compose an email or memo (you can choose which) that is based on the scenario below.
You’ve been hired as an Assistant Director of Nursing at a long-term care facility that recently opened. The Director has discovered that some nurses and other staff members have been posting videos and selfies on social media, sometimes with patients visible. In a TikTok video, a portion of a patient’s chart can be made out in the background, raising privacy concerns and the risk of HIPAA violations. In a Twitter post, a staff member complained about a patient in a potentially disrespectful way. On Facebook, an employee shared erroneous information about the facility’s holiday hours.
Your manager asks you to send a memo to the facility staff detailing a new social media and smartphone use policy to go into effect immediately. Employees should no longer use personal phones while working, except while on breaks. No photos or videos of the facility or patients should be posted on personal social media accounts, and all information or news about the facility should be approved by the Assistant Director before being posted.
Compose your email or memo in a document, adding the necessary headings and features of the format you’ve chosen. Use our text as a reference to decide what kind of email or memo to write, and to make sure your email or memo looks and sounds professional. Your email or memo should be no less than 250 words and no more than 300 words. Feel free to make up any necessary information or details as needed as you write.
Last, on a new page, write a 1-2 paragraph reflection on your email/memo addressing the following:
Which type of email/memo did you decide to compose for this scenario? Why?
What did you find challenging about writing your email/memo? Explain.
Full Answer Section
Social Media Policy
- Patient Privacy: Do not post any photos or videos on social media that include patients, residents, or any identifiable facility areas. This includes backgrounds in videos or photos where patient charts or information might be visible.
- Confidentiality: Do not share any confidential patient information or discuss specific patient cases on social media.
- Professionalism: Maintain a professional online presence. Avoid posting negative comments or complaints about patients, the facility, or colleagues.
- Accuracy: Do not share information about the facility, including policies, procedures, or events, without prior approval from the Assistant Director of Nursing. Official announcements will be made through designated channels.
Smartphone Use
While on duty,
personal phone use should be limited to breaks. This ensures staff remain focused on providing quality care to our residents. During work hours, prioritize patient needs and avoid using personal devices in a way that could compromise patient care or safety.
Consequences of Policy Violation
Violations of this policy may result in disciplinary action, up to and including termination of employment. We encourage open communication. If you have any questions or concerns regarding this policy, please don't hesitate to contact your supervisor or me directly.
Conclusion
Thank you for your cooperation in upholding patient privacy, professionalism, and accurate information sharing. By working together, we can maintain a positive online presence for [Facility Name] and ensure the privacy and well-being of our patients.
Sincerely,
[Your Name]
Assistant Director of Nursing
[Facility Name]
Reflection
I chose to compose a memo in this situation for several reasons. A memo is a more formal communication method, appropriate for disseminating a new policy that applies to the entire staff. It allows for a clear and concise explanation of the policy guidelines and their rationale.
The most challenging aspect of writing this memo was striking a balance between clearly outlining the policy and its consequences while maintaining a respectful and professional tone towards the staff. It's important to acknowledge the seriousness of potential HIPAA violations while also encouraging open communication if staff have questions or concerns.
Sample Answer
Subject: Important Update: Social Media and Smartphone Use Policy
To: All Staff
From: [Your Name], Assistant Director of Nursing
Date: [Today's Date]
Introduction
This memo aims to clarify our policy on social media and smartphone use while working at [Facility Name]. As a healthcare facility, we prioritize patient privacy and confidentiality. Recent incidents involving social media posts have raised concerns about potential HIPAA violations and the unprofessional portrayal of our facility and patients.