Documenting Problems:
Submitting Documentation

Case Study

Submitting Documentation
It took us approximately four weeks to fully document the problem and to pull together the formal package of evidence for submission to management. It was worth it in the end. We all felt great about taking the time to pull together the pieces. Two staff members, who really liked data analysis and documentation, sorted the data sheets and pulled the final documentation package together. Our supervisor reviewed the package along with another team member and then with a covering letter, we submitted the package to management for their review and comments.

Here is a copy of the letter we used to accompany our documentation package:

CONFIDENTIAL
Day/Month/Year

John Smith, RN
Manager Program "X"
XYZ Health Region
Anywhere BC XXX XXX

Re: Documentation of a Professional Practice Problem

Dear Mr. Smith,

This letter accompanies the formal documentation of a professional practice problem related to ________________.

We would like to take this opportunity to thank you for taking the time to review this package and we invite you to a meeting to discuss the situation further and to assist us in problem solving.

Thank you for your assistance in this matter.

Sincerely,

______________, RN, Program "X"

Within two weeks we received a letter back from the manager indicating his interest in supporting the resolution of the problem we all faced. He thanked us for our care in documentation and insights about the problem.