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2583_FM_i-xiv.qxd 11/28/11 10:28 AM Page i
Guide to
Clinical Documentation
Second Edition
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2583_FM_i-xiv.qxd 11/28/11 10:28 AM Page iii
Guide to
Clinical Documentation
Second Edition
F. A. Davis Company
1915 Arch Street
Philadelphia, PA 19103
www.fadavis.com
Copyright © 2012 by F. A. Davis Company. All rights reserved. This product is protected by copyright. No part of it may be repro-
duced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or
otherwise, without written permission from the publisher.
As new scientific information becomes available through basic and clinical research, recommended treatments and drug therapies under-
go changes. The author(s) and publisher have done everything possible to make this book accurate, up to date, and in accord with
accepted standards at the time of publication. The author(s), editors, and publisher are not responsible for errors or omissions or for con-
sequences from application of the book, and make no warranty, expressed or implied, in regard to the contents of the book. Any practice
described in this book should be applied by the reader in accordance with professional standards of care used in regard to the unique
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Dedication
v
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Reviewers
vii
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viii | Reviewers
Acknowledgments
From the very beginning stages of the first edition I’m also greatful to Sheila Carvalho for lending fresh
through every page of the second, I’ve had the unwa- eyes to the proofreading process. I’m indebted to
vering support of my husband, Greg. Not only did he Meritza Santamaria-Hoffman, RN, JD, not only for
take on dish duty, grocery shopping, and other mis- reviewing sections of the text, but for being a tremen-
cellaneous chores, but he has also pitched in as proof- dous encourager and fantastic boss, and for introduc-
reader, cheerleader, advisor, and sounding board. ing me to the world of risk management. These
I’ve spent many years in my life being a student. strong and capable women have blessed me beyond
From nursing school, to PA school, and through my measure
master’s and doctorate programs, I have been fortu- There are so many people at F. A. Davis who were
nate to learn from some of the best. So, I take this a part of this project. First and foremost, thanks to
opportunity to say a heartfelt thanks to them, and to Andy McPhee, for having a vision and helping to
teachers everywhere, for the amazing work they do. make it reality. I appreciate Nancy Hoffman and her
I’ve also known and worked with so many bright, car- work as developmental editor, and all the help and
ing, and truly gifted medical professionals over the guidance along the way to keep things moving
years and several careers. They deserve far more thanks forward. I extend my gratitude to George Lang,
than I can express here. There are too many to ment- Manager of Content Development at F. A. Davis,
ion by name, but I must acknowledge Kristin Neal, for his work on the manuscript, and to Sharon Lee,
MPH, PA-C and Lynnette Mattingly, MHPE, PA-C Production Manager. This is truly a team effort!
for their work as contributing authors, their years
—DEBBIE SULLIVAN
of friendship, and the laughter of girls night out!
ix
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Contents
Introduction xiii
Chapter 1 Medicolegal Principles of Documentation 1
Chapter 2 The Comprehensive History and Physical Examination 19
Chapter 3 Adult Preventive Care Visits 37
Chapter 4 Pediatric Preventive Care Visits 65
Chapter 5 SOAP Notes 91
Chapter 6 Outpatient Charting and Communications 119
Chapter 7 Admitting a Patient to the Hospital 143
Chapter 8 Documenting Daily Rounds and Other Events 173
Chapter 9 Discharging Patients from the Hospital 189
Chapter 10 Prescription Writing and Electronic Prescribing 207
Appendix A Adult Preventive Care Timeline 225
Appendix B A Guide to Sexual History Taking 227
Appendix C Suggestions for Dictating Medical Records 231
Appendix D ISMP’s List of Error-Prone Abbreviations, Symbols,
and Dose Designations 233
Appendix E Worksheet Answer Key 237
Appendix F Physician Assistant Prescribing Authority by State 273
Appendix G Nurse Practitioner Prescribing Authority by State 275
Bibliography 277
Index 283
xi
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Introduction
I was honored when Andy McPhee of F. A. Davis 20 visits. Clearly, these charts were only intended
approached me about writing a second edition of this for the physicians as a way to refresh their memory
book. I have always known that good documentation of what happened from one visit to the next.
