Assessment Front Sheet

IMPORTANT: Your assignment will not be accepted without the FRONT SHEET.
Campus: Stream:
Level: ACL-II Year/Semester
IBEA
Module Name: Assignment Type: Module Assignment
Student’s Name: Assessor’s Name:
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Higher Level Skills
Students are expected to develop the following skills in this assignment:
• Cognitive skills of critical thinking, analysis and synthesis.
• Effective use of communication and information technology for business applications.
• Effective self-management in terms of planning, motivation, initiative and enterprise.
Certificate by the Student:
Plagiarism is a serious College offence.
I certify that this is my own work. I have referenced all relevant materials. ________________________
(Student’s Name/Signatures)
EXPECTED OUTCOMES Assessment Criteria – To achieve each Achieved (Y/N)
outcome a student must demonstrate the
ability to :
Role of IT In Businesses & Industry Displaying the understanding of the need &
importance of IT in solving Business
problems

Understanding the concept of Expression of different types of technological

computerization & uses of technologies in innovation in various industry
Business process Innovation

Assignment Grading Summary (To be filled by the Assessor)

Grades Grade Descriptors Achieved Yes/No (Y / N)
P A Pass grade is achieved by meeting all the requirements defined.
M1 Identify and apply strategies to find appropriate solutions.
M2 Select/design and apply appropriate methods/techniques.
M3 Present and communicate appropriate findings.
Use critical reflection to evaluate own work and justify valid
D1
conclusions.
Ability to anticipate and solve complex tasks in relation to the
D2
assignment.
D3 Demonstrate convergent, lateral and creative thinking.

OVERALL ASSESSMENT GRADE:

TUTOR’S COMMENTS ON
ASSIGNMENT:
SUGGESTED MAKE UP PLAN
(applicable in case the student is asked to
re-do the assignment)
REVISED ASSESSMENT GRADE
TUTOR’S COMMENT ON
REVISEDWORK (IF ANY)
Date: Assessor’s Name / Signatures:
 Case Study
Royal Hospital is a fairly large hospital, situated in a large city, which deals mainly with orthopedic and geriatric
cases. As in most hospitals, there are a number of special units, one of which is Dietetics. The staff in the unit is
as follows:
Janet Hall - Chief Dietician
Robert Webb - Senior Dietician (Diabetics)
Anne Heming - Senior Dietician (Renal)
Joan Barr - Basic Grade Dietician
2 other Basic Grade Dieticians
In recent months the unit has been under considerable pressure, with an increasing number of patients. There have
also been staff changes during the period - Anne Heming is new to Dietetics, having come from a large hospital in
another Health Board; Joan Barr has only recently qualified.
Several problems have recently become obvious in the unit and a number of these are related to records
management. Although the main patient records are kept in the hospital centralized system, the unit requires to
handle a substantial number of records. It has card files, using the alphabetical system, for its patients and general
files (also in alphabetical order) for other records. In addition, the unit requires to keep a record of petty cash,
information on all orders sent and detailed statistics on patient turnover.
Anne Fleming had been rather horrified to find that there was no clerical support for the Dietetics Unit and had
experienced considerable frustration at the time it was taking her to find the cards for some of her patients. After
investigation she realized that the card files contained the records for all patients from the last 15 years. On
suggesting to Janet Hall that someone needed to sort through the cards and get rid of all the old ones, she was
finally told that they required to keep past records and that this unit was not as fortunate as her last one in having
modem records equipment and clerical support. Anne retorted that if the unit records of patient turnover had been
properly kept Janet would probably have been able to make a case to the management for the allocation of clerical
help. Janet was furious at what she interpreted as a personal criticism of her ability to manage the unit.
Joan Barr had been nearby at the time and had overheard the comments. At lunch, during a conversation with
Anne, she said that she had worked during some of her holidays in a large company where they used a numerical
system because of the number and turnover of records. She said it had operated very well and they were able to
find the records quickly. She thought it would improve the situation in the unit as all the recent record cards
would have the highest numbers. Anne was not too clear about the numerical system but said she would try to
find out a bit more and, if it was going to help, would tackle Janet again.
Anne was also frustrated at the fact that Robert Webb never seemed to do his share of maintaining the record
cards. She regularly tried to keep up to date those that referred to the renal patients and had also spent time on five
occasions in the last month in clearing the backlog of the others. She had hoped that this would encourage (or
shame) Robert into doing his share but this had not happened. Later that same day Anne was complaining to
Robert about the backlog which had once again built up. He gave no appearance of being very concerned and
merely blamed the lack of clerical support. In desperation, Anne loudly announced that she was not doing his
work any more and was going to get a separate box for the renal cards which she would then keep up-to-date.
Robert replied that this would not work as there were a number of patients with both renal and diabetic problems.
Anne grew even angrier.
The strained relationships in the unit were further aggravated the following day when Anne had occasion to
telephone one of the renal consultants to discuss the implications of a new medication for a patient in the renal
ward. During the conversation Anne realized that she required the relevant medication file to be able to discuss
the issue in depth. She put the phone down to get the file out of the cabinet only to find that it was not there. She
searched through the piles on each person's desk but still did not find it, by which time the consultant had given
up waiting and had rung off. He was not pleased when Anne telephoned again to postpone the remainder of the
discussion until she had located the file. He made some very pointed remarks on the importance of public image
and the poor impression of efficiency created by leaving someone waiting on the telephone and by losing files. It
was not until late in the afternoon, after much searching and asking around, that Anne discovered that Janet had
taken the file home and forgotten to return it.
When Janet saw Anne publicly make a grimace on learning of the whereabouts of the file, she called her into a
room and reprimanded her for her attitude and behaviour, particularly when there was every chance of one of the
patients witnessing the scene. She further pointed out that she had already received a criticism from a patient
about Anne's argument with Robert the previous day.
Questions

Q1. Analyse the case and identify problems related to records management.

Q2. What are the causes of the problems and how could they have been avoided?

Q3. Can you identify any other problems which have aggravated the records management problems? How
could these have been overcome?