MEDICAL DOCUMENTATION

MEDICAL DOCUMENTATION:

MEDICAL DOCUMENTATION Dr.T.V.Rao MD 1

What is Documentation:

What is Documentation Anything written or printed Relied on as a record of proof for authorized persons Vital part of professional practice 2

Purposes of Documentation:

Purposes of Documentation Quality of care provides evidence that care was necessary describes responses to care describes any changes made in plan of care Coordination of care plan interventions decision making about ongoing interventions evaluation of patient's progress used by all team members 3

Purposes of Documentation in Medicine:

Purposes of Documentation in Medicine Clinical records are reviewed to ensure the facility meets the required standards assessed for ongoing compliance 4

Importance of Medical Documentation :

Importance of Medical Documentation Proper and adequate medical documentation is essential for quality of medical care and health care services throughout the industry, from receiving proper and correct treatment 5

Who Writes Medical Documents:

Who Writes Medical Documents Medical documentation or documentation of a medical condition means a statement from a licensed physician or other appropriate practitioner providing information the agency considers necessary 6

Function of Medical Documentation is Important When Referring Patients :

Function of Medical Documentation is Important When Referring Patients Why is important medical documentation vital? Without it, your health care would be compromised . One doctor wouldn't know what another doctor was doing. Without adequate documentation of visits, lab tests, treatments or surgeries, quality of care would certainly be erratic and potentially deadly. Medical documentation generally provides all the information about a specific patient that any doctor looking at a medical record would need to know to treat that patient 7

Documentation increases Patient Care:

D ocumentation increases P atient C are Medical record documentation is required to record pertinent facts, findings, and observations about an individual's health history including past and present illnesses, examinations, tests, treatments, and outcomes. The medical record chronologically documents the care of the patient and is an important element contributing to high quality care. 8

General Principles :

General Principles A . The medical record should be complete and legible . B. The documentation of each patient encounter should include: reason for the encounter and relevant history, physical examination findings and prior diagnostic test results; assessment, clinical impression or diagnosis; plan for care; and D ate and legible identity of the observer . 9

Ethics and Documentation:

Ethics and Documentation Adequate medical documentation assures patient confidentiality and ensures that standards of care are being met. Doctors and other medical personnel have an obligation to treat illnesses to the best of their ability in regard to information documented in a patient's medical record. 10

Patients Health Care Information a Vital Document:

Patients Health Care Information a Vital Document The patient's history is a vital piece of information that enables physicians to determine the best diagnosis and treatment plan for that individual, based on information found in the medical record. 11

Must contain Subjective/History:

Must contain Subjective/History Past Medical History (PMH) M edications A llergies A llergies M edications Il lnesses P ertinent past history D octor L ast oral intake S urgery E vents leading to illness or injury 12

Common standards for documentation :

C ommon standards for documentation assessment plan of care medical orders progress notes discharge summary 13

Skills Used in Documentation:

Skills Used in Documentation Cognitive Technical I nterpersona l Ethical/Legal 14

A Documents of all Critically ill patients be given due care in filing:

A Documents of all Critically ill patients be given due care in filing Clinical findings from the most recent medical evaluation, including any of the following which have been obtained: Findings of physical examination; results of laboratory tests ; X-rays; EKG's ECG MRI CT Scans and other special evaluations or diagnostic procedures; and, in the case of psychiatric evaluation of psychological assessment, the findings of a mental status examination and the results of psychological tests, if appropriate must be filed with due care 15

Good Documentation Increases Legal Protection:

Good Documentation Increases Legal Protection Peer review Requirements for reimbursement Legal protection Research & continuing education 16

Patient Records Helps in Planning Your Future Actions:

Patient Records Helps in Planning Your Future Actions Communication Care Planning Quality Review Research Decision Analysis Education Legal Documentation Reimbursemen t 17

Residents should Document:

Residents should Document Computer-based Records Standardization Legible Follow policies and procedures to ensure confidentiality 18

Fill all Laboratory Requests with Sense of Responsibility:

Fill all Laboratory Requests with Sense of Responsibility Name xxxx Age Sex IP/ OP No xyz Time Date Ward xx123 Urgent / Routine Nature of specimen Investigation needed Doctor/Staff Contact No 1234567

Patients Records are confidential do not discuss without purpose :

Patients Records are confidential do not discuss without purpose 20

Correct your Mistakes with Sense and Legality:

Correct your Mistakes with Sense and Legality Never use whitener Never scratch out Draw a line through the mistake Initial above the mistake 21

Document the Patient Record with Institutional Protocols :

Document the Patient Record with Institutional Protocols Initial evaluation Age and gender (Pt. is 20 y.o. white male) Prior level of function (including occupation/ functional status Social history (Lifestyle, home situation, home accessibility) Emotions/attitudes Direct quotes (to illustrate confusion, denial, attitudes, etc.) Chief complaints or complains of MOI Onset (insidious or traumatic) DOI 22