is important; however, over the past few years, I have For example, the documentation for one visit read
developed an even greater appreciation for it. My simply, “1/20/67: pharyngitis » penicillin.”
renewed sense of the importance of documenting These days chart notes are primarily not for
clinical encounters is related to my work as a nurse the physician or patient, but for all the others
consultant within the Risk Management Department who aren’t in the exam room and yet feel they
of a large health-care system. I have had the opportu- have a stake in what takes place in this once con-
nity to read hundreds of charting entries. I’ve seen fidential arena. To satisfy coders and insurers, my
really good documentation and extremely poor documentation for a 99213 sore throat visit must
documentation. I have a working theory that if contain one to three elements of the history of
there are any problems associated with a health-care present illness, a pertinent review of systems, six
encounter, the documentation about that encounter to eleven elements of the physical exam, and
either will make those problems appear less signifi- low-complexity medical decision-making. My
cant or, as seems more often the case, will magnify the malpractice carrier and my future defense attor-
problems because of the lack of good documentation. ney would also like me to explain my clinical
Documentation used to be mostly a memory aid rationale for why the patient has strep throat and
for the provider—a quick note of his or her thoughts not a retropharyngeal abscess or meningitis.
about a patient’s presentation, a likely diagnosis, A table with a McIsaac score calculating the like-
maybe a few words about the treatment plan. Over lihood that this patient does indeed have strep
the past few decades, however, documentation has throat might be nice as well. If I prescribe a weak
become a more complex task. This is due, in part, to narcotic for a really nasty case of strep, the state
the ever-increasing number of medications and treat- medical board would be pleased if I addressed
ment modalities available to health-care providers. what other medication has been tried and
Another reason is that patients live longer with a whether the patient has any history of addiction.
greater number of comorbid conditions, adding to the I’ll also need to document that I explained the
complexity of caring for them and reflecting that proper use of any medications and the need
complexity when authoring a medical record. The for follow up if the patient doesn’t get better.
fact that our society is so litigious certainly adds more When I’m finally done with my note, it looks
weight to clinical documentation and puts a greater like this:
burden on the providers to capture their thoughts and CC: Sore throat x 2d
actions for others to read and interpret years after the HPI: 17 y/o F with 2d h/o sore throat. Has an
event. associated headache and fever to 101°. No significant
Dr. Mitchell Cohen wrote about this evolution of cough. Patient has noticed some swollen lumps in
documentation in an article that appeared in Family neck. Having significant pain despite use of Tylenol,
Practice Management.* Dr. Cohen explains: ibuprofen and salt water gargles.
Social history: No history of substance abuse or
From time to time I’ll stumble upon an old chart
addiction.
in my office that goes back 40 years. My predeces-
ROS: Denies neck stiffness or back pain, no rash.
sors charted office visits on sheets of lined manila
No difficulty speaking.
card stock, which would suffice for at least 15 to
xiii
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xiv | Introduction
PE: VS: AF, VSS. Have discussed other potential diagnoses and re-
Gen: Alert, pleasant female in NAD. viewed warning signs of retropharyngeal abscess and
HEENT: NC/AT, PERRLA, EOMI, TM clear b/l, meningitis. Patient agrees and understands plan.
OP notable for tonsillar enlargement with exudates. Like I said, “pharyngitis » penicillin.”
No asymmetry or uvular deviation present. (*Used with permission of the American
Neck: + tender anterior cervical adenopathy, no Academy of Family Physicians)
nuchal rigidity or meningismus.
