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Patient care service &
communication
Dr. Mustafa Amimul Ehsan Siddique
BSc PT, M Phil in Public Health, MBA, PhD
Sr. Manager
Labaid Healthcare

Patient
? A patient is any recipient of health care services that are performed
by healthcare professionals. The patient is most often ill or injured
and in need of treatment by a physician, nurse, optometrist, dentist,
veterinarian, or other health care provider.

What is patient care?
? Patient care refers to the prevention, treatment, and management of
illness and the preservation of physical and mental well-being through
services offered by health professionals/ healthcare provider.
? Patient care consists of services rendered by health professionals (or
non-professionals under their supervision) for the benefit of patients.
? A patient is a user of health care services whether he or she is healthy
or sick.

Who are Customers?
Definition of a customer: A customer is an individual
who purchases goods or services from the businesses.
(Internal/external customers)
Customers are people who need your assistance. They are not an
interruption to your job, they are the reason you have a job..

Patients VS customer
? Choice!
? Demand a positive outcome!
? Decision!
? Satisfaction!

Greeting Customers
The purpose is to create and maintain a welcoming environment - how can we achieve this?
? Be attentive, acknowledge a person as soon as they appear,
even if you’re busy
? SMILE!
? Establish eye contact
? Tell them your name
? Ask how you can help
? Give the customer your full attention
? Be polite and courteous……………

Principles:
? Patient service = Accountability + Delivery
? Friendliness: The most basic and associated with courtesy and politeness.
? Empathy: Patient needs to know that the service appreciates their wants
and circumstances.
? Fairness: Patient wants to feel they receive adequate attention and
reasonable answers.
? Control: Patients wants to feel his/her wants and that input has influence
on the outcome.
? Information: Patient wants to know about products and services in a time
sensitive manner.

A Positive Organisational Image
First impressions count and will affect the interaction.
People make judgements in the first 30 seconds.
Golden Rule – Customer is king. You only have one
chance to make a first impression!

Elements of Patient care Service:
? Identify patient.
? Develop a patient friendly approach.
? Understand patients need.
? Delivery of desired service.
? Feedback.

Planning Good Customer Service
? Recording procedures (when are your busy times)
? Reporting procedures (meeting organisational/ funding/ legislative requirements)
? Observe and report customer needs
? Be proactive in improving service
? Market your organisation
? Have processes and procedures for dealing with difficult situations BEFORE they
happen and make sure staff are trained.

CUSTOMER SERVICE
?Rewards for Excellent Customer Service
? Increased customer loyalty
? Positive word-of-mouth
promotion
? Happier customers
? More productive and happier employees
? Smoother working operations

Service Standards
How can you contribute to the development and maintenance of
service standards in your volunteering organisation?
? Read and understand your organisation’s policies and procedures on
customer service
? Be prompt and efficient
? Ensure services are delivered in accordance with legislative or statutory
requirements
? Maintain accurate records
? Ensure any special needs of customers are taken into account

Attitude Checklist
What attitudes assist in providing good service?
? Enjoy helping people
? Handle people well
? Care for your customers
? Give fair and equal treatment to all
? Be understanding of people with special needs

Skills for Customer Service
? Know about your organization
(Service name, Doctors name and schedule, charges/ fees etc.)
? Learn the technical parts of the job
? Communicate well
? Be consistent
? Be organised
? Know your place in the team and be a team player

Find out how You can Help
? How can you find out what people want?
? If you can’t help, what should you do?
? Offer alternatives if possible
? If they have to wait, how would you handle it?

Communication
? Communication is commonly defined as the transmission of
information.
? The four types of communication are verbal, non-verbal, visual and
written communication.

Communication is a 2-way Process
Communication skills involve:
? Listening to others (Receiving) message
? Asserting/ Expressing (Sending)
sender
receiver
sender
receiver
Barriers

Effective Communication Skills
Eye contact & visible mouth
Body language
Some questions
Encouragement silence to continue
Summarizing Checking for understanding
what has been said Smiling face
Effective
Communication skills

The Communication Equation
What you hear
? Tone of voice
? Vocal clarity
? Verbal expressiveness 40% of the message
What you see or feel
? Facial expression
? Dress and grooming
? Posture/ Body Language
? Eye contact
? Touch
? Gesture 50% of the message
WORDS…….. ONLY 10% of the message!

