ABC Pediatric Clinic
This part of the ABC pediatric clinic assignment has three parts to it:
a. Write a 1000-word essay summarizing each of the items below, how they will be used in your chosen career, proposed improvements and better ways this information could be conveyed. Separate each section in your paper with a clear heading that allows your professor to know which bullet you are addressing in that section of your paper. Support your ideas with at least one (1) citation in your essay. Make sure to reference the citations using the APA writing style for the essay. The cover page and reference page do not count towards the minimum word amount. Review the rubric criteria for this assignment.
b. Write a letter using the information below. You may also include any other requested information related to your community.
i. You are an employee of ABC Pediatric Clinic, located at 123 Main Street, Anywhere, WI. 53105. Telephone number 262-154-1234. Fax Number 262-154-4321. It is the practice of the clinic to send letters to new potential patients welcoming them to your clinic and reminding of things they need to bring to their first visit. The patient, Ramona Lynn Smith the daughter of George and Linda Smith, has an appointment one month from today at 10:30 am. with Dr. Lydia Jorgensen. Ramona is a 3year old that is starting pre-school at Children’s Community Center. The usual items that this patient needs to provide are: a certified copy of a birth certificate, a copy of immunization records, prior physicians name, and contact number, insurance information is applicable. There is an application form that needs to be completed by one of the parents and brought to the appointment. (Note: You do not need to create an application form. You need to make sure you reference it within the letter.)
c. Write a memo to the employees that you can post on the employee bulletin board. Any information not given above, please create.
i. You are an employee of ABC Pediatric Clinic, located at 123 Main Street, Anywhere, WI. 53105. Telephone number 262-154-1234. Fax Number 262-154-4321. Part of your job responsibility is to remind the staff when there is a change in the office hours. The current office hours are Monday – Friday from 9 am – 4:30 pm. Dr. Smith has decided she wants to serve her patients better and is going to change Wednesday hours to 11 am – 7 pm and add Saturday hours on the 1 and 3rd Saturday from 9 am – 3 pm. Additional staff will be hired to help staff the extra hours.
Assignment Expectations
Length: 1000-word essay; while the letter and memorandum should each be a page to page and a half (roughly 6-8 pages of content).
Structure: The letter and memorandum should follow the samples in the textbook. Include a title page and reference page in APA style. These do not count towards the minimal word amount for this assignment.
References: Include at least one (1) citation.
Format: Save your assignment as a Microsoft Word document (.doc or .docx). All three documents should be combined into one.
File name: Name your saved file according to your first initial, last name, and the assignment number (for example, “RHall Assignment 1letter.docx” or “RHall Assignment 1memo.docx”)
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SAMPLE ASSIGNMENT ANSWER
Letters and Memorandums
Part A: Essay on Letters and Memorandums
Writing is a significant nursing skill. Apart from providing care to patients, nurses are needed to prepare various documents (Oberg, 2018). Some of the documents nurses are needed to prepare to include consent forms, patient history forms, admission forms, SOAP notes, progress notes, and many others. These documents cannot be prepared without proper knowledge of writing skills. Apart from the highlighted documents, nurses also need to know how to prepare letters and memorandums. The purpose of this essay is to summarize letters and memorandums and determine how they can be used in the nursing profession.
A Letter
A letter is a written message that can be printed on paper or handwritten. A letter is one of the ways a person can communicate with another individual. A letter is usually sent via post in an envelope or mail (Sari & Putri, 2019). When developing a letter, a writer should ensure that they include the following elements in the document. The first element is the heading. The heading of a letter comprises the return address with the date the letter was developed. Sometimes, it is important to include a phone number or an email address before the date. The return address is not always included in the heading (Oberg, 2018). However, one should ensure that the data is present and the heading is on the left margin. The second element to include is the recipient’s address. The recipient’s address is the address of the person receiving the address.
It should contain the details of the recipient for the letter to reach its destination. The third element is the salutation. The salutation is always formal in a formal letter and includes the recipient’s title such as (Mr., Dr. Ms. Or Mrs.). The salutation should be ended with a colon. The fourth element is the body. The body carries the content of the letter. The writer should ensure that they skip a line between the salutation, the body, and the close (Sari & Putri, 2019). The fourth element is the polite remark that ends the letter, known as the complimentary close. It should begin one line after the last paragraph of the letter and should be followed by a comma. The other elements in a letter include the signature line and enclosures. The signature line shows the person who sent the letter (Sari & Putri, 2019). Enclosures can be things like a resume if a letter is formal.
The letter a can be used in nursing in various ways. One of the ways is to share with the management problems facing the nursing department. A nurse can write a letter to the management sharing problems facing the department and what can be done to address the problems (Oberg, 2018). A letter can also be written to communicate with patients about the things that they need for their first hospital visit. A nurse leader can also use a letter to communicate to candidates recently interviewed for various nursing positions to tell them that they have been employed for the advertised posts (Oberg, 2018). Letters can be improved by ensuring that all the rules of letter writing are followed when writing the document. Letters can be sent through emails and other social media channels for faster delivery.
A Memorandum
A memorandum is an effective communication tool in any organization, including healthcare institutions. Chametzky (2023) noted that a memorandum is a vital tool because it is less expensive, quick, helps maintain a written record, and is a convenient way of communication. Memorandums also known as memos should always have three parts. The first part of the memo is the heading. The heading of the memo is labeled MEMO or MEMORANDUM and flush left or centered at the top of the page. A few lines should be left and then write DATE, TO, FROM, and RE. The DATE should indicate the date the document was written and sent, TO shows the people the document addresses, FROM shows who sent the memo, and RE is the subject matter of the memo (Chametzky, 2013). The second part of the memo is the body. The section is where the content of the memo is found. The last section is the indication of the people who have received copies of the memo. For instance, if the memo is copied to the chief executive officer, it should be indicated in the memo.
