Question

Part II: Prepare for a Staff Meeting For this activity, use the steps below and the following scenario. You will be creating an agenda, list of supplies, and an email

Scenario: You are a medical assistant team leader in a family practice department. Over the last two months there has been an increase in patient complaints related to long wait times in the reception area before being brought back to the patient exam rooms. Your supervisor asks you to prepare for a staff meeting to discuss these complaints and find ways to increase patient satisfaction.

1. Create an agenda using word processing software (Microsoft – Word).
   1. List the attendees
   2. List the start and end times
   3. Give the meeting location
   4. State the purpose and goal of the meeting
   5. List the items to be discussed – this list must support or relate to the reason for the meeting
   6. Identify supplies or materials attendees should bring to the meeting
2. Next you will create an email to send to the attendees informing them of the meeting (Microsoft – Word)
   1. Appropriate topic must be in the subject line
   2. Include a greeting
   3. Include an appropriate message
   4. Include a closing

For this email you must use

Correct grammar

Correct spelling

Correct capitalization

Correct sentence structure

3. Create a list of items and equipment needed for the meeting (whiteboard, projector, etc)
4. Proof Read both the email and the agenda
   1. Attach the agenda, email, and List of needed items to the email and save to your computer.

Answer 1

#. Agenda :-

a. The attendees are :-

Medical assistant team including :

- Physicians

- Staff nurses

- Receptionist

- Administrator

- Laboratory staff etc

b. The meeting will start at 9.30 am and will be four 2 hours till 11.30am

c. The location of the meeting is -Board Room ,1st floor ,Main building

d. Purpose of the meeting is to identify the reason for the long wait time in the reception area.

Goal of the meeting is to resolve the issue of long waiting hours in the reception area .

e. The items to be discussed are :-

- what is the reason for long waiting in the reception area?

- is the receptionist is not available ?

- do the staffs come late for duty ?

- is there shortage of staffs ?

- is there shortage of equipments that people are waiting for their turn to come ?

f. The materials to be brought for the meeting are :-

- identify card

- a notepad

- pen

#. E- mail

To all the attendees mail address

Subject - A meeting is being organised to find out the cause behind the long waiting of people in reception area .

Dear attendees ,

I am writing this mail to bring into your kind notice about the long waiting time in reception area as a complaint from patients . To find out the cause and solution for this complaint raised by patient , a meeting is being organised this Saturday in the Board Room ,first floor ,Main Building from 9.30am to 11.30am . Therefore , everyone is informed to kindly attend the meeting and give their suggestions to solve the issue .

Thanking you

Regards

#. List of items needed for the meeting are :-

- laptop

- projector

- white board

- marker

- water

- snacks