What do you do if delegated tasks are not being completed efficiently as a patient advocate?

As a patient advocate, you may have to delegate some tasks to other members of the healthcare team, such as nurses, social workers, or clerical staff. Delegation is a skill that can help you manage your workload, save time, and improve patient outcomes. However, delegation also comes with challenges, especially when the tasks are not being completed efficiently or effectively. How can you handle this situation without compromising your role as a patient advocate? Here are some tips to help you.

1 Assess the situation

Before you confront the person who is not completing the tasks, you need to assess the situation and identify the root cause of the problem. Is it a lack of training, communication, motivation, or resources? Is it a personal issue, a team conflict, or a system error? Is it a one-time occurrence or a recurring pattern? By asking these questions, you can gain a better understanding of the problem and avoid jumping to conclusions or blaming the person.

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2 Communicate clearly

Once you have assessed the situation, you need to communicate clearly with the person who is not completing the tasks. You should approach them in a respectful and professional manner, and avoid being accusatory or confrontational. You should explain the expectations and goals of the tasks, and how they affect the patient's care and satisfaction. You should also listen to their perspective and feedback, and acknowledge any challenges or barriers they may be facing. By communicating clearly, you can establish a rapport and trust with the person, and avoid misunderstandings or resentment.

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Bonnie K. Brown - Mold Expert and Detox Specialist

I help people overcome Mold Illness (CIRS), Lyme Disease, and Complex Chronic Illness through science-based detoxification strategies personalized for their needs.
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After bringing a team on board, I quickly recognized the importance of effective communication to ensure tasks were completed efficiently. To address communication challenges, I've adopted a more methodical approach to delegation. One strategy that has proven particularly effective is writing down tasks and outlining my expectations clearly on paper. This approach minimizes miscommunication by providing a tangible reference for my team, ensuring everyone understands their responsibilities and the impact on patient care and satisfaction. It's helped build trust and rapport within the team, facilitating a smoother workflow and enhancing our collective ability to advocate for patients effectively.

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3 Provide feedback and support

After you have communicated clearly with the person who is not completing the tasks, you need to provide feedback and support to help them improve their performance. You should give them specific and constructive feedback, and focus on the behavior and outcomes, not the personality or character. You should also offer them support and guidance, and provide them with the necessary training, resources, or tools to complete the tasks. You should also monitor their progress and follow up with them regularly, and recognize and reward their improvements. By providing feedback and support, you can motivate and empower the person, and enhance their skills and confidence.

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Bonnie K. Brown - Mold Expert and Detox Specialist

I help people overcome Mold Illness (CIRS), Lyme Disease, and Complex Chronic Illness through science-based detoxification strategies personalized for their needs.
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I start conversations with, "I'm sorry but that doesn't work for me." This approach opens the door to addressing specific issues without immediately assigning blame. Following this, I provide detailed feedback, saying, "Here's what was expected, and here’s where things didn't align. Let’s discuss how we can address this." To offer support, I add, "What resources or training do you feel would help you meet these expectations?" This method facilitates a constructive dialogue, focusing on improvement and growth. Regularly monitoring progress and acknowledging improvements with, "Your efforts have really made a difference, thank you," reinforces positive behavior and builds confidence, fostering a supportive and motivated team environment.

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4 Escalate the issue if needed

If the person who is not completing the tasks does not respond to your feedback and support, or if the problem persists or worsens, you may need to escalate the issue to a higher authority, such as your supervisor, manager, or director. You should document the situation and the actions you have taken, and present them in a factual and objective way. You should also explain the impact of the problem on the patient's care and satisfaction, and suggest possible solutions or alternatives. By escalating the issue, you can seek help and advice from others, and protect your role as a patient advocate.

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Bonnie K. Brown - Mold Expert and Detox Specialist

I help people overcome Mold Illness (CIRS), Lyme Disease, and Complex Chronic Illness through science-based detoxification strategies personalized for their needs.
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What has helped me is setting up a more structured feedback system and establishing clearer accountability measures. I often say, "Let's review what steps we've taken and where we need to redirect our efforts to ensure our patients' needs are met." This involves revisiting the tasks, discussing the challenges openly, and working together to devise a plan that addresses the root of the problem. Additionally, I emphasize, "Your input is valuable; let’s work together to find a solution that enhances our team’s performance." By adopting this strategy, I aim to foster a culture of continuous improvement and collaboration, ensuring that patient care remains our top priority.

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5 Reflect and learn

Finally, you need to reflect and learn from the situation, and use it as an opportunity to improve your delegation skills. You should evaluate the outcomes and feedback of the tasks, and identify what worked well and what did not. You should also examine your own strengths and weaknesses as a delegator, and seek feedback from others. You should also update your knowledge and skills on delegation, and learn from best practices and examples. By reflecting and learning, you can enhance your delegation skills, and become a more effective and efficient patient advocate.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Asumpta Gallagher

Multi Award winning Founder of Best Practice I Enabling Doctors to focus on Patient Care I Network Ireland Galway Ex Officio 2025
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The role of a patient advocate is critical to ensuring that patients get the best outcome. There should ideally one person who acts as a conduit between healthcare professionals and family. Tasks can then be allocated based on must up to date information relating to the patient. Everything should be communicated through this one single channel.

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What do you do if delegated tasks are not being completed efficiently as a patient advocate?

1

2

3

4

5

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1 Assess the situation

2 Communicate clearly

3 Provide feedback and support

4 Escalate the issue if needed

5 Reflect and learn

6 Here’s what else to consider

Patient Advocacy

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What do you do if delegated tasks are not being completed efficiently as a patient advocate?

1

2

3

4

5

6

1 Assess the situation

2 Communicate clearly

3 Provide feedback and support

4 Escalate the issue if needed

5 Reflect and learn

6 Here’s what else to consider

Patient Advocacy

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