RISK MANAGEMENT MINUTE – Navigating Patient Requests to Amend Records
The intricacies of healthcare extend far beyond clinical assessments and treatment plans. A pivotal aspect of practice management that often goes under the radar involves the documentation of patient care – our SOAP notes. This documentation not only serves as a crucial tool for clinicians but holds significant value for patients as well.
A Recent Case: Dr. Jim's Patient Request
Recently, Dr. Jim reached out detailing a scenario that many clinicians may encounter: a patient's request to amend their SOAP notes. This specific patient felt that the recorded documentation about her leg pain did not align with her experience. A possible reflection of her detailed-oriented personality, the patient's main objective was to ensure accuracy before consulting with an orthopedic specialist.
HIPAA and Patient Chart Amendments
HIPAA, the Health Insurance Portability and Accountability Act, establishes patient rights over their medical records, including the right to request an amendment. However, it's imperative to understand that while patients can request changes, it doesn't mandate doctors to change their objective findings, except in cases of evident errors, such as mixing up "left" and "right."
Our guidance to Dr. Jim, as supported by the ChiroFutures Malpractice Insurance Program, was clear:
1. Send the Complete Chart & Amendment Form: Dr. Jim was right in sending the patient her complete chart. Additionally, the doctor should send a blank amendment form. This document specifies what the patient wishes to change, noting the exact date and service.
2. 60-Day Window: After receiving the filled-out amendment form, the doctor has 60 days to address these changes. If more time is required, the patient should be informed.
3. Disagreements & Compliance: If disagreements arise about the proposed amendments, it's essential to be transparent with the patient. Inform them about the HIPAA compliance officer and direct them to the appropriate avenue to file complaints.
4. Training & Periodic Audits: Dr. Jim's inquiry about training staff on documentation is pertinent. Regular training and periodic audits can significantly reduce discrepancies in SOAP notes. It's crucial to avoid habits like using the "SALT" (Same as Last Time) function on EHR and ensure that diagnosis codes remain current.
The Importance of Having a Reliable Malpractice Provider
Such intricate issues underline the importance of having a reliable malpractice provider like the ChiroFutures Malpractice Insurance Program. Having an experienced entity guide practitioners through potential pitfalls, ensuring they adhere to regulations while prioritizing patient care, is invaluable.
In conclusion, while patient care remains at the forefront, the nuances of healthcare management demand equal attention. Properly handling requests like amending patient charts can greatly influence a practice's reputation and trustworthiness. And in such intricate matters, having an expert malpractice provider to guide you is paramount.