Barriers to Effective Communication
Language Noise
Time Distractions
Other people Cultural
Too many Lack of interest
Questions
Distance Disability
Discomfort
with the topic
Barriers to
effective communication

How to Listen to Customers
Active listening = Attending skills (being ready)
Listening is fine art
?Attend to immediate needs (if you need to finish
something before giving your full attention)
?Being available
?Eye contact
?Attentive posture
?Concentration

Using Your Voice
Do you
? Become loud when angry or upset
? Speak faster when nervous
? Speak slowly when tired or bored
? Have a cheerful voice
? My tone of voice is warm and understanding
? Find it easy to talk to people you don’t know
? Control your tone in most situations
? Sound bossy, weak or unsure
? Have a clear and easy-to-hear voice
? Speak in a very formal or very trendy manner?
Think about how you might modify your voice in certain
situations. Voice can make friends and voice can make
enemies !!

Body Language for a Positive Result
Brainstorm some examples of good body language
?Smile
?Introduce yourself (if appropriate) or wear a name badge
?Shake hands if appropriate
?Lean forward
?Be aware of cultural differences

Presentation and Manner
Does your Organisation have a policy on presentation?
? Uniforms, badges, etc
? Personal hygiene
? Clothing – appropriate to the situation
? Hair – cleanliness and style
? Accessories – jewellery, earrings, watches, tattoos,
? Expression – facial expressions
? Tone of voice
? Body language
? Surroundings (Can they see a messy desk? Dead flowers in the vase?
Eating your lunch?...)

Telephone Skills
? Know how to use the phones
? Speak clearly and slowly
? Smile (you can hear it in your voice!)
? State your name and organisation
? Write down the caller’s name and use it
? Don’t say rude things while someone’s on hold
? If they’re explaining something use words to show you’re listening (umm,
yes …)
? Have pad and pencil ready to take notes or messages (check spelling and
message content)
? Don’t eat or drink while on the phone

? Write clearly and concisely
? Refer to their letter, date and query
? Be friendly without being too informal (Dear Aunt writing style)
? Check your spelling and grammar
? Make sure you’ve answered their query or request or explained
why you can’t
? Be timely or apologise for any delay in replying
Written Communication

A Positive First Impression
? Be confident
? Knowledge - know your organisation and the services you provide
? Confidentiality
? Follow up (don’t just say you’ll do something, do it)
? Strengthen the customer’s commitment to your organisation

What to Avoid
? Saying ‘I don’t know’ without offering an option
? Saying you don’t know where a colleague is or saying they’re at lunch/ toilet/
gone for coffee etc
? Leaving people on hold for a long time
? Ignoring people if you’re busy
? Treating people unequally

Factors Affecting the Quality of Service
? Reliability
? Confidence
? Responsiveness
? Efficiency
? Consistency
? Organisation
? Acceptance of and adherence to policies and procedures

Customers with Special Needs
? People for whom English is not their first language
? People with disabilities
? People from other areas who may not be familiar with the way things are done
here
? People with limited mobility
? Unaccompanied children

Dealing with Difficult Behaviour
? Label the behaviour, not the customer
? Listen
? Don’t get defensive
? Don’t take it personally
? Find out what the customer wants
? Discuss alternatives
? Take responsibility for what you CAN do
? Agree on action

The Talkative Customer
? Ask closed questions
? Limit the time available for them to interrupt (don’t have long pauses)
? Provide minimal response
? Smile and be pleasant, but don’t encourage them
? Wind up – thank them for coming, walk them to the door but don’t be rude or
dismissive

The Angry Customer
? Listen carefully without interrupting so you understand the
problem
? Empathize, Stay calm and remain polite
? Don’t escalate the problem
? Don’t take it personally, be defensive
or blame others.
? Propose an action plan and follow it
? Seek support if you are scared, if you can’t agree on a solution
or if the customer asks to see “whoever’s in charge”

The ‘know it all’ Customer
? Acknowledge what they say
? Compliment them on their research
? Be generous with praise
? Don’t put them in their place no matter how tempting
? Don’t try to be smart – you can’t win!
? Ask them questions and use them to improve your knowledge

The Indecisive Customer
? Find out what they really want
? Ask them for the options
? Reflect back to them what they’ve said
? Assume control gently and point out the best course of action from what they’ve
told you they need
? Be logical
? Confirm a plan of action with them
? Maybe even put it in writing

The Suspicious Customer
? Establish your credibility
? Ensure you know your product or service
? They will try and catch you out so don’t guess or tell them something you’re not
sure of
? Be careful what you say
? Be polite
? Don’t take it personally, they don’t trust anyone!

Case study:
Open discussion:
Closing remarks

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Customer services and communication.pptx

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Editor's Notes