this topic is on guidelines for documentation and recording in the patients file..

1. Documentation And Reporting
By:
Mr. M. Shivananda Reddy

2. • Documentation is anything written or printed on
which you rely as record or proof of patient
actions and activities.

3. • A record or chart or client record, is a formal,
legal document that provides evidence of a
client’s care and can be written or computer
based.

4. • A report is oral, written, or computer-based
communication intended to convey
information to others.

5. • The process of making an entry on a client
record is called recording, charting, or
documenting

6. • Each health care organization has policies
about recording and reporting client data, and
each nurse is accountable for practicing
according to these standards.

8. Purposes:
• The patient record is a valuable source of data for all
members of the health care team.
• Client records are kept for a number of purposes
including:
Communication
Planning client care
Auditing health agencies
Research
Education
Reimbursement
Legal documentation
Health care analysis

9. Communication
• The record serves as the vehicle by which different
health professionals who interact with a client
communicate with each other.
• This prevents fragmentation, repetition, and
delays in client care.

10. Planning Client Care
• Each health professional uses data from the
client’s record to plan care for that client.
• Nurses use baseline and ongoing data to evaluate
the effectiveness of the using care plan.
• The physicians plans treatment after seeing the
laboratory reports of patient.

11. Auditing Health Agencies
• An audit is a review of client records for quality
assurance purposes .
• Accrediting agencies such as The Joint
Commission may review client records to
determine if a particular health agency is meeting
its stated standards.

12. Research
• The information contained in a record can be a
valuable source of data for research.
• The treatment plans for a number of clients with
the same health problems can yield information
helpful in treating other clients.

13. Education
• Students in health disciplines often use client
records as educational tools.
• A record can frequently provide a
comprehensive view of the client, the illness
and effective treatment strategies.

14. Reimbursement
• Documentation also helps a facility receive
reimbursement from the government.
• For a patient to obtain payment through
Medicare or insurance agencies the client’s
clinical record must contain the correct
diagnosis and reveal that the appropriate care
has been given.

15. Legal Documentation
• The client’s record is a legal document and is
usually admissible in court as evidence.

16. Health Care Analysis
• Information from records may assist health care
planners to identify agency needs, such as over
utilized and underutilized hospital services.
• Records can be used to establish the costs of
various services and to identify those services
that cost the agency money and those that
generate revenue.

17. COMMUNICATION WITH IN THE
HEALTH CARE TEAM

18. • In today’s health care system, delivery
processes involve numerous interfaces and
patient handoffs among multiple health care
practitioners with varying levels of educational
and occupational training.
• During the course of a 4-day hospital stay, a
patient may interact with 50 different
professionals, including physicians, nurses,
technicians, and others

19. • Lack of communication creates situations
where medical errors can occur. These errors
have the potential to cause severe injury or
unexpected patient death.
• Effective communication takes place along
two approaches.
1. Recording
2. Reporting

20. All records contain the following information:
• Patient identification and demographic data
• Informed consent for treatment and procedures
• Admission data
• Nursing diagnoses or problems and nursing or interdisciplinary care plan
• Record of nursing care treatment and evaluation
• Medical history
• Medical diagnoses
• Therapeutic orders
• Medical and health discipline progress notes
• Physical assessment findings
• Diagnostic study results
• Patient education
• Summary of operative procedures
• Discharge plan and summary

21. • Reports are oral, written, or audio taped exchanges
of information among caregivers.
• Common reports given by nurses include change-of-
shift reports, telephone reports, hand-off reports,
and incident reports.
• A health care provider calls a nursing unit to receive
a verbal report on a patient’s condition.
• The laboratory submits a written report providing
the results of diagnostic tests and often notifies the
nurse by telephone if results are critical.

22. • Team members communicate information
through discussions or conferences.
• For example, a discharge planning conference
involves members of all disciplines (e.g., nursing,
social work, dietary, medicine, and physical
therapy) who meet to discuss the patient’s
progress toward established discharge goals.

23. GUIDELINES / PRINCIPLES OF
RECORDING

24. Guidelines/ principles:
1. Factual
2. Timing
3. legibility
4. Permanence
5. Accepted terminology
6. Correct signature
7. Spelling

25. 8. Accuracy
9. Sequence
10.Appropriate
11.Complete
12.Concise
13.Legal prudence

26. • Factual
• A factual record contains descriptive, objective information
about what a nurse sees, hears, feels, and smells.
• Avoid vague terms such as appears, seems, or apparently
because these words suggest that you are stating an
opinion, do not accurately communicate facts.
• Objective documentation includes observations of a
patient’s behaviors.
• For example, instead of documenting “the patient seems
anxious,” provide objective signs of anxiety and document
“the patient’s pulse rate is elevated at 110 beats/min,
respiratory rate is slightly labored at 22 breaths/min, and
the patient reports increased restlessness.”

