Body
Unit Policy
Title
Department of Orthopaedics: Policy on Mail and Facsimile Distribution
Introduction
Purpose
The purpose of this policy is to define Mail and Facsimile Distribution requirements.
Scope
This policy applies to Admin Support Associates and Executive Assistants in the Department of Orthopaedics.
Policy
Policy Statement
Admin Associates must distribute mail and facsimiles received by the department to the appropriate parties daily. Admin Associates are responsible for the distribution of all incoming and outgoing mail and faxes.
Mail
Incoming mail will be collected daily by the Admin Associate assigned in the Department Mail Schedule and distributed to the appropriate mailboxes in the common work area. Admin Associates should complete this distribution before noon every day. If the assigned Admin Associate is out of the office, then the Admin Support Supervisor will coordinate and assist in the distribution of mail.
The Admin Supervisor will distribute the Mail Schedule to all Admin Associates and will maintain a copy on the Department’s SharePoint site. A copy will be posted in the workroom as well.
Outgoing Mail
Outgoing mail is distributed using the following methods:
- Clinic Mail – Clinic mail should be put into the Clinic Mailbox. Clinic staff are responsible for delivery to the ACC.
- Campus Mail – to be used for all mail within the UNC System. Use appropriate internal mailing envelopes and add the address to Campus Box number to the envelope (CB#).
- US Mail – this is the preferred method of sending external mail. Campus Mail services will apply postage.
- FedEx – This is to be used only for urgent letters or small packages. The sender must complete FedEx US Air bill and scan a copy into s:/OrthoScans.svc Folder and post it into the FedEx Slips Folder for Finance. The file name must be labeled: “DATE FedEx [Air Bill Number].”
Facsimiles
Facsimiles distribution is the responsibility of all the administrative staff. Staff must electronically post all faxes to the j:/orthoscans/ folder and Admin Support Associates review on an ongoing basis and distribute to the appropriate parties promptly throughout the day.
Contact Information
Primary Contact
Name: James O. Sanders, MD - Chair of Orthopaedic Surgery
Telephone: 919-966-9072
Email: james_sanders@med.unc.edu
Other Contacts
Name: Paul Marini, MHA, FACHE - Associate Chair of Administration
Telephone: 919-843-9382
Email: Paul_Marini@med.unc.edu