Documenting a History



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Documenting a History Physicians and Staff may earn one (1) compliance credit during a fiscal year (July 1 June 30) upon completion of the assessment (attached). To check to see how many compliance credits you have and to check which training sessions you have completed, contact Glenda Folse: 504-988-7739, gfolse@tulane.edu It is the policy of TUMG to provide healthcare services that are in compliance with all state and federal laws governing its operations and consistent with the highest standards of business and professional ethics. Education for all TUMG physicians is an essential step in ensuring the ongoing success of compliance efforts. To access the Tulane University Medical Group Health Care Compliance Policy Manual: http://www.som.tulane.edu/fpp/pdfdocs/healthcare.pdf th Source cited: Medicare New Physician and Resident Guide, 7 edition, 2003. For online copy of documentation guides: 1995 Documentation Guidelines: http://www.cms.hhs.gov/mlnproducts/downloads/1995dg.pdf 1997 Documentation Guidelines: http://www.cms.hhs.gov/mlnproducts/downloads/master1.pdf

Documenting an Outpatient Visit Part 2: Documenting a History This education is Part 2 of a 9-part series on documenting and selecting the level of service for outpatient visits. All presentations are available on the Tulane University School of Medicine website: http://www.som.tulane.edu/fpp/billing_new/ Part 1: Overview of Basic Principles Part 6: Documenting Pre-Operative and Part 2: Documenting a History Confirmatory Consults Part 3: Documenting an Exam Part 7: Time-Based Codes Part 4: Documenting Medical Decision Part 8: Linking to Resident Notes Making Part 9: Modifiers -24 and -25 Part 5: Documenting Consults Table of Contents The Four Elements and Levels of History...page 3 Chief Complaint...page 4 History of Present Illness (HPI)...page 4 Review of Systems (ROS)...page 5 Past/Family/Social History...page 6 Compliance Quiz...pages 7-8

E/M Education History Page 3 The HISTORY Component Of An Outpatient Visit Has Four Elements: Chief Complaint History of Present Illness (HPI) Review of Systems (ROS) Past, Family and Social History (PFSH) The level of history is determined by the amount and type of documentation that is contained in the medical record. There are four levels of history. Problem-Focused Chief Complaint (CC) Brief HPI (less than 4 elements documented) No Review of Systems required, but some may be documented Example: CC: Cough HPI: Duration: started 1 week ago, Severity: Getting worse Expanded Problem-Focused Chief Complaint Brief HPI (less than 4 elements documented) Problem-pertinent Review of Systems (at least one system documented ) Example: CC: Cough HPI: Duration: started 1 week ago, Severity: Getting worse ROS: Positive for pain in chest when coughing (Respiratory) Detailed Chief Complaint Extended HPI (4+ elements documented) Extended Review of Systems (ROS) problempertinent review plus a limited number of additional systems (2-9 systems documented) Pertinent Past/Family/Social History is one specific item from any of the three history areas Example: CC: Cough HPI: Duration: started 1 week ago, Severity: Getting worse, Quality: Sharp pain when coughing; Associated S & S: running 101 degree temp for 3 days ROS: Pt. states pain in chest when coughing, shortness of breath (Cardiovascular and Respiratory), and night sweats (Constitutional) PFSH: Patient has HX of respiratory infections (Past Medical); smokes 1 pack per week, trying to quit (Social) Comprehensive Chief Complaint Extended HPI (4+ elements documented) Complete Review of Systems: Pertinent positive or negatives must be individually documented. For remaining systems, a notation of All Other Systems Negative is permissible. In the absence of such a statement, at least 10 systems must be documented. Complete Past/Family/Social History: At least one element in EACH of the three areas for new patients. At least one element in TWO of the three areas for established patients. Example: CC: Cough HPI: Duration: started 1 week ago, Severity: Getting worse, Quality: Sharp pain when coughing; Associated S & S: running 101 degree temp for 3 days ROS: Pt. states pain in chest when coughing, shortness of breath (Cardiovascular and Respiratory), and night sweats (Constitutional). All other systems negative. PFSH: Patient has HX of respiratory infections (Past Medical); Patient smokes 1 pack per week, trying to quit (Social), Family History negative for respiratory or cardiovascular problems.

