Resident's Handbook: 3A Psychiatry Ralph H. Johnson VAMC Version 1.9 6/01/2008 Robert P. Albanese, Jr., MD Director I. II. Introduction. Through all of my years of clinical practice, I have had the privilege of caring for veterans. Serving these heroes who have been prepared to make "the ultimate sacrifice" for our great nation, for the freedom of all people, has given great meaning to my life. Not only are veterans among the most courageous Americans, but the clinical problems encountered in veterans hospitals are challenging and demanding of your utmost clinical acumen and skill. I hope that you too will find your work at the Ralph H. Johnson VA Medical Center fascinating, rewarding and enjoyable. You will be a better physician for the time you have served here. Welcome, and may the spirit of Hippocrates be with you! Unit 3A Psychiatry a. Access to the Unit. The inpatient psychiatry unit is a secure, locked unit. Patients may not leave the unit unaccompanied, and leaving the unit with staff only occurs when the patient must have a procedure or a consultation or when the patient goes to Charleston County Probate Court. Inpatient psychiatry at our VA is also a non-smoking unit, so nicotine patches or gum are commonly prescribed for patients who smoke. Staff may enter the unit by picking up the phone outside the door and requesting entry; nurses will unlock the door remotely. In the past, residents and medical students have had access to keys to open the door on the unit, but for the foreseeable future keys to the door of 3A will not be available to people other than ward attending physicians and nurses. This measure has been taken in the name of the security of the unit; a number of keys have been distributed to residents over the years and they are still "out there." As of this writing residents and medical students may still acquire CM1 keys, which open doors in the clinic area and also the workrooms on 3A. Students get their keys from the university, and residents get keys from Erica Smith. When you leave the unit, please make sure that the door closes behind you. Our elopements have generally happened when residents or medical students walk through the door and continue down the hallway without making sure that no one has darted out behind their backs. b. Clinical Character of the Unit. Our inpatient psychiatry unit is designed to care for adults with serious mental illnesses. We consider 3A to be a psychiatric intensive care unit. Most of our patients are of course male, but we also care for female veterans. Typical clinical categories include: i. Schizophrenia exacerbations. ii. Addictions and detoxifications. iii. Major depression. 1 iv. Bipolar mania. v. Bipolar depression. vi. Posttraumatic stress disorder. vii. Borderline personality disorder. viii. Adjustment disorders There are psychiatric conditions that we do not generally treat on 3A. These include: i. Dementia (all admissions for demented individuals must be approved by Dr. Albanese or Dr. Myrick). ii. delirium iii. dissociative disorders iv. impulse control disorders v. amnestic disorders vi. eating disorders vii. anxiety disorders other than PTSD. viii. factitious disorders. ix. somatoform disorders x. paraphilias xi. simple sleep disorders xii. cocaine detoxification We occasionally make exceptions to the rule on these diagnoses. Examples of exceptions we may make include early delirium in alcohol withdrawal or brief hospitalizations for patients with dementia where there is a great deal of social support. c. General Medical Issues. We make a great effort to take comprehensive care of our patients. When your attending is myself or Dr. Haren, you will manage general medical issues under our supervision; therefore you will not be consulting the Internal Medicine service (you will continue to consult specialists). General medical issues you will handle on 3A include, but are not limited to: i. Hypertension ii. Diabetes iii. Hyperlipidemia iv. Urinary tract infections v. Respiratory infections vi. Seborrhea vii. Tension headache viii. Constipation ix. Diarrhea x. Orthostatic hypotension xi. Angina xii. COPD When your supervisor is not a dual-boarded physician, you should follow your attending psychiatrist's directions as to when to treat general medical issues and when to obtain a consultation. Please feel free to contact me or Dr. Haren at any time if you wish to discuss a case. 2 d. Census. As of this writing, the capacity for patients on our unit is 14 patients. As of November 1, 2007, we have returned to a one-team inpatient unit on 3A for most of the year. More specifically for eight months there will be one attending psychiatrist and that we be me, Dr. Albanese. For the other four months, such as when I am on Medicine Service, there may be two psychiatrists and two separate teams. Other psychiatrists who may be in the rotation include Drs. Huber, Haren, Wright and Cusack. e. Patient Care. i. Respect. Interactions with patients should always be characterized as respectful. That means that the resident and the medical student should be courteous and professional in their appearance. Residents and medical students should avoid dress that is too casual or revealing (anything that encourages the patient to see them as anything other than professionals). The resident and the medical student should never refer to the patient by his or her first name, even if the patient requests it. ii. Pre-rounding. The resident must see every patient before rounds if at all possible. Sometimes the patient is not on the unit because of ECT or imaging; otherwise the resident must see the patient prior to attending rounds. If the resident is working with a capable student, the student may see the patient before rounds but the responsibility is on the resident to be certain that the student is diligent and that the student's report is accurate. iii. Attending rounds. Rounds with the attending psychiatrist begin at 8:30 every morning except Tuesday, when rounds start at 09:00. On Fridays we have Morning Report, which begins at 8:00 and goes to 08:30-9:00. f. Documentation. There are numerous issues surrounding documentation that are of paramount importance during your tour on 3A. i. General documentation. Medical students and residents must take great care that their notes not convey a negative attitude toward the patient or his or her family members. It is sometimes necessary to document