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Question

Considering a role as a health information manager, regardless of personal preferences, what are 2 specific situations where you think it would be better to request a meeting or make a telephone call to discuss an issue rather than send an email or instant message? What are 2 specific situations where you think an email or instant message would be better? Provide your rationale.

Answer 1

Great post! Here are my thoughts:

Situations for requesting a meeting or phone call:

1. Complex Issues Requiring Detailed Discussion: If you're dealing with a complicated issue, such as a significant change in health information regulations or a major project update, a meeting or call can provide a better platform for discussion. It allows for real-time clarification and feedback, and you can gauge responses and facilitate a dialogue, which can lead to a more thorough understanding.

2. Sensitive Topics: When discussing sensitive information, such as staff performance matters or patient confidentiality concerns, a face-to-face or verbal conversation is often more appropriate. These discussions require a level of privacy and empathy that is difficult to convey through written communication.

Situations for using email or instant messaging:

1. Quick Updates or Information Sharing: If you need to share brief updates or information, such as reminding the team about a meeting or sending out a policy document, an email or instant message is efficient. It allows recipients to refer back to the information at their convenience without the need for a lengthy discussion.

2. Documentation and Record-Keeping: For formal communications that may need to be documented, such as policy changes or official announcements, sending an email is ideal. This provides a written record that can be accessed later, ensuring clarity and accountability.

Using the right communication method can significantly impact the effectiveness of your message, so it’s great to consider these factors!