Carol S. Gifford MSN, RN, CPHQ Quality Improvement Nurse Institute for Healthcare Quality &...

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Carol S. Gifford MSN, RN, CPHQQuality Improvement NurseInstitute for Healthcare Quality & InnovationUniversity Hospitals Case Medical Center

Sue Ryan RN, CPAN, BSNQuality Improvement NurseInstitute for Healthcare Quality & InnovationUniversity Hospitals Case Medical Center

Kelly Skorepa BSN, RN, CCDSCorporate Manager, Clinical Documentation ImprovementUniversity Hospitals  

Redesign the Paradigm: Efficient Clinical Documentation in an Electronic World

Kristen Bates MBA, RHIA, CCS, CDIPCorporate ManagerHealth Information ServicesUniversity Hospitals  

Sally Streiber BS, MBA, CPC, CEMCManager, Coding Compliance and Education, Compliance and Ethics DepartmentUniversity Hospitals  

Erica E Remer, MD, FACEP, CCDSPhysician Clinical Documentation Education CoordinatorUniversity Hospitals

Raymond Krncevic, Esq.Associate General Counsel

Sara Hissong BS, RNClinical Informatics Liaison, EMR Change Management

November 22, 2014 University Hospitals 2University Hospitals 2

ObjectivesObjectives

• Identify bad documentation practices

• Judge and generate superior clinical documentation

• Assimilate electronic tips and tools to be more time efficient

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Improving DocumentationImproving Documentation

• Communication• Of medical care

provided• Perception of

outcomes

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Improving QualityImproving Quality

November 22, 2014 University Hospitals

November 22, 2014 University Hospitals

Institutional Clinical CommunicationInstitutional Clinical Communication

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We’re going to cut and paste kids.

Commas matter.

November 22, 2014 University Hospitals

Quality Assurance/Peer Review Report Privileged Pursuant to O.R.C. Section 2305.24, .251, .252

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Aoccdrnig to rscheearch at Cmabrigde Uinervtisy, it deosn't mttaer in waht oredr the ltteers in a wrod are, the olny iprmoatnt tihng is taht the frist and lsat ltteer be at the rghit pclae. The rset can be a toatl mses and you can sitll raed it wouthit a porbelm. Tihs is bcuseae the huamn mnid deos not raed ervey lteter by istlef, but the wrod as a wlohe.

November 22, 2014 University Hospitals

ONE IS A MISTAKE; MORE IS A MESSNovember 22, 2014 University Hospitals

I don’t have time to document well

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Fact or Fiction?Fact or Fiction?

• Legal• Timing is everything• Internal inconsistencies• Right hand doesn’t know what the left

hand is doing• Rationale• Lack of specificity

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Do you have time NOT to?!Do you have time NOT to?!

• Denials

• Utilization Review

• Clinical Documentation Integrity Queries

• Audits

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Do you have time NOT to?!Do you have time NOT to?!

Substance is more important than length

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Tell the Story!Tell the Story!

Service: Cardiology Subjective Data: is a 84 year old Female who is Hospital Day #6.

Pt seen and examined at bedside. She has AD, poor historian. Pt appears comfortable.

Overnight Events: Patient had an uneventful night.

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(Non) Progress note(Non) Progress note

Chief Complaint: Patient comes in for a routine checkupF/U on DM and HTN; also c/o left sided chest pain History of Present Illness:Pt. has been notating his blood sugar for the past few weeks. Pt. came to discuss it with doctor.

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History?History?

Daily Progress Note [ ] – for Visit: , Final, Entered, Signed in Full, General

Subjective Data: is a 90 year old Female who is Hospital Day #2.

Objective Data:

November 22, 2014 University Hospitals

November 22, 2014 University Hospitals

Quality Assurance/Peer Review Report Privileged Pursuant to O.R.C. Section 2305.24, .251, .252

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STOP THE BLOAT!November 22, 2014 University Hospitals

November 22, 2014 University Hospitals

Chief Complaint: Chest pain History of Present Illness:64 year old with history of previous MI 1999, c/o 1 week of intermittent achy 4/10 left sided chest pain with diaphoresis when walking his dog.

Duration, Timing, Quality, Severity, Location, Associated signs and symptoms, Context

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History?History?

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yesterday morning. Patient to ask in the breakfast, and 80, and feel well. After taking at its. There are related off to know when he was sitting at the at the dinner table and his granddaughter was in his lab and he started feeling a lot of nausea, belching, Margaret abdominal pain, even to the bathroom 3 times yesterday. He was not work today, via he denies, fever, chills, sweating.

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November 22, 2014 University Hospitals

5/28: ** Cardiomyopathy: - EF 25-30% on echocardiogram earlier in month- Re introduce hydralazine + will give 20 mg lasix IV once today- Will optimize HF meds  

5/29: ** Cardiomyopathy: - EF 25-30% on echocardiogram earlier in month- Re introduce hydralazine + will give 20 mg lasix IV

once today- Will optimize HF meds

 5/30: ** Cardiomyopathy:

- EF 25-30% on echocardiogram earlier in month

- Re introduce hydralazine + will give 20 mg lasix IV once today

- Will optimize HF meds 

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“May use macros,… but must provide customized info that is sufficient to support a medical necessity determination. ..must sufficiently describe the specific services furnished to the specific patient on the specific date. If both the resident and the teaching physician use only macros, this is considered insufficient documentation.”