evidence for malingering or for an occult addiction or a negative family dynamic but this kind of notation can always be done in a clinical and professional manner. Also, our documentation must NOT use lay terms or familiar language unless we are quoting the patient. A serious attitude toward patient care must be reflected in our documentation. The tone of our progress notes should always reflect compassion and respect. ii. "Cut and paste" is not permitted on any service in the VA as it reflects an unprofessional attitude toward documentation. The purpose of note writing is to document one's thought processes on patient care, and cutting and pasting from previous notes or imaging studies fills the chart with repetitious and eventually irrelevant information. Rather than cutting and pasting the results 3 of a head CT into the progress note, it makes more sense to describe in the note how the imaging study is relevant to the patient's diagnosis or treatment. In particular, do not cut and paste the assessment and plan. I have seen this done throughout a patient's hospitalization, and it does not reflect good care. iii. Progress Notes. There is only one approved progress note template for notes on 3A. It is called "Mental Health Resident Note." This note template includes documentation of attending involvement, which is necessary for Joint Commission requirements. There are certain abbreviations that are not permissible in any documentation; these abbreviations include are posted on the inpatient unit. See below: DO NOT USE Abbreviations Abbreviation Correction U Write “unit” IU Write “international unit” Q.D. Write “daily” Q.O.D. Write “every other day” Zero after decimal point (1.0 mg) Do not use terminal zeros for doses expressed in whole numbers No zero before decimal dose (.5mg) Always use zero before a decimal when the dose is less than a whole unit. MS Write “morphine sulfate or magnesium sulfate” MSO4 MgSO4 iv. History and physical examinations. 1. The H & P should be completed within 12 hours of admission, and it should be completed by rounds the next morning if at all possible. The exception is if the patient was admitted in the early morning, say 0600 and there has not been sufficient time to finish it; by definition an unusual situation. 2. There is only one approved version of the history and physical examination; it is the History and Physical 4 Psychiatry found under progress notes in the computerized VA medical record. This is a templated note and all of the sections must be completed. Please do not omit any of the information in the history and physical examination template. 3. You must identify the co-signer of the note when you write it; please take care to identify the appropriate attending psychiatrist. Identifying a co-signer who is not attending on the ward may delay the signature of a supervising attending physician. 4. The history and physical examination is normally performed by the inpatient residents if the patient arrives on the unit by 4:30. If the patient arrives between 4:30 and 5:00 PM, the inpatient resident enters the admission orders and the on-call team does the history and physical examination. 5. Transfer Accept Notes and readmission notes. Traditionally it has not been necessary to compose an entire history and physical examination when patients are accepted in transfer from other units, or when they are readmitted after a brief period (less than 30 days). Documentation requirements have evolved, however, such that among the necessary elements of any such note are medication reconciliation (which must be done in two parts) and MHICM screen. If the resident wishes to try his or her luck at composing a transfer accept note from medicine or surgery or a readmission note, we are willing to consider it as long as those elements are included. It may be a better idea to use a history and physical from the template and abbreviate sections of it, such as the physical examination. v. Progress Notes. 1. Patients on 3A must have a note written by a physician every day. Medical student notes do not meet this requirement. Medical students should write notes frequently, but there still must be a separate MD progress note. An addendum to a student note also does not satisfy this requirement. 2. There is an approved progress note template for residents on 3A; it is called "Mental Health Resident Note." This note identifies the attending psychiatrist and also the degree of attending involvement, documentation of which is required. 3. When I am on the inpatient unit I generally write all of the regular progress notes except Thursdays (I have Action Team Meeting) or when something else intervenes; other 5 attending psychiatrists will ask the residents to write the notes daily. If the attending has written a note, it is not usually necessary for the resident to write a note. If the attending psychiatrist has written a progress note and there has been a development in the patient's case that merits a significant change in the treatment plan, a brief note by the resident is warranted. This kind of note does not require the use of the templated note, as attending involvement is documented in the attending psychiatrist's note. vi. Orders 1. Diet. Please note that our patients are generally obese, diabetic and hypertensive and they quite often have coronary artery disease. Our patients quite frequently ask for double portions and snacks, and our residents typically ordered these dietary supplements in the past. Complying with these requests is bad care, and not infrequently our patients gain a significant amount of weight while they are on the unit. Please order "3A NCS" on the majority of 3A patients. If they are diabetic, please strongly consider no more than 2000 kcal per day. If the patient requests additional snacks or extra portions, please get a nutrition consult. Remember that for most hospitalized patients, the basal energy expenditure is 1500-1700 kcal per day, so even with a diet of 2000 kcal per day the patient may gain weight. vii. Treatment Plans. Our service line policy is that a Multidisciplinary Treatment Plan must be completed within 72 hours of admission. The requirement for residents, however, is that the Multidisciplinary Treatment Plan note be done within 24 hours of admission. In other words, after the first morning rounds with nursing after admission, the resident must write the Treatment Plan note. The