A memorandum is an important document in the nursing profession, especially for nursing leaders. It is used in nursing to communicate information of immediate importance to individuals within the healthcare organization. For instance, a nurse leader can write and send a memorandum to their employees informing them of the emergency meeting and highlighting briefly the purpose of the meeting (Oberg, 2018). Nurse leaders can also write a memorandum communicating their nurse’s recent change in policies on how nursing practice should be performed. A memorandum can also be prepared to communicate to nurses any changes in their roles. A memorandum can be best conveyed by sending them via email. Email is a faster way to deliver any communication. The sender can also post the memo on the organization’s official board to reach those who did not receive the document through email. Memos can be improved by ensuring that they are formal, clear, succinct, easy to read, and interesting. Memos should not be prepared using technical abbreviations or jargon to improve the recipient’s understanding of the message sent (Oberg, 2018). Memos should also avoid contractions, colloquialisms, and slang. The language used should be formal and acceptable in the nursing profession. Memos can also be improved by ensuring that they are accurate, logically organized, informative, and well-researched.
Conclusion
Letters and memorandums are vital in nursing departments. They are used to communicate messages within the department in various situations. For instance, letters can be used to inform candidates that they have been offered jobs at the nursing institution. Letters can also be used to communicate with patients regarding various issues. However, memos can be used by nurse leaders to communicate with nurses on various issues. For instance, memos can be used to communicate recent changes in policies. Memos can also be used to communicate changes in the role of nurses, leadership at the nursing department, or an emergency meeting and highlight briefly the purpose of the meeting. Therefore, nurses, especially at the management level should know proper letter and memo-writing skills.
References
Chametzky, B. (2023). Writing Memos: A Vital Classic Grounded Theory Task. European Journal of Humanities and Social Sciences, 3(1), 39-43.
Oberg, D. V. (2018) Grammar & writing skills for the health professional (3rd Ed.). Cengage ISBN: 978-1-3059-4542-5.
Sari, F. M., & Putri, S. N. (2019). Academic Whatsapp group: Exploring students’ experiences in writing class. Teknosastik, 17(2), 56-65.
Part B: Letter to George and Linda Smith
J. Claire,
The Nurse Manager,
ABC Pediatric Clinic,
123 Main Street, Anywhere, WI. 53105,
262-154-1234,
262-154-4321.
February 5, 2023
George and Linda Smith
Parents of Ramona Lynn Smith
3400 N. Charles Street Baltimore, MD 21218.
904-953-2001
Subject: Things Ramona Lynn Smith Should Carry on Her Visit with Dr, Lydia Jorgensen
Dear George and Linda Smith,
I am writing to welcome you at our clinic and thank you for selecting ABC Pediatric Clinic as the best choice for your daughter. I want to assure you that your daughter’s health is our outmost concern as the clinic.
I would like to remind you that your daughter has her first appointment with Dr. Lydia Jorgensen, one of our best pediatric physicians on March 6, 2023. You should ensure that Ms. Ramona Lynn Smith comes to the appointment with her birth certificate, prior physicians name, a copy of immunization records, insurance information, and a contact number. You also need to complete an application form attached and bring it with you during the appointment.
I again thank you for choosing our clinic and I assure you that we will make your choice worthwhile.
Yours Faithfully,
J. Claire, Nurse Manager at ABC Pediatric Clinic
Part C: Memo
ABC Pediatric Clinic
Memorandum
To: All Staff
From: J. Claire, Nurse Manager
CC: Human Resource Manager, Dr. Smith, and Chief Executive Officer
I am writing to inform you that there is a change in the office hours. Currently, the office hours are Monday-Friday from 9 am to 4: 30 pm. Dr. Smith has decided to improve her service and serve her patients better by changing the Wednesday office hours from the current hours to 11 am – 7 pm. Saturday hours will also change and start from 9 am – 3 pm. Only the 1 and 3rd Saturdays will be affected. The hospital management will provide additional four nurses to help the current staff cover the extra hours.
I am also writing to inform you that there has been a leadership change in the operation and surgery department because our colleague is about to retire. The current nursing head of surgery, nurse Betty is retiring this Friday and therefore, nurse Jane has been appointed to head the department in an acting capacity as the management searches for nurse Betty’s replacement. You are urged to support nurse Jane in her new role as the head of nurses in the operation and surgery department. A farewell party will be conducted to honor nurse Betty’s services at the clinic on Thursday this week. You are all urged to attend the party and wish Betty a happy and prosperous retirement.
I also wish to inform you that a general staff meeting will be held at the clinic auditorium on Wednesday this week from 10: 30 am to 11: 30 am and from 7 pm to 8: 30 pm. To ensure that the clinic operations are not affected, the 10: 30 am meeting will be attended by nurses who were on night shift and the 7 pm meeting will be attended by nurses on day shift. Issues that will be discussed in the meeting include strategies to implement to improve patient rooms and how to better work with physicians to improve patient care. All nurses are urged to attend the meeting.
Lastly, the ABC Pediatric Clinic management wishes to remind all nurses who want to be head of operations and surgery to apply on the company’s online website. Internal staff who have applied will be highly considered for the position.
Jermaine Byrant
Nicole Johnson
OVER
RATING
YEARS
