Effective today, patient records ought to be electronically captured but not manually recorded as was done previously. The hospital has been developing an electronic health records system which is now ready for implementation. Previously, our healthcare institution has contended with challenges such as loss of patient records, erroneous data and patient complaints due to long hours taken to retrieve past patient data. Adoption of the EHR system will enable quick access to patient records and provision of accurate and complete data about patients at the point of care. The new change project will allow sharing of electronic information with nurses and patients easier hence leading to a more coordinated and efficient care. Training will be conducted to instil necessary skills required for every staff to be conversant with the newly constructed Electronic Healthcare Records System.
I hope the change project will serve to improve patient care, make the nurses and other physicians work easier and improve efficiencies in work flow.
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How would you communicate this project in the upward, downward, horizontal, and diagonal channels?
Regarding upward communication the change project will be communicated to the next level in the Hierachy. The information regarding the project will flow from the lower Hierachy to the upper managemnet. I will undertake upward communication through meetings with the immediate hospital manager and later with upper level management. I will prepare a concept paper/proposal detailing the benefits that the hospital stands to acquire then compile a report to be present to upper level management. I will also use committees attended by upper level management to communicate the prospective change project. This will ensure information flow from lower level to upper level of the organization.
I will carry downward communication to subordinates through written forms such as notices, electronic news display on the organization website, meetings, memos and emails. I will communicate the change project in the horizontal channels to managers who are on the same level as mine using face to face conversation and meetings. According to Lunenburg (2010), diagonal communication to managers and personnel of other departments can be done through memos, emails and notices. In my nursing practice for example, I had been mandated to communicate to personnel in the emergency department on the strategies adopted by the hospital to improve emergency planning. I made use of a memo and email to communicate the information.
Explain your strategies and provide evidence of support from your readings or literature
Adoption of multiple communication Modes
Employment and combination of a variety of communication methods increases the likelihood of the message reaching everyone in the organization. I will therefore combine multiple modes such as memo, emails, notices, meetings, telephone calls, face to face communication etc.
Use of Feedback/two way communication strategy
I will make use of a two way communication strategy by asking for feedback from subordinates, peers and superiors. The approach will allow me to monitor the responses and make changes where necessary to avert cases of resistance to change. According to Marquis and Huston (2017), asking for feedback from subordinates and superiors ensure smooth implementation of prospective change project and minimizes instances of likely resistance or misinterpretation of communication. A year ago, I was tasked with communicating to clinicians on a new method of treatment to lessen cases of stillborn children. To assess their responses I asked for feedback regarding the effectiveness of the mode of communication and any possible proposition for change. The strategy ensured efficient implementation of the change project.
Using clear, simple and precise communication
I will adjust the language used to ensure the message is understood by the target audience without any difficulties. I will use the both verbal and nonverbal communication as well as visual methods to achieve maximum understanding.
Grapevine communication networks that exist within your organization and make recommendations of how you would ensure accurate information is communicated
Grapevine communication exists in the hospital where I work. Grapevine communication in the institution is characterised by conversation among subordinates that occur in the break rooms, in between the work, down the halls conversations and during the carpool discussions. The form of communication also occurs on the subordinates social media sites particularly Facebook, Twitter, Snapchat and Instagram.
To ensure accurate information is communicated through the grapevine mode, I would enumerate grapevine communication rules in the hospital stating that only credible and factual information should be passed. Subordinates who flout the rules by communicating unverifiable rumours would be punished for example suspension or termination of employment. I would also appoint a group of subordinates who I would task with the role of passing grapevine communication. This would ensure that information communicated is accurate.
References
Lunenburg, F. C. (2010). Formal communication channels: Upward, downward, horizontal, and external. Focus on Colleges, Universities, and Schools , 4 (1), 1-7.
Marquis, B.L. & Huston, C.J. (2017). Leadership roles and management functions in nursing: Theory and application (9th ed.). Philadelphia, PA: Lippincott, Williams & Wilkins.
