Reading the records
The delivery of healthcare is complex business. Often times records are compiled by large numbers of people in teams or extension of teams about a single patient. The vast majority …
No stone left unturned
The delivery of healthcare is complex business. Often times records are compiled by large numbers of people in teams or extension of teams about a single patient. The vast majority …
Quality is a multifaceted concept that can differ greatly depending on the context, product, or service in question. There isn’t a universal set of quality components that apply equally to …
BIRP format documentation
Behaviour: Known to have EUPD. Patient presented in a distressed state, reporting feelings of emptiness and fears of abandonment. She expressed difficulty managing her emotions and described intense anger triggered by a minor disagreement with a family member.
Interventions: Explored coping mechanisms for distress tolerance. Discussed strategies for managing anger and interpersonal conflict. Provided psychoeducation on emotional regulation.
Response: Patient engaged in the session and expressed some understanding of the concepts discussed. She reported feeling slightly calmer by the end of the session but remained concerned about her ability to manage her emotions effectively.
Plan: Continue to work on developing distress tolerance skills and anger management strategies. Encourage the patient to practice the techniques discussed between sessions. Monitor the patient’s emotional state and risk of self-harm.
Documentation Issue | Critique |
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Vague Descriptors | Terms like “distressed state,” “emptiness,” and “intense anger” lack specific behavioural anchors. The descriptions are mere observations without any real substance. How was the intensity of the anger manifested? What did the patient say? How did she appear? Was she grimacing? Without concrete examples, these descriptors are open to interpretation and do not provide a clear picture of the patient’s presentation. |
Generalised Interventions | Phrases like “explored coping mechanisms” and “discussed strategies” are so general that they amount to padding. No one will know what specific coping mechanisms were explored. How did this worker actually attempt to help the patient? What exact strategies were discussed? How were these tailored to the patient’s individual needs and the nature of their emotional instability? |
Lack of Measurable Outcomes | The record mentions the patient feeling “slightly calmer” but lacks objective measures to assess the effectiveness of the interventions. How was this improvement gauged? Is it just ‘your’ word for saying so? Many services will accept such records as ‘standard’ because of cultural norms. |
Ambiguous Plan | The plan to “continue to work on developing skills” and “encourage the patient to practice techniques” is vague and lacks specific, measurable goals. What specific skills will be targeted? What techniques were discussed ‘between sessions’? How will progress be monitored? What constitutes “practice” in this context, and how will adherence be assessed? |
Omission of Risk Assessment | Given the nature of EUPD and the potential for self-harm, the record should include a formal risk assessment. What specific risk factors were considered? How was the risk of self-harm evaluated and managed? |
Limited Patient-Specific Insight | While the record mentions EUPD, it does not provide specific insights into how this diagnosis informs the interventions or the plan. How were the chosen strategies tailored to the patient’s unique challenges related to their personality disorder? |
Annex A | Characteristics of high quality data
The following is a summary of the characteristics of high-quality data (CARAT) as suggested by organisations such as PRIMIS:
1. Complete | Data can be considered complete when all the required data for a particular purpose is present and available to be used. Completeness relates to determining that the patient’s record has all diagnoses, allergies, vaccinations, operations, or events present within the record. Consider a patient record with missing allergy information. The consequences of this could be profound, and the omission clearly constitute an incomplete record.
Completeness for an individual patient could reflect that it contains all the relevant codes for all diagnoses, allergies, vaccinations, operations, or events. Across a population it means that all patients with a particular condition diagnosed have it correctly coded in all the records.
2. Accurate | This is when the data reflects reality or a genuine real-world occurrence. Accuracy can be quite challenging as it can change over time and is, therefore, difficult to monitor. An example may be a patient that presents with chest pain and is coded as such. At that point in time there is no clear cause for the chest pain, and this is, therefore, an accurate reflection in the data. That diagnosis may, however, change from chest pain to myocardial infarction following further investigations. Uncertain symptoms can become certain diagnoses.
Recording a diagnosis of stroke based on clinical symptoms and then later being it being proved not to be the case would render the initial diagnosis inaccurate and would need evolving/correcting.
This highlights the transient nature of accuracy especially when the diagnosis is uncertain and also the importance of maintaining and evolving problems.
3. Relevant | When considering data quality, relevance implies there is a reason to collect or record the information in the patient record. You must consider whether you really need this information, and for what purpose. Relevant data is usually closely linked to the purpose for which it is being collected. For example a diabetic review might record blood pressure as this is relevant in the context of diabetes. Recording the patient’s temperature in the record during the diabetic review would not, however, be relevant as it adds nothing to the diabetic review and is unrelated to diabetes in this context.
4. Accessible | Data may be recorded completely and accurately, but if we cannot extract information that we need this can been seen as an accessibility issue. Accessibility describes how easy it is to retrieve the required information as and when it is needed. Coded data is typically more accessible than free text and can be displayed and organised in various ways by the GPIT system as the codes themselves are understandable to the system. With modern GPIT systems there can also be vast qualities of information being drawn into the record from multiple sources, how this information is organised and coded can aid accessibility.
5. Timely | Data that is available when expected and when needed is timely. The purpose determines what would be considered timely. In the context of a clinical interaction, most professional bodies consider the contemporaneous entry of medical information as one of the most important aspects of healthcare. Contemporaneous entry of clinical information also supports the other aspects of data quality including accuracy and completeness.
Cognitive Activity | Description |
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1. Information synthesis | Gathering and integrating diverse information; evaluating reliability and relevance of each piece |
2. Evidence evaluation | Critically assessing quality and strength of available evidence; identifying gaps |
3. Principle balancing | Weighing competing ethical principles; reconciling guidelines with case-specific considerations |
4. Stakeholder consideration | Analysing individual patient needs/rights; considering regulatory and societal requirements |
5. Consequence projection | Anticipating potential outcomes; assessing short-term and long-term consequences |
6. Risk-benefit analysis | Systematically evaluating risks; weighing risks against potential benefits |
7. Legal framework integration | Incorporating relevant legal standards; ensuring compliance with statutory obligations |
8. Ethical reasoning | Applying ethical frameworks; resolving ethical dilemmas in forensic psychiatric practice |
9. Interdisciplinary integration | Synthesising perspectives from various disciplines; reconciling conflicting viewpoints |
10. Decision refinement | Iteratively reviewing and adjusting decisions; fine-tuning to address all relevant factors |
11. Uncertainty management | Acknowledging areas of uncertainty; developing mitigation strategies |
12. Prioritisation | Determining relative importance of factors; focusing on critical elements |
13. Cognitive bias recognition | Identifying potential biases; implementing strategies to minimise their impact |
14. Justification formulation | Developing clear, logical rationale; ensuring transparent and defensible reasoning |
15. Contextual adaptation | Tailoring approach to specific case factors; recognising unique case influences |
The following paragraphs are excerpted from the 2012 UKSC judgement.