CHIEF COMPLAINT (CC) A chief complaint is a concise statement describing the symptom, problem, condition, diagnosis, physician recommended return, or other factor that is the reason for the encounter. A chief complaint is a REQUIRED ELEMENT for all levels of outpatient visits. Examples: Left knee swollen and sore Cough and fever Stomach pain and rectal bleeding Documentation tip: The Chief Complaint cannot be inferred. The outpatient note must stand alone for billing purposes; reviewers will not refer to prior documentation for a chief complaint. The following are examples of documentation that are not considered Chief Complaints. Patient here for follow-up visit (for what?) Patient here for second Synvisc injection (what condition is being treated?) HISTORY OF PRESENT ILLNESS (HPI) HPI is a chronological description of the development of the patient s presenting illness or problem from the first sign and/or symptom, or from the previous encounter to the present. Current E/M Guidelines (1995 and 1997) identify eight (8) elements used to provide further elaboration/information about the patient s condition. NOTE: A Nurse or Tech or other non-physician staff CANNOT do the HPI. It must be documented by a physician (attending and/or resident). Elements of HPI Dimension Definition Examples Location Place, site, position of signs & symptoms. Lower back, elbow, stomach Where is the problem located? Duration How long has the patient been experiencing Been hurting for two weeks, began last month the signs or symptoms? Timing When does the patient experience signs or symptoms? What regularity/frequency of Stomach pain worse after eating, worse at night; always occurs after exercise occurrences? What time of day? Severity What is the intensity, degree, or ability to endure signs or symptoms? Scale of 1 to 10? 8 on a scale of 1-10, pain so bad it affects breathing Quality What description or characteristics identify the type of signs or symptoms? Stabbing pain, radiating pain, dull ache, anxietyproducing Context Modifying Factors Associated Signs & Symptom Circumstances, cause, precursor, outside factors to describe where patient is or what he is doing when signs or symptoms are experienced. What treatment/actions have affected (positive or negative) or altered the signs or symptoms? Are there any other symptoms that appear to accompany the main symptoms? What other factors does patient experience in addition to this discomfort/pain? Shortness of breath when climbing stairs; began after a fall from a ladder Tylenol did not relieve the pain, applying heat seems to help, an antacid provides short term relief, lying down doesn t help Before the headache starts my eyes hurt and I can t stand light; my heart pounds and I break out in a sweat each time Example HPI: 45-year old female complains of intermittent sharp pain (timing/quality) in left hip (location) after falling from a ladder yesterday (context). Also states left leg has some numbness (associated signs and symptoms). Pain an 8 on 1-10 scale (severity). Ibuprofen has had no effect on pain (modifying factors).

