Dr. Elena Martinez, Clinic Director, writes:
“Welcome to Sunnydale Family Health Clinic! We’ve partnered with the American Red Cross for a community blood drive, and I need your help handling the digital communications. You’ll compose professional emails, create a calendar event, and navigate a patient-privacy scenario—all using Microsoft Outlook.”
Task 1: Professional Email to Dr. Martinez 20 pts
Compose a professional email to Dr. Martinez confirming the blood drive logistics. Your email must include all five of these details:
- Date: Saturday, March 15, 2026
- Time: 9:00 AM – 3:00 PM
- Location: Community Room
- Expected donors: 50–75
- Red Cross contact: Jamie Thompson
Tip: Use a clear, specific subject line (e.g., “Confirming Blood Drive Details — March 15”). Include a professional greeting, organized body, and a courteous closing with your name.
Task 2: Calendar Appointment 15 pts
Create a calendar event in Outlook for the Blood Drive Planning Meeting with the following details:
- Date & Time: Friday, March 7, 2026 — 2:00 PM to 3:00 PM
- Location: Conference Room B
- Invitees: Dr. Elena Martinez, Nurse Jackie Rivera, Sam Chen (Office Manager)
- Body/Notes: Include a short agenda (e.g., review logistics, confirm volunteer list, finalize supply order)
Tip: Use the Scheduling Assistant tab to verify attendee availability before sending the invitation.
Task 3: Staff Announcement Email 20 pts
Send an email to all clinic staff announcing the blood drive. Use Reply All appropriately (as if responding to an existing staff thread). Your message must answer:
- Who: American Red Cross + Sunnydale Family Health Clinic
- What: Community Blood Drive
- When: Saturday, March 15, 2026 — 9 AM to 3 PM
- Where: Community Room
End with a call to action asking for staff volunteers to help on the day of the event.
Tip: Be careful with Reply All—only use it when the entire group genuinely needs to see your response.
Task 4: HIPAA Email Scenario 15 pts
You receive an email from Mrs. Rodriguez, a patient, asking about her medication details. In your response, demonstrate that you understand patient privacy by clearly identifying:
- What information you can share via email
- What information you cannot share via email
- How you would direct the patient to get the information they need securely
Important: Standard email is not a secure channel for Protected Health Information (PHI). Never include diagnoses, medications, or treatment details in a regular email. Direct the patient to the secure patient portal or ask them to call the clinic.
Task 5: File Organization & Healthcare Research 20 pts
Part A — File Management (CO-2):
- Create a folder structure on your computer: Documents > CI2000 > Week 1
- Save all Task 1–4 screenshots using the healthcare naming convention:
LastName_2026-03-15_Task1-Email.png, LastName_2026-03-15_Task2-Calendar.png, etc.
- Take a screenshot of the organized folder showing all properly named files
Part B — Healthcare Research & Source Evaluation (CO-3.1, CO-3.2):
- Use a web browser to find ONE reliable healthcare resource about blood donation safety or eligibility (from a .gov or .org site)
- Apply the CRAAP test to evaluate the source: write 2–3 sentences for each criterion (Currency, Relevance, Authority, Accuracy, Purpose)
- Include the URL of the source and a brief summary of why it is (or is not) a reliable resource for the clinic
Tip: The naming convention used here mirrors how healthcare facilities organize patient and administrative files. Consistent naming makes records easier to locate, audit, and share across departments.
1Open Microsoft Outlook (desktop app or Outlook on the Web).
2Compose Task 1: Professional email to Dr. Martinez with all five blood drive details.
3Switch to Calendar and create Task 2: Blood Drive Planning Meeting event with invitees and agenda.
4Return to Mail and compose Task 3: Staff announcement email with who/what/when/where and volunteer request.
5Compose Task 4: HIPAA-compliant response to Mrs. Rodriguez.
6Take a screenshot of each completed task (Tasks 1–4).
7Paste all screenshots into a Word document. Label each screenshot clearly (e.g., “Task 1 — Professional Email”).
8Save as LastName_Week1_Assignment.docx.
9Create your Documents > CI2000 > Week 1 folder, rename all screenshots using the healthcare naming convention, and take a screenshot of the organized folder.
10Search for a reliable blood donation resource, apply the CRAAP test, and add your evaluation to the Word document. Save and submit.
- Professional email includes all 5 blood drive details and a clear subject line
- Calendar event has correct date, time, location, invitees, and agenda
- Staff announcement answers who, what, when, where and asks for volunteers
- HIPAA email correctly identifies what can and cannot be shared
- Folder structure Documents > CI2000 > Week 1 created with properly named files
- Screenshot of organized folder is included
- Healthcare resource is from a .gov or .org site with URL included
- CRAAP test evaluation covers all 5 criteria (2–3 sentences each)
- All screenshots are included and clearly labeled
- File is named LastName_Week1_Assignment.docx
| Task | Points |
|---|
| Task 1 — Professional Email to Dr. Martinez | 20 |
| Task 2 — Calendar Appointment | 15 |
| Task 3 — Staff Announcement Email | 20 |
| Task 4 — HIPAA Email Scenario | 15 |
| Task 5 — File Organization & Healthcare Research | 20 |
| Total | 90 |
Upload your file as Word (.docx) or PDF to the assignment dropbox. Name your file LastName_Week1_Assignment.docx. This assignment is due by the end of Week 1.