You may be feeling overwhelmed or a little intim-
CV: RRR S1/S2 without murmurs.
idated by documentation at this point. Trust me,
C/L: CTAB.
you’re not alone and not without help. The goal of
Abd: Soft, nondistended, nontender, no
this book is to give you a good foundation on which
hepatosplenomegaly.
to build your skills. You will develop your own style of
McIsaac’s score = 4; Rapid strep: +
documentation as you learn more and more about
A: Streptococcal pharyngitis
medicine, about patients, and about the importance
P: 1. PenVK 500mg PO TID x 10 days. Discussed
of communicating through the medical record. This
risks of medication including allergic reaction and
book should be considered a “guide,” not a mandate.
complications of not taking full course of antibiotics
It is a basic road map to help you start on your journey.
including rheumatic fever and valvular heart disease.
I hope you enjoy it along the way.
2. Hydrocodone elixir QHS to help relieve pain par-
ticularly when trying to rest. Has already tried aceta- Debbie Sullivan
minophen and NSAID and will continue salt water Phoenix, Arizona
gargles. Follow up if no improvement in one week.
2583_Ch01_001-018.qxd 11/25/11 5:53 PM Page 1
Chapter 1
Medicolegal Principles
of Documentation
OBJECTIVES
• Discuss medical and legal considerations of documentation.
• Identify groups of people who may access medical records.
• Identify general principles of documentation.
• Discuss medical billing and coding.
• Identify benefits of using electronic medical records.
• Identify challenges and barriers to using electronic medical records.
• Define the terms electronic medical records, meaningful use, and interoperability.
• Identify components of the Health Insurance Portability and Accountability Act.
• Discuss principles of confidentiality.
military time is often used to avoid confusion maintains the CPT code set used for insurance
between a.m. and p.m. One o’clock in the afternoon billing and other reporting requirements. CPT is a
is 1300, 10:30 at night is 2230, and so forth. A listing of descriptive terms and identifying codes for
patient’s record should never be charted in advance reporting medical services and procedures and is the
of seeing the patient. A patient’s medical record may uniform language for claims processing, medical care
be amended, but should never be altered. At times, it review, medical education, and research.
will be necessary to make corrections to a record.
When making a correction, you should draw a single Evaluation and Management Services
line through the text that is erroneous, initial and When a patient presents for care, a provider evaluates
date the entry, and label it as an error. If there is the patient and then proceeds to manage the present-
room, you may enter the correct text in the same area ing complaint. The encounter between patient and
of the note. You should not write in the margins of a health-care provider may vary from brief to compre-
page; if there is no room to enter the correct text, use hensive depending on the patient’s chief complaint.
an addendum to record the information. You should For example, the time required for evaluation of a
never obliterate an original note, nor should you use child who presents with a sore throat is typically brief,
correction fluid or tape. When using a ruled sheet and the management options are fairly straightfor-
such as an order sheet or progress note, there should ward. Conversely, more time is required for evaluating
not be any blank lines. If a record is dictated and an elderly person who has several chronic conditions
then transcribed, the author should read the tran- and a new complaint of chest pain, and the medical
scription before signing, correcting any errors in the decision-making and management process is more
process. You should not stamp a record “signed but complex.
not read”—doing so will call attention to the fact CPT codes assigned for E/M services are deter-
that you did not verify the content of the record. mined by several factors. One factor is whether the
We assume that you already have some knowledge patient is new, established, or seen for consultation
of commonly used medical abbreviations; therefore, services, and another is the type of facility where care
we have used abbreviations throughout the book and is provided. Level of service is another factor and is
have incorporated them into the chapter worksheets. determined by three key elements: history, physical
We offer one caution about using abbreviations: examination, and medical decision making. Factors
always be clear about your intended meaning. For that modify the level of service are time spent on
example, if you use the abbreviation “CP,” one person counseling and coordination of care, the nature of the
could read that as “chest pain” and another as “cere- presenting problem, and time spent face to face with
bral palsy.” Of course, the rest of the entry should the patient, family, or both. The complexity of med-
make clear which term the abbreviation is being used ical decision making takes into account the present-
for. Some hospitals and other health-care entities ing complaint, coexisting medical problems, amount
have a published list of abbreviations that should not of data to be reviewed (i.e., tests and old records),
be used at all. The health-care provider is responsible amount of time spent with the patient, number of
for complying with the institution’s policies regarding diagnoses and treatment options, and risk for signifi-
use of abbreviations. cant complications. Table 1-1 provides examples of
CPT coding for a new outpatient visit.