REVIEW OF SYSTEMS (ROS) A review of systems (ROS) is an inventory of body systems obtained through a series of questions seeking to identify signs and/or symptoms which the patient may be experiencing or has experienced. Information included in the review of systems is used to identify the patient problem, assist in the arrival at a diagnosis, identify differential diagnoses, and determine the testing necessary to attain a definitive diagnosis. System Elements of Examination Examples Constitutional Measurement of any 3 of 7 vital signs; Eyes Ear, Nose, Mouth, and Throat Cardiovascular Respiratory Gastrointestinal Genitourinary Musculoskeletal Integumentary (Skin) Neurological Psychiatric Endocrine Hematologic/Lymphatic Allergic/Immunologic General appearance of patient Inspection of conjunctivae and lids; Exam. of pupils and irises; Ophthalmoscopic exam of optic discs and posterior segments External inspection; Otoscopic exam of external auditory canals/tympanic membranes; Assessment of hearing; Inspection of nasal mucosa, septum and turbinates; Inspection of lips, teeth and gums; Exam of oropharynx: oral mucosa, salivary glands, hard and soft palates, tongue, tonsils, posterior pharynx Palpation of heart; Auscultation of heart with notation of abnormal sounds and murmurs; Examination of carotid arteries, abdominal aorta, femoral arteries, pedal pulses, extremities for edema and/or varicosities Assessment of respiratory effort; Percussion of chest; Palpation of chest; Ausculation of lungs Exam. of abdomen w/notation of presence of masses or tenderness; Exam of liver and spleen; Exam for presence/absence of hernia; Exam (when indicated) of anus, perineum and rectum, including sphincter tone, hemorrhoids, rectal masses; Obtain stool sample for occult blood test when indicated Exam of gait and station; Inspection and/or palpation of digits and nails; Exam of joints, bones and muscles of 1 or more of: head and neck; spine, ribs and pelvis; rt upper extremity; lt upper extremity; rt lover extremity; lt lower extremity (including: inspection and/or palpation with notation of presence of any misalignment; assessment of range of motion w/notation of any pain, crepitation or contracture; assessment of stability with notation of any dislocation, subluxation or laxity; assessment of muscle strength and tone with notationof any atrophy or abnormal movements) Inspection of skin and subcutaneous tissue; Palpation of skin and subcutaneous tissue Test cranial nerves with notation of any deficits; Exam of deep tendon reflexes with notation of pathological reflexes; Exam of sensation Description of patient s judgment and insight; Brief assessment of mental status, including: orientation to time, place and person; recent and remove memory; mood and affect Palpation of lymph nodes in 2 or more areas: neck, axillae, groin, other Chills, fever, weight loss/gain, fatigue, lack of appetite Blurred vision, crossed eyes, eye pain, discharge Difficulty swallowing, sore throat, earache, post-nasal drip Chest pain, palpitations, high/low blood pressure, swelling of ankles/legs, varicose veins, chest pain with exertion Asthma, dry cough, shortness of breath, wheezing Bloating, change in bowel habits, constipation, stomach pain, nausea, vomiting Hematuria, excessive/reduced urination, kidney/bladder infections Arthritis, joint pain/ache/stiffiness, gout, muscle pain, weakness, hot joint Hives, redness, lumps, wounds, rashes, change in nail/hair texture, bruising (could also be hematologic) Blackouts, dizziness, fainting, headache, loss of balance, loss of coordination, less of sensation, numbness, seizures Anxiety, depression, forgetfulness, loss of sleep, nervousness Diabetes, hot flashes, low sugar, thyroid condition, excessive hunger/thirst Swollen glands/nodes, nosebleed, bruising Allergies, autoimmune disorder

A problem- pertinent ROS inquires about the system directly related to the problem(s) identified in the HPI. The patient s positive responses and pertinent negatives for the system (1) related to the problem should be documented. Example: CC: Left knee pain. Patient denies numbness, no loss of sensation. (Neurology 1 system) An extended ROS inquires about the system directly related to the problem(s) identified in the HPI and a limited number of additional systems. The patient s positive and pertinent negative responses for two to nine (2-9) systems should be documented. Example: CC: Persistent nausea. Patient denies vomiting and change in bowel habits. No loss of appetite or weight loss, no dietary changes. Patient denies any kidney/bladder problems. No difficulty swallowing. (GI, Constitutional, GU, ENMT 4 systems.) A complete ROS inquires about the system directly related to the problem(s) identified in the HPI plus all additional body systems. At least ten organ systems (10) must be reviewed. Those systems with positive or pertinent responses must be individually documented. For the remaining systems, a notation indicating all other systems are negative is permissible. In the absence of such a notation, at least ten systems must be individually documented. Example 1: CC: Chest pain. Patient states his heart races on occasion. States he is short of breath after light exertion. States no headache, no fever, no cough. States that he has been anxious since the chest pain occurred. All other systems negative. Example 2: CC: Insomnia. Patient states he wakes from sleep choking and gasping for breath. Denies any depression or anxiety. No chest pain or other cardio complaints. Patient denies allergies. Denies loss of coordination. Denies seizures. Patient states he has postnasal drip that occasionally causes nausea. Denies any GU complaints. Denies any muscle weakness. Denies any vision disturbances. (10 ROS documented)

