MINISTRY OF HEALTH &GENDERHealth Service Division

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

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

Ministry of Health & Gender

Permanent Secretary

Human Resource

Finance

Administration

Director General of

Health Services

Licensing & Enforcement

Policy Planning

Health Services

Introduction

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

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

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

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

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

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

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

Internal Communications

HSD

Maldives Medical Council

Top Managemen

tOther

Divisions

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

Internal Communications

Lateral Memos

Used when requesting documents from another employee Create access cards Create office email address

Diagonal Meetings

External Communications

HSD

Foreign Doctors &

Nurses

Hospitals & Health Centres

Immigration &

Emigration

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

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

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

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

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

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

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

THANK YOU!ANY QUESTIONS?