Table 1-1 Examples of Current Procedural Terminology Coding for a New Patient Visit
99201—Usually the presenting problems are self-limited or minor, and the physician typically spends 10 minutes face
to face with the patient, family, or both. E/M requires the following three key components:
• Problem-focused history
• Problem-focused examination
• Straightforward medical decision making
99202—Usually the presenting problems are of low to moderate severity, and the physician typically spends 20 minutes
face to face with the patient, family, or both. E/M requires the following three key components:
• Expanded problem-focused history
• Expanded problem-focused examination
• Straightforward medical decision making
99203—Usually the presenting problems are of moderate severity, and the physician typically spends 30 minutes face
to face with the patient, family, or both. E/M requires the following three key components:
• Detailed history
• Detailed examination
• Medical decision making of low complexity
99204—Usually the presenting problems are of moderate to high severity, and the physician typically spends 45 minutes
face to face with the patient, family, or both. E/M requires the following three key components:
• Comprehensive history
• Comprehensive examination
• Medical decision making of moderate complexity
99205—Usually the presenting problems are of moderate to high severity, and the physician typically spends 60 minutes
face to face with the patient, family, or both. E/M requires the following three key components:
• Comprehensive history
• Comprehensive examination
• Medical decision making of high complexity
example, 401 is the code for essential hypertension, (e.g., V70.0, routine adult health checkup). “E”
and 530.81 is the code for gastroesophageal reflux. codes are used to identify causes of external injury
To improve disease tracking and speed transition and poisoning (e.g., E970, gunshot wound). The
to an electronic health-care environment, the first three digits of a code indicate the disease cate-
HHS proposed that the ICD-9 code set be replaced gory (e.g., codes 290 to 319 are used for mental dis-
by an expanded ICD-10 (10th revision) that orders). The fourth and fifth digits provide greater
is alphanumerically based. ICD-9 contains only detail. For example, the code for acute myocardial
17,000 codes, whereas the ICD-10 code sets have infarction (AMI) is 410. If the AMI involved the
more than 155,000 codes along with the capacity posterolateral wall, the code would be 410.5, indi-
to accommodate new diagnoses and procedures, cating the location of the infarct. A fifth digit “1” is
expand descriptions of some diagnoses, and allow used to specify initial treatment (410.51), such as in
more detailed tracking of mortality and morbidity. the emergency department, whereas a “2” indicates
Although the ICD-10 codes are now available for all subsequent treatment (410.52) within 8 weeks of
public viewing, they are not currently valid for any the AMI.
purpose or use. The effective implementation date is Although it is common for health-care providers
October 1, 2013. After this date, ICD-10 codes to do their own coding, they may have others carry
must be used on all Health Insurance Portability out the coding and billing functions, such as an office
and Accountability Act (HIPAA) transactions; manager or an outside service. The documentation
otherwise, the claims may be rejected or cause delay must be as accurate and detailed as the CPT code
in reimbursements. assigned. Downcoding is the process by which an
An appropriate code is assigned to identify the insurance company reduces the value of a procedure
diagnosis, symptom, condition, problem, complaint, or encounter and resulting reimbursement because
or other reason for the encounter. ICD-9 codes are either (1) there is a mismatch of CPT code and
numbered 001.0 to V84.8 and consist of three, four, description, or (2) the ICD-9 code does not justify
or five digits. “V” codes are used to identify encoun- the procedure or level of service. The medical record
ters for reasons other than illness or injury, such must include documentation that supports the assess-
as immunizations and preventive health services ment. The quality and accuracy of the medical record
2583_Ch01_001-018.qxd 11/25/11 5:53 PM Page 5
are vital to the reimbursement process, which in turn 6. Code coexisting conditions that may have an
is vital to the delivery of health care. influence on the outcome.
