Report Writing

~Namrata Chakrabortty
 Overview
• Nature and Significance
• Types of reports
• Different formats
• Writing strategies
 What is a Report?
• A statement or compilation of facts
• Deals with some event/happening/problem
A Report on Child Diabetes
Who are affected?
Children in which age groups?
How to deal with the disease?
• These facts are analyzed & classified
• Containing in-depth studies help in decision making
• Tell us what do which steps to take how to deal with situations & crises
 Nature and Scope

• Objective
• Accurate study of facts
• Informative
• Research-based
• Uses methodology (for analysis & evaluation)
• Wide-ranging/even global in importance
 Features

• Precise
• Close observation/detailing
• Accuracy of facts
• Relevance of facts & observations
• Reader-friendly
• Clear & understandable-using simple language, avoiding unnecessary
jargon
• Using a suitable format
 Types of Report

• A short report-a letter/memo report

• Formal reports-more detailed-may contain a title page, letter of transmittal,
a table of contents & a list of illustrations
• Information reports-(collect info for reader)-patient info/hospital
infrastructure/admin
• Analytical reports-(interpret data but do not recommend action) eg. Annual
reports, audit reports
• Recommendation report-recommend action/solution-eg. feasibility
reports, justification reports, problem-solving reports
 Report Formats
Each report--has a specific format
Certain common features are:
• Title page
• Introduction
• Terms of reference
• Methods (Procedure)
• Findings (Research)
• Discussion (Analysis with graphs/other data)
• Recommendations (based on the findings)
 Structuring a Report
• Define the problem/objective-what does the reader want? (info/data/analysis) --
patient management system
• Establish the hypothesis--if waiting time can be reduced overall patient admission &
satisfaction will improve
• Seek data—a)Primary-surveys, interviews
b)Secondary--historical info

A Report on the Patient Management System of Jaswant Singh Medical Center,

Gwalior, M. P.
by
Sambuddha Ghosh
Hospital Management Supervisor
 Writing Process
Objective

Planning

Gathering
Information

Organizing
Information

Structuring

Drafting

Editing
 Writing Strategies

• Plan your work-objective?

• Do research-collect data
-questionnaires
-field trips
-observation
-books/research reports
• Prepare a rough draft-in stages
 Writing

• Revise 1st draft

• Edit and check for
factual details
citing correct sources
grammar, spelling, punctuation
• Follow format carefully
 Sample of Formal Report
Executive Summary

The present report emerges out of a review of the patient

admission process in Jaswant Singh Medical Center,
Gwalior, M.P, and the long-standing complaints of delays
causing bottlenecks in admission procedure. Data was
compiled from in house patients admitted from January to
March 2019 with sampling from 200 and also past records
(2014-19). The problems created by delays were examined
and some reasons for the delays explored. The report
confirmed the patient problems and suggested some
remedies for solving the problem of patient delays in
admission.
 Introduction

The report emerges out of a long standing grievance of patients in the hospital. While
patients are happy with the quality healthcare provided here, they are unhappy about
the long waiting times and delay in admissions. They have written complaint letters
and even a news report has mentioned this in the Gwalior Times 12th October.
The problem is seriously damaging the hospitals reputation and needs to be
addressed. The problem is especially pronounced as a large number of patients are
from the adjoining rural belt of Chhinwada, Jhansi, Morena and Kalapathar. Patients
arrive in large numbers as there are inadequate facilities in district health centres,
often they are illiterate and do not possess proper identification or medical records.
Diagnostic tests have often to be conducted before admission.They also need form
filling assistance.
The CEO of the hospital ordered an inquiry into the problem in January and ordered
the submission of report by March. The report is aimed at making a full-fledged
inquiry into the process and finding ways of speeding up the admission procedure so
that overall quality standards can be improved.
 Body of the Report
The report consulted the patients admitted in house
from January to February end. Surveys were taken
from 200 patient from those admitted in general
• Poor literacy level-school dropouts
wards (male & female) as well as patients in • Need assistance with form filling and
emergency and critical care unit 60% of patients procedures medical
complained of some delay, 10% complained of
inordinate delay, and 30% spoke of routine delays. A • Often cannot produce identification
survey was also conducted from the officers and documents in time
admissions section. 80% of staff members spoke of
routine delays while 20% dedined to comment.
• No primary health centres in Chhindwada,
Gondgaon and Phansiwada districts
Past patient records of the hospital in the records
section were also consulted from 2014-19 in the • No provision for CT scan or digital x-rays.
archives section. Patient feedback analysis charts
showed delay in admission as one of the reasons for
• Patients need to undergo investigations
before admission.
patient dissatisfaction. 20% of patients wrote letters
and evenagitated beforethe MedicalSuperintendant • Due to procedural delays patients undergo
in 2017 and in 2018. harassment and sometimes their condition
Studies and investigation revealed that 90% of the worsens.
admitted patients were the adjoining rural districts
with the following problems:
Conclusions

The following conclusions were reached as a result of the report

investigations:
• There exists a genuine bottleneck in the admission procedure
• Owing to preliminary investigation, delay in form filling and long queues
of mostly rural patients there are huge delays in admission
• Patients are getting frustrated.
• Hospital staff are powerless to control the situation but have to suffer
equally
• The hospital is getting a bad reputation apart from patient inconvenience
• Lower patient satisfaction levels will seriously lower quality standards
consistently maintained by the hospital
Recommendations

The following recommendations were made:

• Setting up of a separate 100 bedded wing in the hospital especially to
manage the patient inflow
• Setting up a diagnostic unit and extension centre of the hospital in 3
rural districts of Chhindwada, Gondgaon and Phansiwada
• Simplifying the form-fill up process
• Telling people about proper identification documents in the rural belt