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Documentation (CMS)Documentation (CMS)

Don’t Propagate, Don’t Propagate, Cogitate!Cogitate!

Mindful EditingMindful Editing

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What constitutes good documentation?

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Good documentationGood documentation

• Accurate, consistent

• Relevant

• Complete, but concise

• Organized and easy to follow

• TimelyNovember 22, 2014 University Hospitals

Good documentationGood documentation

• Timely

• Original

• Logical narrative

• Appropriate detail

• Pertinent positives, negatives, and abnormals

• Support your conclusionsNovember 22, 2014 University Hospitals

ED note, H&P, Consult NoteED note, H&P, Consult Note

• Timely

• Don’t copy and paste from day to day

• Don’t leave everyone wondering why is the patient still here (because nothing seems to be happening or changing)

• Don’t let the only change from day to day, BE the day

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Progress NotesProgress Notes

• Have at least 1 chief complaint / reason for visit (not “follow-up,” not “no complaints”)

• Address all chief complaints in HPI, ROS, and PE

• Mindful editing of C&P or template from visit to visit

• Support action planNovember 22, 2014 University Hospitals

Office NotesOffice Notes

AND AND IMPROVEDIMPROVED

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S

O

A

PNovember 22, 2014 University Hospitals

Subsequent Hospital Days/Established PatientSubsequent Hospital Days/Established Patient• (Hi)Story

– What has happened?– How is the patient feeling?– Have the symptoms changed?– Any clinical events of note?

• Observations (PE and testing)– Document your work-product– Make templates

• Analysis and Plan (MDM)– Status (original problem, new issues)– Interpretation of tests, procedures– Medical necessity for new orders– Focus of treatment– Documentation of definitive diagnoses

• Most important part of the documentation

• Don’t regurgitate the HPI or the interval history

• Synthesize, analyze

• Readable

• Consultants need to be clear on recommendations

• Evolving (progress notes). Don’t C&P the same assessment and plan every day.

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Analysis & PlanAnalysis & Plan

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• Evolve diagnoses

• Resolve diagnoses

• Recap major diagnoses in discharge summary

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Analysis & PlanAnalysis & Plan

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Don’t Attest, Don’t Attest, Invest!Invest!

• An unsigned note is an unbillable service

• Resident documentation without attestation is an unbillable service

• Unattested and/or unsigned notes cannot be utilized to support any other service

• The date of service can be adjusted if you are signing on a different day, presuming you SAW the patient on the earlier day

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Attestation and SignatureAttestation and Signature

Documentation Audit ToolDocumentation Audit Tool5

Chief Complaint Explicit Statement

Historical Narrative Advances understanding of why patient is still in hospital

PE PE appropriate to condition, accurate, identifiably unique

Data Acquisition and Interpretation Appropriate testing, reviewed and analyzed

Assessment (Diagnoses) Clear analysis and synthesis; all problems current with appropriate diagnoses

Plan All identifiable problems with reasonable, clear plans; MDM commensurate with severity

Attending Input Attending generated or additional added-value documentation and signed within 24 hours

Succinctness No gratuitous C&P, no import of irrelevant info

Accuracy Consistent w/ clinical picture, no incorrect info, mindfully edited, trustworthy

Comprehensibility Understandable, organized, advances the story of the patient

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November 22, 2014 University Hospitals

November 22, 2014 University Hospitals

Ebbinghaus Curve of ForgettingEbbinghaus Curve of Forgetting

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Efficiency in the EMREfficiency in the EMR

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Efficiency in the EMREfficiency in the EMR

• Technology

– Have the technology work for YOU

– Utilize your ancillary help (CC, PFSH, ROS)

– Patient questionnaires (be sure to review, validate, sign and date, scan into record)

– Dragon (Password)

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Don’t remove another disciplines’ content from a template

• Acronyms– Acronym expansion in UHCare; Word

macros for AEMR– You can incorporate other peoples’ acronym

expansions

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Efficiency in the EMREfficiency in the EMR

November 22, 2014 University Hospitals

Efficiency in the EMREfficiency in the EMR

November 22, 2014 University Hospitals

Efficiency in the EMREfficiency in the EMR• Acronyms

– Acronym expansion in UHCare; Word macros for AEMR

– You can incorporate other peoples’ acronym expansions

• Favorites– Copying another clinician’s favorites in

Problem List Manager

• Can use CTRL+ Click, CTRL-Z and open document details of multiple documents at once

• Build filters

• Re-ordering orders

• Utilizing “Favorites” (prescriptions, types of documents you use frequently)

• To see old records, click “All available charts” and change the date range using “Authored Date”

• Learn the meaning of icons – could add labelsNovember 22, 2014 University Hospitals

Efficiency in the EMREfficiency in the EMR

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Efficiency in the EMREfficiency in the EMR

• Radio buttons:

– All other systems have been reviewed…

– Normals, My normal

– Mindful editing

216-286-6200Available 24/7

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UHCare Physician Support LineUHCare Physician Support Line

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Efficiency in the EMREfficiency in the EMR

What did you learn and do you think would be valuable to pass on to others who weren’t present?

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Take-Away PointsTake-Away Points

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Thank You.