Essay on Health Information Management Department

This department is essentially concerned with keeping records of patients at the hospital. It consists of three sections including the health informatics section, inpatient and outpatient sections. In the health informatics section is where most of the work regarding data analysis is done. This section is comprised of the filling room, coders, statistics unit, SAM and quantitative analysis. The other two sections (Inpatient and outpatient sections) are concerned with dealing one on one with patients. Inpatient section consists of admission office, wards and clerks, and secretaries. Lastly, the outpatient section components are the outpatient clinics, x-ray unit, and emergency counter.

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Among the challenges faced is the delay in file transfer from one hospital to the other. This is mainly because all the operations and data processing activities are done manually using pen and paper. To curb the issue of time wasting as experienced by the paper-based system, a computerized system will be introduced in April. The name of the new system is SALAMA and it will be used in the DHA for the first time in Rashid Hospital (Suchitra, 2017). Apart from saving time, the new system will also guarantee the accuracy of data records for both patients and doctors. In addition to that, SALAMA system will ensure the advantage of monitoring and review the system regularly to check if it still meets the original objectives. Through continuous review, the system will remain healthy and stable enough to earn the confidence of staff. Furthermore, all the flaws that have been experienced in the manual system such as duplication of patients' files, damage of the archive by physical means, and even loss of data, won't be experienced anymore with the introduction of the new system.

With the introduction of a new system, some staff will have to be displaced, or better still, get relocated. Most of the jobs that required staff to attend to will be taken up by machines being operated by qualified personnel. For instance, in the informatics unit, physicians will take up the job that was being done by staff, such as running the coders. When done by knowledgeable people, a great deal of time is saved for other duties, and also, there are minimal errors encountered.

Also, there will also be the follow-up of patients and staff as well. Patients medical records will be tracked down to see the progress the patients are making. Also, the system will follow up appointments for both patients and doctors to avoid any inconvenience at all. The work records of doctors will also be kept up do date to ensure quality service delivery.

The department has also engaged to guarantee the confidentiality of patients records. Confidentiality will be such that the medical records will only be accessed by a particular doctor attending to the patient at that time regarding that illness. Administrators will also control the level of information obtained in the system (Laurinda et al., 2012).

Another problem in this department is the failure to honor appointments by patients. To curb this, if a patient does not attend three meetings, the staff will discontinue registering the patient again. Moreover, if a patient is late by five minutes, they shall be treated at the end of the shift. In the dental sector on the other hand, if a patient, does not attend appointments, all the others are automatically canceled. This will make patients, respect time and honor appointments.

Public relations department

This is the department which deals with the flow of information from the institution to the public. It is the wing responsible for establishing and maintaining good correlation and understanding between the Dubai Health Authority and the general public. This department also gathers the needs of users and presents the needs to the Dubai Health Authority. In addition to that, this office also handles emergencies that arise, and also deals with social media accounts. Above all, this is the department which ensures that the public image of the firm is not tarnished by any means.

Some of the challenges experienced in this department include false information getting out to the public which sometimes interferes with the public perception of the organization. Wrong information goes to the public mostly through informal communication, rumors or other times information is misunderstood after getting to the press. To curb this, all the information to the public shall only be through one source, the public relations department. The social media administrator will also keep the social media accounts up to date with all the information. (Abdulrahman M, et al.)

In addition to that, another great challenge the department of public relations is facing is the credibility of information that is communicated to the public. With the internet, which everyone has access to, anyone can alter the messages as soon as they get out. With such malicious actions, messages are exaggerated making the public question the credibility of the Dubai Health Authority and specifically the public relations department. To ensure that the organization's communications remain credible, the public relations department has worked hard enough to get media access whereby the editors go through each message to ensure accuracy before letting it reach the public. In addition to that, each message being communicated will have the organizations credentials and will be endorsed by the government.

Moreover, getting in touch will the target audience has been quite difficult for the team. Therefore, the team has come up with multiple channels to convey the communications. The organization has put into consideration all classes of people concerning communication channels. Thus, relevant information is communicated through radio, television, social media, telephone messages and even emails. The public relations department ensures that each of the channels has accurate information that cannot be altered by any means. In the long run, with diverse ways of communication, everyone gets the message in just the appropriate time.

Once information is communicated, responses come almost immediately. Thus having a one-way communication in the public relations department does not help the recipients of the information. A good example is when communication is through email or the organization's social media accounts. Therefore, the public relations department has worked to ensure that communication is through a two-way channel such that all responses are concerned are addressed in the appropriate time frame.

Another problem that is usually experienced is internal conflicts. This comes up especially when there is the change in administration and introduction of digital models of data processing which require some staff to be laid off. Once rumors come up, they can easily lead internal conflicts and defiance. To contain this, the public relations personnel have to try as hard as possible to control the issue before it gets out of hand and worst of all, getting to the public. Holding regular meetings with staff and reassuring them that their positions are safe is a positive recommendation.

Human relations department

The human relations department in the Dubai Health Authority is responsible for keeping the organization in the form and managing employees. The major roles of this department include recruiting of staff, ensuring that safety, training, staff appraisal are guaranteed, facilitating other agencies to achieve the goals of the health authority and advising staff on how to tackle problems that may arise. Therefore, this is the department responsible for running the Dubai Health Authority.

Some of the challenges facing this department include negative attitude from staff. The negative people who come out openly usually don't like their jobs they are doing for the health authority. However, sometimes the members are genuinely harmful over what goes on. Recommendations on how to deal with negativity include listening to the complaints of the co-workers by members of the human relations department. Also, take their opinions on how they would like the problems to be resolved. In case the concerns are not legitimate, tell the person complaining what you think. (Reece et al.).

Another challenge in the human relations department concerns retaining of staff. Most of the time, some employees use the organization to get greener pastures regarding work conditions and salary. Thus, after a short period, some of the best people transfer to other organization. The human relations department has made significant effort to improve the work conditions, remuneration and even promotions of staff.

The Dubai Health Authority gets all types of people from different parts of the world. Thus, there is a lot of diversity regarding language, sex orientation, religion, and the style of doing work. Sometimes the same members of staff get into conflicts due to their diversity thus lowering the amount of work done. Therefore, the human relations department has to ensure that it provides a style of leadership that accommodates the diversities of staff to avoid any conflicts at all.

Another problem in the human relations department has bad bosses or leaders at work. We have experienced instances of leaders who are bullies, never take any opinions from their colleagues, take credit for other people's work and never even attend meetings at all. To curb this, first talk to the leader and share expectations from them regarding support and direction. I also recommend engaging the head in a conversation and enquiring from him how the department of human relations can help them achieve goals for the firm. (van der Wal MA, et al.)

References

Van der Wal MA, et al. (2016). Supervisor leadership about resident job satisfaction retrieved from the Web April 3, 2017

Abdulrahman M, et al. (2015) Teach Learn Med. retrieved from the Web April 3, 2017

Suchitra (2017) Dubai Health Authority retrieved from the Web April 3, 2017

Laurinda et al., (2012) Electronic Health Records: Privacy, Confidentiality, and Security retrieved from the Web April 3, 2017

Reece, Emeritus, Rhonda Brandt, Karen F Howie (2010) Effective Human Relations retrieved April 3, 2017.