Weak Medical Records is
ammunition for a claim of Medical Negligence
Part 1 of 6 of Medication Errors
“For the plaintiff’s lawyer, a case typically
comes to his office because of a perceived bad outcome, but stays at his office
because of deficiencies in the medical record. For the defense, a medical
malpractice case most often begins and ends with the medical record. It is the
singularly most important testament to the care which was and was not provided,
and often represents the defendant physician’s only ‘memory’ of that care. A
poorly documented record can turn good medicine into an indefensible case.”
Steven J. Hippler
On one hand the term “medication errors” is of wide amplitude
and is extremely wide, especially with respect to issues of medical negligence and
on the other some may not even know what the term actually constitutes or what
is a medication error. Though the list of specific events that may be included
in the definition of “Medication Errors” is long, it can be categorized in six
broad categories.
This blog discusses the impact, relevance of maintaining of
medical records of patients in order to avoid instances of medical negligence
arising from medication errors. Medication Errors may arise from failure by physician to update or review
medical records of the patient before recommending any medication.
Good documentation protects physicians and other health
professionals against claims of negligence. Aside from medical-legal
considerations, the most vital reason for doctors to maintain precise, reliable
medical records is that good documentation safeguards a patient. Medical
records contain material required to inform physicians of past and present
treatment choices, and to provide evidence that such care was suitable.
Medical records are the most significant evidence that
doctors and hospitals offer in their defense against a medical negligence claim.
Proper medical records maintained by the doctors are important are relevant in defended
conflicting, undocumented versions of events told by opposing parties as the
medical records / documentation directs towards the documentation that was done
before and during the time medical care rendered by the doctor.
Where poor medical records make it problematic to decide
whether an adverse outcome resulted from factors beyond the physician’s control
or from negligent medical care, on the other hand, good documentation protects
physicians and other health professionals against claims of medical negligence.
Typically, when a patient asks an attorney to file a
malpractice claim against a physician, hospital or other health professional,
most attorneys obtain copies of the pertinent medical records for review by an
independent medical consultant. The reviewer is asked to determine, based on
the documentation, if the treating physician(s) provided appropriate care — and
whether the physician was negligent. The strength of the documentation often is
the deciding factor in whether a plaintiff pursues a claim and in how
effectively defendants and their insurers can mount a solid defense against the
allegations.
DO’s and DON’Ts for
Doctors and Hospitals
Serious diagnostic and treatment errors have resulted in injury
and litigation because the medical reports were not available or if available,
were not proper. Considering that our legal system is oriented to documents and
documentary evidence holds priority over oral evidence, it is only fair to
spend some time preparing records rather than spending time, money and energy
in litigations. Medical records are central documents in the defense of any
malpractice case and therefore require some attention and dedication. The
medical records usually are the most definitive piece of evidence presented at
any trial during Medical Negligence.
The DO’s
- Use well-organized, neatly-maintained patient charts,
- Note the details of every visit and check up in clear and conscious manner
- Write all medical records / progress / documents legibly
- As an alternative to 3 - dictated and transcribed medical records
- As an alternative to 3 and 4, consider using electronic medical record (electronic evidence is admissible in court of law)
- Maintain a record of all the allergies, current medications, names of other doctors on duty at the time of recording,
- Document “informed consent discussions” carefully
- Fill in the problems being faced by the patient, in the charts, most appropriately in order to enable different doctor on duty to treat the patient appropriately,
- Fill in or void spaces on forms and transcription and place your initials there in order to avoid accountability issues,
- Sign all entries or at the least initial all entries in order to avoid credibility issues
- Document significant phone conversations with dates, names, and content
- Chart all medication prescriptions and renewals completely and with details and reasons
- Document “referral notes” unambiguously
- For example, instead of “to see GYN,”, prefer writing “Pt urged to see her GYN promptly for vaginal bleeding; patient understands urgency.”
- Initial or sign lab, X-ray, consultants’ reports as evidence of your review
- Initial or sign questionnaires filled in by patient (if any) as evidence of your review
- Include sufficient details of exam findings in progress notes
- Supplement narrative text with line drawings, diagrams and templates
- Document patients’ noncompliance in the progress record
- Chart evidence that patient education information was dispensed
- Document returns visit advice in each progress note
- Document failed and canceled appointments in the progress record
- Resolve medical problems from previous visit in the chart i.e. how the said problem was been or is being treated
- Write unambiguous “return-to-work” or “school” orders
- When amending progress notes, include the date, time and, if the reasons for the amendment are not obvious, explain the change.
The DONT’S
- Avoid using sticky notes or unattached slips or papers on the charts or medical records,
- Avoid unexplained cross-outs, write overs or squeezed-in entries
- Avoid leaving any blank spaces in forms, charts, questionnaires and consent forms
- Avoid unsubstantiated subjective remarks in the progress record
- Avoid criticism of other professionals / doctors in chart notes
- Avoid untimely dictation of medical records
- Never amend or correct a medical record after receipt of notice of a potential claim.
The time is now, the
time is right
Ensuring that medical records are well-organized and
reasonably complete may add a few minutes per chart to the physician’s day.
But, physicians whose inadequate records were partly responsible for their
involvement in litigation can attest to the fact that the amount of time spent
in deposition, meeting with legal counsel, worrying about the case and its
effect on their personal life and professional reputation, or preparing for and
attending trial far exceeds the time it takes to maintain adequate medical
records.