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Communication with Patients, Families, and Coworkers

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Presentation on theme: "Communication with Patients, Families, and Coworkers"— Presentation transcript:

1 Communication with Patients, Families, and Coworkers
4 Communication with Patients, Families, and Coworkers

2 Learning Outcomes 4.1 Identify elements of the communication circle.
4.2 Understand and define the developmental stages of the life cycle. 4.3 Give examples of positive and negative communication.

3 Learning Outcomes (cont.)
4.4 List ways to improve listening and interpersonal skills. 4.5 Explain the difference between assertiveness and aggressiveness. 4.6 Give examples of effective communication strategies with patients in special circumstances.

4 Learning Outcomes (cont.)
4.7 Discuss ways to establish positive communication with coworkers and management. 4.8 Describe how the office policy and procedures manual is used as a communication tool in the medical office.

5 Learning Outcomes (cont.)
4.9 Describe community resources and how they enhance the services provided by your office. 4.10 Explain how stress relates to communication and identify strategies to reduce stress.

6 Introduction Medical assistants must Recognize human behaviors
Communicate effectively, with professionalism and diplomacy Recognize obstacles that affect therapeutic communication

7 Communicating with Patients and Families
You are the key communicator between the physician and patient Your interaction sets the tone for the office visit Developing strong communication skills is just as important as mastering administrative and clinical skills Communication will influence how comfortable the patient feels in your practice.

8 Communicating with Patients and Families (cont.)
Customer service Most important part of communication Two points fundamental to customer service The patient comes first Patient needs are satisfied Patients are #1!

9 Communicating with Patients and Families (cont.)
Examples of customer service Telephone techniques Writing or responding to telephone messages Explaining procedures to patients Assisting with billing issues Creating a warm and reassuring environment

10 Apply Your Knowledge Good!
What are the two key parts of customer service? ANSWER: The two fundamental parts of customer service are that the patient comes first and you must satisfy patient needs. Good!

11 The Communication Circle
The communication circle involves an exchange of messages through verbal and nonverbal means.

12 Communication Process
Patients often believe that health care has become impersonal due to Technological advances Managed care organizations Maintain a patient-centered approach

13 Apply Your Knowledge What are the three elements of the communication circle? ANSWER: The three elements of the communication circle are the message, source, and receiver. RIGHT!

14 Human Behavior: Stages of the Life Cycle
Understanding growth and development enhances communication skills Physical development Psychological and emotional growth Guidelines for communication based on developmental stage Infant Toddler Preschooler School age Adolescence Young, middle, old adult

15 Maslow’s Hierarchy of Human Needs
Self-Actualization Esteem Needs Love/Belonging Needs Safety Needs Physiological Needs Deficiency (Basic) Needs

16 Apply Your Knowledge Good Answer!
You can communicate with all people in the same way. Is this statement true or false, and why? ANSWER: The statement is false. Not all people are at the same place on Maslow’s hierarchy of human needs. To communicate effectively with a person, you need to understand what he or she is deficient in. For example, you would use different communication styles when talking to a homeless person who may have psychological and safety needs than when talking to an elderly person who is lonely and depressed due to the recent loss of his or her spouse. Good Answer!

17 Types of Communication
Positive or negative Verbal or non-verbal Written (Chapter 7)

18 Positive Verbal Communication
Communication promotes the patient’s comfort and well-being Set the stage for positive communication Encourage patients to ask questions Speak slowly and clearly

19 Negative Verbal Communication
Curb negative communication habits Mumbling Speaking brusquely Avoiding eye contact Interrupting patients as they speak Rushing explanations Forgetting common courtesies Showing boredom Treating the patient impersonally

20 Non-Verbal Communication
Facial expression Eye contact Posture Open Closed Touch Personal space In many instances, people’s body language conveys their true feelings, even when their words may say otherwise.

21 Apply Your Knowledge YEA! Mr. Garcia comes to the desk to check in and asks if he will be seen on time. The receptionist continues with her paperwork, points to the sign-in sheet, and tells Mr. Garcia: “Just sign in. The doctor will be with you when he can.” Explain why this is an example of negative communication. ANSWER: This is an example of negative communication because the clerk Did not stop what he or she was doing – was not friendly or attentive Did not greet Mr. Garcia or make eye contact with him Did not give a satisfactory answer to Mr. Garcia’s question Did not make sure Mr. Garcia understood when he would be seen

22 Improving Communication Skills
Listening skills Passive listening Active listening Improve listening skills Prepare to listen Relax and listen attentively Maintain eye contact Maintain personal space Think before you respond Provide feedback

23 Improving Communication Skills (cont.)
Interpersonal skills Warmth and friendliness Empathy Respect Genuineness Openness Consideration and sensitivity