Documentation Standards Vary from Situation and Specialties :

Documentation Standards Vary from Situation and Specialties Pain scale (1-10) Location and type of pain (burning, stinging, sharp, dull, radiating, etc.) Aggravates and alleviates pain Details since onset (history of injury) PMHx PRx (Past treatment) Date of surgery (DOS) Special tests (x-rays, MRI, CT scan) Rule out Meds and allergies Patient and/or family goals 23

Every Case sheet should contain a Minimal Data:

24 Every Case sheet should contain a Minimal Data Personal info : age, sex, occupation, training, family... Risk factors : tobacco, alcohol, life styles... Allergies and drug reactions Problem list Disease history : diseases, operations. . . The disease process : main problem, history, exam, lab. Management plan : advice, education, medication. . . Progress notes : in the P S O A P format

Rules in keeping medical records as it requires Confidentiality :

25 Rules in keeping medical records as it requires Confidentiality Personal biographical data include the address, employer, home and work telephone numbers and marital status. All entries in the medical record contain the author’s identification. Author identification may be a handwritten signature, unique electronic identifier or initials. All entries are dated. The record is legible to someone other than the writer. *Significant illnesses and medical conditions are indicated on the problem list. *Medication allergies and adverse reactions are prominently noted in the record. If the patient has no known allergies or history of adverse reactions, this is appropriately noted in the record.

Record all the Progress of the Patient – As Things can go Wrong:

Record all the Progress of the Patient – As Things can go Wrong Future notes Response to treatment and rehab. Reassessing subjective information from previous notes Change in function Change in pain (location, type) Patient compliance issues 26

Legal Aspects of Charting:

Legal Aspects of Charting Do not erase, use white-out, or scribble out errors Do not write retaliatory or critical comments; do not place blame on your colleagues Correct all errors promptly Spell correctly Record all facts in objective terms 27

Court Believes your Documents only:

Court Believes your Documents only Document completely [in court - if it's not documented, it wasn't done 28

Legal Aspects of Charting:

Legal Aspects of Charting Be accurate about time & chart as soon as possible after an event Document omissions (med not given or treatment not completed) & reason & actions taken Do not leave blank spaces Record legibly & in black ballpoint pen 29

Legal Aspects of Charting:

Legal Aspects of Charting Use only approved abbreviations Record clarification requests &/or corrections Chart only for yourself Avoid vague statement Begin with time and end with appropriate signature 30

Slide 31:

31 Record everything you do (including phone consultations) Apply guidelines LEARN FROM YOUR SENIORS OR CONSULTANTS Don't use erasable pencils Don’t use humiliating expressions In order to prevent legal problems :

Why to keep records?:

32 Why to keep records? Helps in medical decisions (is the size of a lymph node or nodule increasing with time?) Helps to share responsibility with the patient Legal obligation. Protects the patient as well as doctor in front of the court

Still you want to Correct the Errors:

Still you want to Correct the Errors When a correction becomes necessary, merely draw a single line through the entry so that the original entry is still readable. Make a notation explaining the correction, or directing the reader to the appropriate addendum. Date and sign the correction. If using an addendum, place it in sequence or chronological order 33

Hand over the Matters when changing the Shifts:

Hand over the Matters when changing the Shifts Change-of-shift report Accurate information Factual information Organized What & how you say it can make a big difference in quality of care Avoid negativism & subjectivity Use written or printed guide to prompt thoroughness & organization 34

Medical Billing and Coding Needs Documentation :

Medical Billing and Coding Needs Documentation Without adequate medical documentation, your health care providers might not be reimbursed for providing you with care, leaving you stuck with the bill. There's an old saying in the health care industry: " If it's not documented, it didn't happen. 35

Why to keep records?:

36 Why to keep records? Helps in medical decisions Helps to share responsibility with the patient All reputed Hospitals Keep Your Documents for several decades. Legal obligation . Protects the patient as well as doctor in front of the cou rt

When documenting Spell the Words Correctly :

When documenting Spell the Words Correctly medication names 37

Last But Not the Least Do not miss spell the words It is Your Identity:

Last But Not the Least Do not miss spell the words It is Your Identity clavicle clavical X 38

Excellence in Medical Documentation Reduces Malpractice Allegations:

Excellence in Medical Documentation Reduces Malpractice Allegations Excellence in medical documentation reflects and creates excellence in medical care. At its best, the medical record forms a clear and complete plan that legibly communicates pertinent information, credits competent care and forms a tight defense against allegations of malpractice by aligning patient and provider expectations. 39

Be Familiar with Computer Documentation as Technology is taking over every Profession even our’s:

Be Familiar with Computer Documentation as Technology is taking over every Profession even our’s 40

Your Scientific Documentation saves you from Many Litigations:

Your Scientific Documentation saves you from Many Litigations 41

Slide 42:

Created by Dr.T.V.Rao MD for ‘ e ‘ Learning for Medical Professionals in the Developing world Email doctortvrao@gmail.com 42