HITT 1401- Lab part 2
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. What would you like to do?
Define 1a. quantitative analysis
Assuring that the record meets all documentation requirements
b. qualitative analysis
Checking for errors and inconsistencies in documentation
c. legal analysis
Verifying that the record meets all legal requirements
d. statistical analysis
Abstracting / compiling statistical data for tracking and trending purposes
e. clinical pertinence
- Reviews of charts performed in addition to quantitative analysis to determine whether specific required or forbidden elements are present
- – These reviews are not performed for completion purposes, but rather to determine whether standards/policies are being followed
- – CP items are selected by the facility
f. concurrent analysis
Any review performed while the patient remains hospitalized
g. retrospective analysis
Any review performed after the patient was discharged from the facility
h. equal access
Joint Commission requirement: In order to meet the 30-day completion requirement, the facility should provide equal access to incomplete records.
i. incomplete medical record
A medical record with specific deficiencies that can be completed by a health care provider
j. delinquent medical record
- An incomplete medical record that has not
- been completed within the time specified in the medical staff bylaws
2. Describe the steps involved in quantitative analysis.
- 1– Assembly (paper records)
- 2– Analysis for completeness
- 3• AKA Deficiency Review
- 4• AKA Incomplete chart review
- 5– Re-analysis
- Assemble record in order (paper records) – Order is established by the Med Rec Cmtee – This process can be started at the nursing unit
- • Analyze for deficiencies – Identify missing forms, reports – Identify missing signatures
- • Indicate deficiencies for each doctor on a deficiency report; notify physicians
- • File the record in the incomplete file (paper) so that it is available for doctors to complete, on request
- • Re-analyze until all deficiencies are corrected
- • Perform a final recheck
- • File in permanent file (paper) or
3. Describe the steps involved in deficiency notification (paper and electronic.)
- Manual (Paper)
- – Mark deficiencies with a colored tab
- – Send list of incomplete records to the physician
- – Pull the charts for the physician to complete
- – Transcribe
- – Repeat process for signatures
- – Do recheck, final analysis
- – Send email notice to physician regarding items to be completed
- – Physician accesses charts electronically from the hospital, office or home
- – Physician dictates reports, signs entries electronically
- – Do recheck, final analysis
4. Explain advantages of concurrent quantitative analysis, and describe methods for performing this process.
5. Describe the steps that should be taken to manage incomplete / delinquent charts.
- HIM Department – perform incomplete and delinquent chart counts weekly
- • Physicians should receive a warning if they have charts reaching “delinquent status”
- • All physicians with delinquent charts should be placed on the hospital’s “Delinquent List” (usually referred to as “Suspension list”)
- • Admissions Department should be required to check the physician’s status on the Suspension List prior to admitting patients
- • Requires absolute administrative support
6. Discuss reasons for managing incomplete / delinquent chart rates.
7. Discuss acceptable strategies for getting doctors to complete their records.
Other concrete steps that health information management (HIM) staffs can take include:
- -Producing regular reports that show the number of days after discharge records are completed
- -Sharing a basic records completion database with the medical records committee
- -Implementing a computerized tracking system
- -Comparing delinquency percentages to patient volume to highlight offenders
- -Providing a pleasant, clean area for physicians to complete records
- -Using physician extenders to dictate histories and physicals, with the attending physician countersigning them within 24 hours
- -Having a resident complete the documentation and billing the physician for the time if physicians don't complete discharge summaries on time
- -Finding out specific days and times physicians prefer for records completion and having incomplete records ready then
- -Asking physicians to call the HIM department before they plan to complete records so the staff can have records ready
8. Perform quantitative analysis of medical records.
- All necessary forms and reports
- • Must be signed (and dated) as required by
- accreditation standards
- – H&P
- – Discharge Summary (physician)
- – Orders
- – Progress notes (physician, nursing, allied health)
- – Operative Set
- – Nursing Forms
- • TPR, Graphic, notes, Discharge Note/Pt
- – Diagnostic (Radiology, Lab, etc)
9. When given the necessary data, compute the incomplete chart rate.
# of incomplete charts x100/ # of discharges [or other patient care episodes] during the required completion period
25 incomplete records x100 / 75 discharges =.3333= 33%
10. When given the necessary data, compute the delinquent chart rate.
# of delinquent records / average # of discharges during the stated time period
- • 50% of average discharges = 75/2 = 37.5
- 50 delinquent records > 37.5 (must address reasons for excessive number)
- • 2x avg discharge rate = 75x2 = 150.
- Currently not subject to conditional accreditation
11. Identify whether the facility is over the allowable number of delinquent charts according to Joint Commission standards.
The number of delinquent records should not exceed 50% of the average number of discharged patients per quarter over the previous 12 months
- • If the average of the total number of delinquent records averaged over the 12 months before the survey is equal to or exceeds twice the average monthly discharges, the hospital will be cited for
- conditional accreditation
- • The hospital must measure medical record delinquency at regular intervals, no less
- frequently than every three months, and must report the data as part of the medical
- record review function
- JC requirements:
- A medical record is considered delinquent
- when it has not been completed within a
- specified time following the patient’s
- • This time period must be stated in the
- medical staff bylaws and cannot exceed 30
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