24 Therapeutic Communication
The ability to communicate with patients In terms they can understand So they feel at ease and comfortable The ability to communicate with other members of the health-care team Technical terms Appropriate to the health-care setting

25 Therapeutic Communication (cont.)
Involves Silence Accepting Giving recognition Offering self Giving a broad opening Offering general leads Making observations Encouraging communication Mirroring Reflecting Focusing Exploring Clarifying Summarizing

26 Ineffective Therapeutic Communication
Roadblocks Reassuring Giving approval Disapproving Agreeing/ disagreeing Advising Probing Defending Requesting an explanation Minimizing feelings Making stereotyped comments

27 Defense Mechanisms Unconscious, designed to protect self
Patients may display Compensation Denial Displacement Dissociation Identification Introjection Projection

28 Assertiveness Skills Assertive – people who are firm and stand by principles while still showing respect for others Requires Openness Honesty Directness Aggressive – people who try to impose their position on others or try to manipulate them

29 Apply Your Knowledge Good Answer!
What is the difference between being aggressive and being assertive? ANSWER: Assertiveness means standing by your principles while showing respect for others. You trust your instincts, feelings, and opinions and act on them. An aggressive person tries to impose his or her own position on others or tries to manipulate them. He or she is bossy, may be quarrelsome, and does not consider others’ feelings, needs, thoughts, ideas, or opinions. Good Answer!

30 Communication – Anxious Patient
Can interfere with communication process May not listen well or pay attention to what you are saying Observe for Tense appearance Increased blood pressure and breathing Sweaty palms Irritability and agitation

31 Communication: – Angry Patient
Goal is to help the patient express anger constructively Steps in communicating with an angry patient Recognize anger and its cause Remain calm and demonstrate respect Focus on physical and medical needs Maintain adequate personal space Do not take anger personally Ask patient to be specific concerning cause Present your point of view Avoid breakdown of communication Leave if you feel physically threatened

32 Communication – Patients from Other Cultures
Each patient has his or her own behaviors, traditions, and values Strive to understand and be tolerant Stereotyping Negative statement about specific traits of a group applied to an entire population Generalization Statement about common trends within a group

33 Communication – Other Cultures (cont.)
Attitudes about health care Beliefs about causes of illness Symptoms and what they mean Treatment expectations Language barriers

34 Communication – Patients with Visual Impairment
Use large-print materials Use adequate lighting in all areas Use a normal speaking voice Talk directly and honestly Do not talk down to the patient Preserve the patient’s dignity

35 Communication – Patients with Hearing Impairment
Find a quiet area to talk Minimize background noise Position yourself close to and facing the patient Speak slowly Remember that elderly patients lose the ability to hear high-pitched sounds first Verify understanding Use written material Speak clearly but do not shout

36 Communication – Mentally or Emotionally Disturbed
Determine what level of communication the patient can understand Suggestions Remain calm if the patient becomes agitated or confused Avoid raising your voice Avoid appearing impatient

37 Communication – Elderly Patients
Be respectful Do not talk down to elderly persons Touch – communicates caring

38 Communication – Terminally Ill Patients
Often under extreme stress, so offer support and empathy Kubler-Ross’s Stages of Dying Denial Anger Bargaining Depression Acceptance

39 Communication – Young Patients and Their Parents
Recognize and accept their fear and anxiety Explain all procedures Use praise Do not tell children that a procedure will not hurt if it will, or you will lose their trust Reassuring and keeping parents calm will also help the child relax

40 Communication – Patients with AIDS/HIV
Stigma of disease Guilt Anger Depression You must have accurate information about the disease and the risks involved to answer the patient’s questions Patients need human contact and to be treated with dignity

41 Communication – Patient’s Family and Friends
Provide emotional support to the patient Acknowledge family members and friends Keep them informed about patient’s progress Remember to protect patient confidentiality Ask the patient what information can be given to family or friends

42 Apply Your Knowledge Right!
What can you do to promote communication with someone who is visually impaired? ANSWER: Use large-print materials, adequate lighting in all areas, and a normal speaking voice. Talk directly and honestly, but do not talk down to the patient; preserve the patient’s dignity. Right!

43 Communication with Coworkers
Develop rapport with coworkers Rules for the medical office Use proper channels Have a proper attitude Plan an appropriate time for communication

44 Communicating with Management
Keep supervisor informed Ask questions Minimize interruptions Show initiative

45 Dealing with Conflict Do not gossip
Do not jump to conclusions Set boundaries to limit undesirable behavior Do not “feed into” others’ negative attitudes Be personable and supportive Refrain from passing judgments

46 Apply Your Knowledge Bravo!
What strategies can you use to avoid conflict in the workplace? ANSWER: You can use the following strategies to avoid conflict in the workplace: Do not “feed into” others’ negative attitudes Be personable and supportive Refrain from passing judgments Do not gossip Do not jump to conclusions Bravo!

