ministry of health & gender
TRANSCRIPT
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MINISTRY OF HEALTH &GENDERHealth Service Division
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Introduction Methodology Forms of communication used Main forms of communication Internal communications External communications Success factors for good quality communication Communication barriers Conclusion & recommendations references
Contents
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Health Service Division (HSD) Part of Ministry of Health & Gender Recruiting foreign doctors & nurses Making work permits & work visa for foreign employees Assigning the foreign doctors & nurses to
regional Hospitals, Atoll Hospitals and Health Centres in Islands
Introduction
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Ministry of Health & Gender
Permanent Secretary
Human Resource
Finance
Administration
Director General of
Health Services
Licensing & Enforcement
Policy Planning
Health Services
Introduction
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Methodology Information gathering
Email List of required information
Face-to-face interview Phone calls
Clarification of doubts Ministry of Health & Gender Website
http://www.health.gov.mv was used to get the organizational chart
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Forms of Communication Used Written communication
Letters Used to communicate with other Maldivian organizations Send through fax or email
Memos Used for internal communications among the divisions of Ministry of
Health & gender Uses email as the medium
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Forms of Communication Used Visual Communication
Noticeboard To inform employees about activities and/or rules
Circulars Appears as pop-ups when employees enter the ministry’s intranet
Presentations Creating awareness among employees Employee training Microsoft Office PowerPoint is used Shown with the help of a projector
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Forms of Communication Used Electronic Communication
Websites Provide information to the public Advertising for job recruitment
Emails Sending memos inside the ministry Sending & receiving information from the recruits
GEMS (Government E-letter Management System) Used for exchanging documents among the divisions
Xpat Online Communicating with immigration & emigration to request for work
permit and work visa of foreign doctors & nurses
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Forms of Communication Used Informal communication
Face-to-face Mobile phones Helps to improve the communication between employees helps to get employees views about particular subjects
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Main Forms of Communication Written communication
Lack of internet access in some health centres HSD mostly communicates with them through fax.
Serves as better and safer evidence Can be stored safely
Exchanging Important documents
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Main Forms of Communication Electronic communication
Simplify document handling intranet is used for exchanging documents
in the ministry Advertising for recruitment
Online ads are used on different websites of countries abroad Getting details of job applicants
Emails are used to get the personal details about the applicants and their qualifications
Requesting work permit and work visa Xpat is used to request for the work permit & work visa of the selected
applicants
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Internal Communications
HSD
Maldives Medical Council
Top Managemen
tOther
Divisions
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Internal Communications
Downward Employee appraisals
Carried out every 6 months Check employee performance and give feedback
Staff meetings Inform about related works Checking the progress of work
Upward Requesting for meetings Clarify information
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Internal Communications
Lateral Memos
Used when requesting documents from another employee Create access cards Create office email address
Diagonal Meetings
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External Communications
HSD
Foreign Doctors &
Nurses
Hospitals & Health Centres
Immigration &
Emigration
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External Communications
Hospitals & Health Centres Send request for doctors and nurses through fax
Foreign Doctors & Nurses Sends their CV along with the certificates through email
Immigration & Emigration Requests for work permit and work visa are sent to Immigration &
Emigration through Xpat Online
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Success Factors for Good Quality Communication Democratic Management
Does not have favourites among the employees Helps the workers to communicate freely without fear Takes into consideration, the ideas of the employees before making
decisions Improves communication among the workers and the top management
Employees are empowered and are held responsible for their actions Helps to motivate the employees to do their best
Improves the divisions internal and external communications
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Success Factors for Good Quality Communication Cont . . .
HSD deals directly with both hospitals and health centres Shorter period of time to get the required information Actions can be taken quicker
Employees are fluent in English dealing with most of the expatriates are simplified
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Communication Barriers
Some foreigners does not know English Slows down the communication process as there are no or
very few employees who know languages other than English and Dhivehi Telephone calls
connection problems while calling foreigners Causes delays in getting information
Forgetting about the work due Forgetting to find a doctor for some hospital Some of the services might become unavailable
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Communication Barriers Cont . . . Delay in reply
Foreigner send their documents late Slows down the whole process
Interview Work permit & Visa Assigning to hospital / health centre
Not knowing to use a service Mostly when new employees join HSD They need to be taught
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Conclusion & Recommendations Communications are mostly found to be good in HSD Recommendations
Using emails to communicate with foreigners who do not know English
Can use translators to translate to their language and vice versa Using sticky notes or reminder apps
Can help solve the problem of forgetting
Requesting for required information earlier Can speed up the process of recruitment
Training the employees To keep them up to date on new technologies and how to use them
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References MoHG (n.d.). About Ministry of Health and Gender. Retrieved from Ministry of
Health and Gender: www.health.gov.mv/ministry.php?lang=en (n.d.). Retrieved from Baldwin-Woodville:
http://www.bwsd.k12.wi.us/SiteAssets/Lists/News%20and%20Announcements/NewForm/reminder4.gif
(n.d.). Retrieved from Trans-CIV: http://www.transciv.com.au/services/products/_career-coaching
(n.d.). Retrieved from The SWLing Posr: http://swling.com/blog/contact/ (2013, February 14). Retrieved from Computer Clip Art:
http://computercliparts.net/computer-clip-art/ tcadmin. (2012, March 5). Retrieved from http://www.talentculture.com/tchat-
previews/tchat-preview-irl-networking-is-face-to-face-not-f2f/attachment/clipart-ppl-at-desk/
Toit, M. d. (n.d.). Retrieved from marktoon: http://www.marktoon.co.uk/cartoons/personifications/confused-by-what-someone-else-is-saying-clipart.gif
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THANK YOU!ANY QUESTIONS?