You need to communicate remotely with a physician. What are the best practices?

1 Choose the right channel

When communicating with a physician remotely, the urgency, complexity, and sensitivity of the message should be taken into account. There are various options available, such as phone calls, emails, text messages, video calls, or online platforms. Before selecting a channel, you should consider the physician's preference and availability, the purpose of your communication, the level of detail and feedback required, the security and privacy of the information exchanged, and the technical requirements and reliability of the channel. For instance, if you need to discuss a critical patient issue that requires immediate attention, a phone call may be most suitable; however, if you want to share some non-urgent updates or documents, an email may be more appropriate.

3 Be respectful and professional

When communicating with a physician remotely, it is important to always be respectful and professional. You should use appropriate language and tone, address the physician by their title and name, introduce yourself and your role, state the reason and objective of your communication, acknowledge the physician's time and expertise, listen actively and attentively, ask for clarification or confirmation if needed, and express your gratitude and appreciation. For example, when emailing a physician, start with a polite greeting, introduce yourself and your affiliation, explain the purpose of your email and provide any relevant information or attachments. Ask for their feedback or action and end with a courteous closing.

4 Follow up and document

After you communicate with a physician remotely, it's important to follow up and document the interaction. This will help ensure that you have achieved your goal, addressed any issues, and maintained a good relationship. Summarize the main points and outcomes of the communication, confirm any agreements or next steps, provide any additional information or resources requested, thank the physician for their time and cooperation, keep a record of the communication and its details, and monitor the progress and results of the communication. For instance, if you have a video call with a physician, you should send them a follow-up email with a brief recap of the discussion, any action items or deadlines, any links or files they may need, and your contact information. Additionally, save a copy of the email and the video call transcript for future reference.

5 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?