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Presenters
Diane Settle, RHITDirector of Health Information
Khaleelah Wagner, RHIADirector of Operations, AHIS
Rhonda Anderson, RHIAPresident, AHIS
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Date & Time
Date:February 17, 2015
Time – Attend one session – Refer to email from Rockport Offices AM PM
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Objectives
Participants will identify: Admission Monitor and instructions Change of Condition Monitor content and instructions The Monitor follow-up process for Change of
Condition Medical Nutritional Therapy monitor & follow up Medication and Treatment Monitoring Physician visit & H & P Monitoring and follow up The calendar – Phase I of the CQI monitoring process
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Objectives (cont.-2)
Participants will identify: The stand up reporting & follow up system The weekly & monthly trends and report to CQI
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Schedule (cont.-2)
Monitor Phase I With priorities identified by _____”*”____________
for CQI monitoring Example – You can schedule day of week per facility
practice
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Schedule (cont.-3)
Grey out areas – May be part of current schedule Will be focus of future webinars Choose a day a week for example to review physician
visits & H & Ps’ due Schedule available made available for review by
management, DON, others; CQI reporting
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Admission (cont.-2)
Admission and readmit daily, as applicable – 24,72, 7, 14, 21 days
Take Admit Monitor to stand-up and identity follow up until 100% or resident compliance
Pay attention to high risks!!! i.e. neuro, new infection; psychotherapeutic drugs on admission and “MORE”
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Admission (cont.-3)
Re-admission resident out greater than 24 hours – same process >> for record content – timeliness - accuracy
Monitor form – see Example I. If added notes needed to explain, utilize the comments page – sample in the packet
Note the next slide – instructions on the back of the monitor – will find most monitors include instructions for quick reference
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Discharge Chart Monitor
New procedure for prior process Focus on record completion timely and support
accuracy of Medicare documentation Content is also directed for Rockport Medicare
Reviewers access internal = ‘monitoring’ New process – on retaining the monitor Review the instructions re: completion/filing/retention
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Discharge (cont.-5)
When to complete: Discharge from Medicare Discharge from Medicare and facility Discharge from Medicare and staying in facility (keep
the Discharge from the Medicare Monitor until resident is discharged from facility and use the same monitor)
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Discharge (cont.-6)
Keep Discharge Medicare and Final Discharge Monitor for ease of location for the facility staff at the time of discharge from Medicare or from the facility, for Rockport UR/Medicare Reviewers and for outside reviewers
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Discharge (cont.-7)
KEEPING THE DISCHARGE MONITOR: Keep in the overflow folder or notebook – alpha order
and pull the Medicare Discharge Audit and complete remainder of the monitor at discharge
Comments POLST – Needs to go with resident to hospital and
home – ensure it is copied after completed on admission – after Dr. sees resident & completes the POLST – include in active chart
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Change of Condition (cont.-3)
Allow 24 hours – for Review: Any change for the resident: increase in meds or new
medication, i.e., elevated temperature, resident found on floor;
Skin condition changes – increase in Psychotherapeutic Drug, Pain, not previously identified
“ACTION” -- Follow up 24/48/72 hours, until complete, as applicable
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Change Of Condition (cont.-4)
System to identify C of C >> 24 hour log & telephone orders
Allow 24 hours – for Review: Other internal systems
Take C of C report to standup Discussion at standup re: action and follow up Report follow up next day until documentation ???
Resolved Review the Standup flow chart – from this session
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Certs & Recerts (cont.-2)
Complete for each Cert/Recert due Track for timeliness and completion Statement of continued need for the reason for
skilled care (not just restated on an order) All portions of the Cert/Recert must be complete,
dates accurate based on required due dates Delayed certs should be used rarely – but an
option. (Use that procedure – check compliance requirements)
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Certs & Recerts (cont.-3)
Signature must be legible, dated – match Signature Sheet Signature
Signature Sheet – if you use one, use current process, assume legible signatures
Without legible signatures – claims may be denied
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Medical Nutritional Therapy (cont.-2)
Dietician provides a copy of RD recommendations for follow up to DON & HIM/Records Dept. for Review of the recommendations from the Dietary Consultant – to determine action needed
HIM/Records - Follow up on documentation recommendations to determine if they were addressed by Nursing with physician and follow up (as applicable)
Report status at stand up and CQI
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Medication Monitoring
Quantitative MAR/TAR narratives MAR/TAR – Monitor – Daily for last 24 hours – One
(1) sheet per each day Daily with immediate follow up Include name of Nurse CQI – The monitor is intended for continuous CQI
process evaluation of the treatment management system
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TAR & MAR (cont.-2)
Identify date monitor is conducted “what that means to the MRD”
Narcotic Book monitoring Monitor of PRNs for MAR/TAR Identification of Medication Who receives copies (cc:) of Monitor Legalities & Risks CQI focuses
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Physician Visit & H&P
Use the Physician Visit and H&P log. (If you already use such or a General Update Log / Clinical Record Monitor – continue to use it – must contain visit dates and H&P due dates, monitoring and follow up = compliance
Identify trends and physicians who are not timely Work with the Medical Director & CQI to reduce
untimely H&P/Visits as applicable
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Stand Up Flow Process – Monitor Focus (cont.-2)
Monitor Calendar used Identify Change of Condition – utilize the
resources for COC – 24 hr. report, new admits, new antibiotics, falls, incidents, hospitalization, Dischg. Resident/family concerns
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Stand Up Flow Process – Monitor Focus (cont.-3)
Identify items from Monitor needing follow up Identify items not completed from prior Monitors Stand up “staff” indicate who is to follow up
following Monitor and response Focus on monitors, timely, completion of
documentation w/in legal record requirements
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Monitor Follow Process
Binder at Nursing station Follow up process and managing the follow through to
completion within the legal limitations (depending on the situation and risks, incident reports may be required)
Avoid copying individual nurse Monitor and lots of paper – HIPAA concern
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Monitor Follow Process (cont.-2)
Concerns re: late entry! Remember this is a legal medical record whether electronic or paper. What is in the computer is can also be recovered, even if you are allowed to delete; change, update – the prior record is not gone!!
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Questions and Answers!!
When do I start or revise the process I currently have, if needed? By March 1, 2015
Who will be my resource? Diane Settle; email her at ROCKPORT HealthCare
Services; [email protected] –cell 310-941-7757
-or- Anderson Health Info. Systems at 714-558-3887 and
w/reference to Khaleelah Wagner or Rhonda Anderson