper. Spoon into a greased 2-qt. baking dish. Sprinkle with remaining cheese. Bake, uncovered, at 350 degrees F for 20-25 minutes or until cheese is melted.

Berry Refresher Dessert

Ingredients

1 quart pineapple or lemon sherbet
1 cup sliced fresh strawberries
1/2 cup blueberries
1/2 cup white grape juice or white wine

Directions

Divide the sherbet between six dessert cups or bowls. Top with the berries and grape juice.

Jess Parker

Admissions/Student Services

Summer Activities

Summer is here! Although it is important that you stay on track with your studies, it is equally important to give your brain a break every once in a while. Why not get outside and enjoy the weather? Being active is important in keeping your body and mind stimulated. Here are a few outdoor activities to get you outside and moving!

1. Tennis - great exercise and fun to play.

2. Bike Riding - go for a leisurely ride and explore.

3. Swimming - if you live near a lake or ocean, even better! If not, check out your local recreation centre.

4. Rollerblading - don't forget the pads and helmet.

5. Badminton - fun and easy, right in your own backyard.

6. Driving Range - hit some balls and get some aggression out.

7. Water Park - you're never too old for a good water slide.

8. Amusement Park - give yourself a good scare on the rollercoaster.

9. Go Karting - get that adrenaline pumping.

10. Mini Golf - work on that hand-eye coordination.

Jacky Hughes

Admissions/Student Services

Graduate Corner

March 2010 - May 2010

We are so proud of all the CanScribe graduates and would like to congratulate you for a job well done! Please keep in touch and share your experiences with us! Email: info@canscribe.com

Melissa	A.	Burlington, ON	Loretta	L.	Cochrane, AB
Tina	B.	Corbyville, ON	Kevin	L.	Burlington, ON
Lisa	B.	Kendal, ON	Deborah	M.	Scotchtown, NS
Lenita	B.	Warman, SK	Liz	M.	Bobcaygeon, ON
Jennifer	C.	Spruce Grove, AB	Wendy	M.	Vernon, BC
Debra	C.	Waldeck, SK	Rebecca	M.	Warkworth, ON
Stephanie	C.	Thompson, MB	Debbie	M.	Canoe, BC
Teresa	C.	Chetwynd, BC	Kendra	M.	Fort St. James, BC
Mary	D.	Grimsby, ON	Kristy	M.	Petrolia, ON
Arlene	F.	East Norriton, PA	Dawn	N.	Kelowna, BC
Arden	F.	Marysville, ON	Kelly	P.	Kelowna, BC
Karen	F.	Moose Jaw, SK	Krista	P.	Halifax, NS
Kendra	F.	Tecumseh, ON	Katherine	P.	Victoria, BC
Diane	F.	Domain, MB	Johann	P.	Ottawa, ON
Robyn	F.	Victoria, BC	Brandi	R.	Savona, BC
Denise	F.	Drake, SK	Robyn	R.	Burlington, ON
Janet	G.	Surrey, BC	Mary Jane	R.	Winnipeg, MB
Janice	G.	Bolton, ON	Karen	R.	Wildwood, AB
Melanie	H.	Summerside, PEI	Shanna	R.	Abbotsford, BC
Lois	H.	Nanaimo, BC	Shauna	S.	Calgary, AB
Shelley	H.	Kamloops, BC	Lori	S.	Winnipeg, MB
Wendy	H.	Nanaimo, BC	Sandi	T.	Maple Ridge, BC
Karen	H.	Houston, BC	Andrea	T.	Sherwood Park, AB
Erna	J.	Wakaw, SK	Anna	V.	Mississauga, ON
Julie	J.	Wingham, ON	Louise	W.	North Bay, ON
Carol	J.	Courtenay, BC	Valerie	W.	Carleton Place, ON
Jennifer	K.	Kelowna, BC	Carla	W.	Burnaby, BC
Debra	L.	Bolton, ON	Mary	W.	Guelph, ON
Annette	L.	Coldstream, BC