47 Policy and Procedures Manual
Key written communication tool Policies Dictate the day-to-day workings of an office Describe chain of command Procedures Detailed instructions for specific procedures

48 Policies Office purposes Salary evaluations Rules and regulations
Job descriptions Office hours Dress code Insurance Vacation and sick leave Salary evaluations Maintenance of equipment Mailings Bookkeeping Scheduling appointments OSHA

49 Procedures Purpose of test, clinical application, and usefulness
Specimen required and collection method Special patient preparations or restrictions Reagents, standards, controls, and media used Instrumentation Calibration and schedules Step-by-step directions

50 Community Resources Good customer service is founded on providing or researching services to assist in attaining the goal of patient health and well-being Discuss with patient’s physician before referring patient Resources Alcoholics Anonymous Shelters Hospice Mental health services Meals on Wheels PASSPORT Easter Seals State agencies Support groups

51 Other Resources Reference laboratories Insurance companies
Office equipment suppliers Maintenance companies

52 Apply Your Knowledge Right!
What is the difference between policies and procedures? ANSWER: Policies dictate the day-to-day workings of an office and usually describe the chain of command. Procedures are the detailed instructions for specific procedures. Right!

53 Personnel Management Employee Other administrative tasks Hiring
Relations Benefits Performance Other administrative tasks Hiring Training Compensation

54 Personnel Management (cont.)
Employee orientation Stress competencies Teamwork Policies/procedures Cross-training

55 Personnel Management (cont.)
Successful hiring Find the most qualified person for the job Scrutinize and check references carefully Have a salary range Discuss policies and procedures early Train properly and re-train

56 Apply Your Knowledge What is employee orientation essential to? What should be stressed during employee orientation? ANSWER: Personnel management ANSWER: Competencies of teamwork, policies and procedures, and cross-training Good Answers!

57 Managing Stress Stress can be a barrier to communication
Stress can occur Due to a feeling of being under pressure As a reaction to anger, frustration, or change in routine Stress is normal Motivating More productive

58 Managing Stress (cont.)
Ongoing stress Overwhelming Physical effects Reducing stress Consider your strengths and limitations Be realistic about commitments both at work and in your private life Techniques to reduce stress

59 Apply Your Knowledge Right!
List three things you can do to relieve stress. ANSWER: Any of the following can help you reduce stress: Exercise regularly Eat a balanced diet Get enough sleep Set realistic goals Be organized Change what you have control over Keep focused Identify sources of conflict Maintain a sense of humor Try not to overreact Right!

60 Burnout Burnout is the end result of prolonged periods of stress without relief Type A personality Highly driven, perfectionist-type person More susceptible to burnout Type B personality More relaxed, calm, “laid back” Less prone to burnout

61 Burnout (cont.) Stages to burnout Honeymoon Awakening Brownout
Full-scale burnout Phoenix phenomenon

62 Preventing Burnout Take time to rest and relax
Be realistic about job expectations, your aspirations, and your goals Create a balance in life

63 Apply Your Knowledge Good Job! What are the phases of burnout?
ANSWER: The phases of burnout are Honeymoon Awakening Brownout Full-scale burnout Phoenix phenomenon Good Job!

64 In Summary 4.1 The communication circle involves a message being sent, a source, and a receiver that responds. 4.2 It is important for the medical assistant to understand the development of the life cycle as it will assist in communication skills with patients. 4.3 Communication that promotes comfort and well being is considered positive communication. Medical assistants may not be aware of some of the signs of negative communication they display.

65 In Summary (cont.) 4.4 Listening and other interpersonal skills can be improved by becoming more involved in the communication process. 4.5 Assertive medical professionals trust their instincts. Aggressive medical professionals try to impose their positions through manipulation techniques. 4.6 Learning about the special needs of patients and polishing your communication skills will help you become an effective communicator.

66 In Summary (cont.) 4.7 The quality of communication you have with your coworkers and your supervisor greatly influences the development of a positive or negative work climate. 4.8 The policy and procedure manual is a key communication tool. 4.9 Community resources are available in your local area to patients who may need additional outside resources Stress can be good or bad. However, it is how we handle stress that makes the difference.

67 End of Chapter 4 Often during life-altering experiences, patients and their loved ones need a shoulder to cry on or someone to comfort them. It is important for them to know support is there. —Lindsey D. Fisher (The Healers Art)

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