PAST, FAMILY AND SOCIAL HISTORY (PFSH) The PFSH consists of a review of three history areas: Past history includes recording of prior major illnesses and injuries; operations; hospitalizations; current medications; allergies; age-appropriate immunization status; and/or age-appropriate feeding/dietary status. o Appendectomy 2 yrs ago, o Taking HRT since March o Allergic to penicillin and compazine o Diabetes Family history involves the recording of the health status or cause of death of parents, siblings and children; specific diseases related to problems identified in the chief complaint or history of presenting illness and/or system review; and/or diseases of family members that may be hereditary or place the patient at risk. o Positive for COPD o Family history of migraines o Father died from diabetic complications Social history contains marital status and/or living arrangements; current employment; occupational history; use of drugs, alcohol and tobacco; level of education; sexual history; or other relevant social factors. o Smokes 1 pack a week o Social drinker 4-5 /week o Construction worker o Married o No current sexual activity A pertinent PFSH is a review of the history area(s) directly related to the problem(s) identified in the HPI. At least one (1) specific item for any of the three history areas must be documented. A complete PFSH for new patients is documentation of at least one (1) element in each of the three (3) areas: Past/Family/Social. A complete PFSH for established patients is documentation of any two (2) of the three (3) history areas: Past/Family/Social. NOTE: The ROS and/or PFSH may be recorded by ancillary staff or on a form completed by the patient. To document that the physician reviewed the information, there must be a notation supplementing or confirming the information recorded by others

E/M Education History Page 7 Fax: 504-988-7777 DOCUMENTING A HISTORY QUIZ 2 pages - Web Name (Print) Date: Score Department: Signature: (Questions 1-7 are worth 10 points each; question 8 is worth 30 points one for each exercise.) 1. List the four elements of the History component of an outpatient visit: a. b. c. d. 2. A COMPREHENSIVE exam consists of: 3. Who can perform an HPI? (Circle all that apply) a. Medical Student e. LPN b. Medical Office Assistant f. Lab Tech c. Attending Physician g. Resident d. RN h. Nurse Practitioner 4. The HPI is a description of the patient s present illness or problem. 5. The elements of an HPI are: a. b. c. d. e. f. g. h. 6. A DETAILED visit documents a/an Review of Systems, with (number) of systems documented. 7. Name any ten (10) of the systems referred to in #6, above:,,,,,,,,,

Documenting a History, Quiz, page 2 8. Which of the following constitute a complete review of systems: (Circle all that apply) A Patient complains of muscle aches, fever, cough, chills, nausea. Occasionally vomits after eating a big meal. Denies urinary/kidney symptoms. All other systems negative. B Patient notices blurred vision, occasional diarrhea, nausea and vomiting, sonophobia, feels weak, photophobia, headache, reports no bladder/kidney problems. Denies any swollen glands. C Patient denies serious headaches or seizures. State she feels depressed due to current situation. Vision impaired. She states she has cataracts. No ear or throat complaints. No cardiac complaints. Denies any endocrine problems; not diabetic. Denies any GI problems. Occasional stress incontinence. All other systems non-contributory Signature: To receive one compliance credit: Complete quiz, be sure to print name (must be legible), the date, and your department at the top of the form. SIGN the form (no credit will be given without a signature) Fax to 504-988-7777 (fax information at top of form, no cover sheet required)

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