BUS 350—Memo Assignment 4 Sensitive Memo (Reprimand) As Chief Administrator of W
ID: 353955 • Letter: B
Question
BUS 350—Memo Assignment 4
Sensitive Memo (Reprimand)
As Chief Administrator of Winterfell Hospital, you are responsible for the workings of many interrelated medical and administrative departments. Over the course of the past few months, the new director of your nursing staff, Jon Snow, has not lived up to his performance expectations. For ten years, you have been more than pleased with his work as a head nurse at Winterfell; however, he has not been as successful since his promotion to Director of Nursing. In this new position, he seems to know nothing about how his duties and responsibilities have changed.
In particular, Jon’s nursing staff has not implemented new hospital policies concerning the keeping and filing of patient medical records, which must be properly completed and logically filed to comply with state and federal medical regulations as well as HIPAA regulations. You have gathered an exhaustive amount of evidence confirming these problems in the form of personal interviews with doctors, specialists, and other department administrators as well as from an internal audit conducted after the new policies and practices went into effect.
You had a meeting with Jon at the first of the month, and you highlighted the seriousness of the situation and demanded he immediately address his staff’s inability to handle the new patient record protocols, above all protecting both the patients and the hospital. Unfortunately, many of these problems have continued since your conversation.
In a follow-up memo to Jon, restate your case using specific background information (for example, the dates and content of your previous communications) and suggest a course of action to correct the situation. You should be firm and direct in your tone, but not insulting. Begin and end your message on a positive note if possible. Clearly outline a timetable for full compliance to the new protocol, including access to any necessary retraining or additional staff Jon may need to accomplish this goal. Give him all the help you feel is reasonable. Finally, be sure to set a deadline for a follow-up evaluation or final assessment of the situation and suggest possible outcomes if the situation does not show significant improvement by that time.
Remember, reprimand memos provide hardcopy records of serious situations. As a result, copies are generally kept in an employee’s personnel file for future reference, and they may also be used as evidence in any future legal disputes. Therefore, you must document the situation and your position very carefully, as what you write could in future affect you and others. Make sure you also send a “CC:” to Jon’s Human Resources File.
Note: Your memo may run to two pages in length, if necessary.
Explanation / Answer
From:
XYZ
Chief Administrator
Winterfell Hospital
To,
Jon Snow,
Director of Nursing
Winterfell Hospital
Date: 25/03/2018
Re: Reminder of new hospital policies and record protocols
As discussed in meeting with you on 1st March 2018; nursing department has failed to implement new hospital policies and record protocols. It was made clear during meeting that it is high time that being the director of nursing department you take the charge and make sure that necessary measures are taken to ensure implementation of these policies, procedures and protocols.
It is very unfortunate to discover that nursing department is still lacking in sticking to compliance. I would like to bring to your notice that training required for your staff can be arranged at different timings so that nurses can attend training after completion of their shift timings.
I would also like to suggest you to plan the implementation of these new hospital policies , procedures and protocols in a step by step process. Administration department will support you for any assistance required. It is high time that the required measures must be taken. Required assessment can be provided from training department.
A evaluation will be conducted by 15th of April, to ensure that things are now in place and procedures, protocols and policies are implemented in the way they are meant to be. If any lack in performance is determined in this evaluation program, it will lead to harsh actions that will be in best interest of hospital and patients.
Signature
Date: 25/03/2018
Chief Administrator
Winterfell Hospital
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