• In example 3, depression is a coexisting condi-
MEDICOLEGAL ALERT ! tion that may alter a patient’s perception of
abdominal pain. The patient may take antide-
Although getting paid is a very important issue for pressant medication, which could cause the
physicians’ offices, they should never code for reim- pain. Coding both the chronic condition (DM)
bursement purposes only. This can be construed as and coexisting condition (depression) demon-
fraud. Remember, your documentation must support strates the higher level of care needed to
the diagnoses reported. manage the patient.
7. Do not use “rule out...” as a diagnosis.
Good documentation is absolutely essential to • There is no code for this. Instead, use a
support the level of E/M services and facilitate diagnosis, symptom, condition, or problem.
assignment of correct CPT and ICD codes. The You may use “rule out” when documenting the
following are some key concepts showing the interre- assessment to guide you in your plan of care,
latedness of documentation and codes and an illustra- although it is not necessary.
tive example of each concept: 8. Signs and symptoms that are routinely associat-
ed with a disease process should not be coded
1. Any tests ordered must correlate with an ICD
separately.
code assigned to the visit.
• An upper respiratory infection (URI) is
• If a urine pregnancy test is performed in the
typically associated with pharyngitis, rhinitis,
office, a reason for obtaining that test must
and cough. The latter should not be coded if
be associated with a diagnosis such as amen-
URI (465) is used.
orrhea (626.0), menometrorrhagia (626.2), or
9. When the same condition is described as both
abdominal pain (789.9).
acute and chronic, code both and use the acute
2. Assign an ICD code that reflects the most
code first.
specific diagnosis that is known at the time.
• A patient may have chronic sinusitis (473.9)
• The patient’s diagnosis is gastroenteritis
with an acute exacerbation (461.9).
(558.9). If it is reasonably certain that it is
viral, use the code for viral gastroenteritis, Nomenclature for Diagnoses
008.8. Suppose that the patient’s original Diagnostic terminology can be broad or specific. It
complaint was diarrhea (787.91). The result is preferable to be as descriptive as the data allow.
of a stool culture is positive for shigella. In general, you should use the medical term for a
When the patient returns for a follow-up diagnosis, symptom, condition, or problem rather
visit, the diagnosis would then be enteritis, than lay terminology. Instead of “runny nose,” you
shigella (004.9). should use “rhinorrhea.” This does not work in
3. The primary code should reflect the patient’s
every situation. There is no medical term for “chest
chief complaint or the reason for the encounter. pain” when used as a diagnosis, unless you
• Example: the patient’s diagnoses for an office know what is causing the chest pain. Consider the
visit are abdominal pain, depression, and following examples:
diabetes mellitus (DM). The patient presented
with abdominal pain. The primary code would EXAMPLE 1.1
be abdominal pain (789.0).
4. Secondary codes are listed after the primary Broad Specific
code and expand on the primary code or define Neck pain Acute cer vical sprain
the need for a higher level of service. Upper respirator y infection Sinusitis
• Example: the patient with abdominal pain is Chest pain Myocardial infarction
late for her menses. A secondary code would Cough Pneumonia
be amenorrhea (626.0). Ar thralgia Osteoar thritis
5. Code a chronic condition as often as applicable
to the patient’s condition.
EXAMPLE 1.2
• Using example 3, DM is a chronic condition
that may pertain to the abdominal pain. Lay Term Medical Term
Listing it in the assessment portion of your Joint pain Ar thralgia
notes points out this fact. Difficulty swallowing Dysphagia
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The Project Gutenberg eBook of Le signe sur les
mains
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States and most other parts of the world at no cost and with
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eBook.
Language: French
LE SIGNE
SUR LES MAINS
ROMAN
PARIS
BERNARD GRASSET
61, RUE DES SAINTS-PÈRES
1926
DU MÊME AUTEUR
Édition de luxe :