27. • The only subjective data included in the
record are what the patient says.
• When recording subjective data, document
the patient’s exact words within quotation
marks whenever possible.

28. • Date and Time
• Document the date and time of each recording.
• This is essential not only for legal reasons but also
for client safety.
• Record the time in the conventional manner (e.g.,
9:00 AM or 3:15 PM) or according to the 24-hour
clock (military clock), which avoids confusion
about whether a time was AM or PM

29. • Timing
• Follow the agency’s policy about the frequency of
documenting, and adjust the frequency as a client’s
condition indicates.
• for example, a client whose blood pressure is
changing requires more frequent documentation
than a client whose blood pressure is constant.
• As a rule, documenting should be done as soon as
possible after an assessment or intervention.
• No recording should be done before providing
nursing care

30. • Legibility
• All entries must be legible and easy to read to
prevent interpretation errors.
• Hand printing or easily understood
handwriting is usually permissible.

31. • Permanence
• All entries on the client’s record are made in
dark ink so that the record is permanent and
changes can be identified.
• Dark ink reproduces well in duplication
processes.
• Follow the agency’s policies about the type of
pen and ink used for recording.

32. • Accepted Terminology
• People in the 21st century are often in a hurry and
use abbreviations when texting .
• Even though using abbreviations is convenient,
medical abbreviations have been responsible for
serious errors and deaths .
• Use only the standard and recognized abbreviations.
• Ambiguity occurs when an abbreviation can stand
for more than one term leading to misinterpretation.
• For example CP stand for chest pain, cerebral palsy,
cleft palate, creatine phosphate, and chickenpox

33. • Correct Spelling
• Use correct spelling while documenting.
• Correct spelling is essential for accuracy in
recording. Avoid spelling mistakes
• If unsure how to spell a word, look it up in a
dictionary or other resource .
• Two obsolutely different medications may have
similar spellings; for example, Fosamax and Flomax

34. • Signature
• Each recording on the nursing notes is signed
by the nurse making it.
• The signature includes the name and title; for
example, “M.S. REDDY, RN”
• With computerized charting, each nurse has
his or her own password, which allows the
documentation to be identified.

35. • Accuracy
• The client’s name and identifying information
should be stamped or written on each page of
the clinical record.
• Before making any entry, check that it is the
correct chart.
• Do not identify charts by room number only;
check the client’s name.
• Special care is needed when caring for clients
with the same name.

36. • When a recording mistake is made, draw a
single line through it to identify it as erroneous
with your initials or name above or near the
line (depending on agency policy).
• Do not erase, blot out, or use correction fluid.
• The original entry must remain visible.
• When using computerized charting, the nurse
needs to be aware of the agency’s policy and
process for correcting documentation mistakes.

37. • Write on every line but never between lines. If
a blank appears in a notation, draw a line
through the blank space so that no additional
information can be recorded at any other time
or by any other person, and sign the notation

38. • Sequence
• Document events in the order in which they
occur;
• for example, record assessments, then the
nursing interventions, and then the client’s
responses.

39. • Appropriateness
• Record only information that pertains to the
client’s health problems and care.
• Any other personal information that the client
conveys is inappropriate for the record.
• Recording irrelevant information may be
considered an invasion of the client’s privacy .

40. • Completeness
• Not all data that a nurse obtains about a client can be
recorded.
• However, the information that is recorded needs to
be complete and helpful to the client and health care
professionals.
• Nurses’ notes need to reflect the nursing process.
• Record all assessments, dependent and independent
nursing interventions, client problems, client
comments and responses to interventions and tests,
progress toward goals, and communication with
other members of the health team.

41. • Conciseness
• Recordings need to be brief as well as
complete to save time in communication.
• Repeated usage of the client’s name and the
word client are omitted.

42. • Legal Prudence
• Accurate, complete documentation should give
legal protection to the nurse, the client’s other
caregivers, the health care facility, and the client.
• Admissible in court as a legal document, the
clinical record provides proof of the quality of care
given to a client.
• For the best legal protection, the nurse should not
only adhere to professional standards of nursing
care but also follow agency policy and procedures
for intervention and documentation in all
situations—especially high-risk situations.