note should not be written before the first morning rounds with nursing, as such a note would not reflect a multidisciplinary note. When you are doing the initial treatment plan, try to resist the urge to identify all appropriate interventions. We can really only realistically make 2-3 interventions during a typical hospitalization. Please note that the resident will be required to determine on the treatment plan whether the admission was precipitated by a suicide attempt or potentially lethal gesture. Answering in the affirmative necessitates a "psychological autopsy" performed by the attending; you may want to clarify with your attending psychiatrist whether or not a parasuicidal behavior meets criteria for suicide attempt or potentially lethal gesture before you make a definitive assessment on the treatment plan. viii. Notification of Case Manager. As soon as you have assessed your patient on 3A, please make certain that the case manager is aware 6 that his or her patient has been admitted to 3A. We would like for our case managers to come and see the patient and write a note if possible while the patient is hospitalized. If the admission was initiated by the case manager, it would not be necessary; if the patient is from Atlanta or Columbia a courtesy call to the patient's provider is still desirable. If you have difficulty determining who is the patient's case manager, ask your attending psychiatrist for help. ix. Discharge Summaries. Discharge summaries must be completed within 3 working days of discharge. Failure to complete the discharge summary in the allotted time could result in suspension of clinical privileges for your attending physician; sparkling evaluations usually do not follow this scenario. Please DO NOT use any abbreviations in the diagnosis section of the discharge summary, in other words, state "bipolar disorder" instead of BPAD and "posttraumatic stress disorder" not PTSD. Please identify the patient’s case manager as co-signer of the discharge summary, and the patient’s outpatient attending psychiatrist should also be so identified. x. Discharge Instructions. On the day prior to discharge, you will write discharge instructions for the patient and also write orders for discharge medications. The orders for discharge medications will not be acted upon by pharmacy until the discharge instructions for the patient have been completed. There must be no discrepancy between the discharge instruction and the discharge medications; the two medications lists must be the same. Please identify the patient’s case manager as co-signer of the discharge instructions, and the patient’s outpatient attending psychiatrist should also be so identified. xi. Pre-Discharge Progress Notes and Appointments. In order to create a predictable supply of beds, we have instituted a couple of a measure related to discharge. The first is the Discharge Appointment. This appointment is NOT the same as a FOLLOW UP APPOINTMENT. A Discharge Appointment is a prearranged time at which the patient must leave the unit. We are given an hour before and an hour after the specified time to get the patient off of the unit. The day before discharge, the resident or the attending must write a "Pre Discharge Note" detailing the discharge medications and the TIME of discharge (discharge appointment time). The resident needs to get discharge instructions done the day before discharge as well, and the discharge medications need to be ordered the day before discharge. We are asked to try to do the following: 1. make sure all patients have a pre discharge note written the day before discharge. 7 2. make sure all patients are discharged before noon to the utmost extent possible. 3. make sure all patients have a discharge appointment time. Obviously it will not be possible to be 100% on all of these requirements; some patients leave AMA for example, but we nonetheless strive for 100%. xii. Follow-up. Patients who are admitted to 3A expressing suicidality must be seen in follow-up by a psychiatrist and case manager. This is not a flexible policy, so please make certain that the suicidal patient does not leave without a scheduled appointment, and it should ideally be within two weeks of discharge if the patient has not already been identified as chronically suicidal. Patients who have made a suicide attempt prior to admission must be seen by a physician or nurse practitioner in a scheduled followup appointment within one week of discharge. Patients who are not suicidal at the time of admission should generally be followed up in the Mental Health Clinic within 3-4 weeks. Please call the case manager to schedule the follow up appointment. If the patient has not previously been followed in our Mental Health Clinic but will need to be followed there after discharge, call Erica Smith, the administrative coordinator for outpatient, to assign the patient a case manager. Please note that only patients who have been assigned to our Primary Care Clinic are eligible for outpatient follow-up in Mental Health. If you need to have the patient assigned a Primary Care provider (PCP), please call Louise Smalls (x. 7854) in Primary Care. If the patient cannot be assigned a PCP (for example the patient is ineligible), please consult with your attending psychiatrist. Another problem that frequently arises surrounding discharge is that the resident waits to assign to the patient a case manager until the day before discharge. When a patient admitted to 3A is going to require follow up in our clinic and they do not already have a case manager in our clinic, please call to get a case manager assigned at the time of admission, not at the time of discharge. Doing so makes it possible for the case manager to meet their new patient prior to discharge. We frequently care for patients from Columbia VA. Making follow-up appointments for those patients requires calling Rachel Dillahunt at extension 7183 or Dinah Hall at 7184 and 7037 (that’s at the Columbia VA). For patients not previously followed in Columbia but who live in the Columbia catchment area, please 8 III. call Mary Maxwell at 7689. The number to the Dorn VAMC is (803) 776-4000. xiii. Psychological autopsy. When a patient is admitted to 3A after a suicide attempt or a potentially dangerous gesture, the treating attending must complete a psychological autopsy (Suicide Assessment). This undertaking helps the treatment team to focus on risk factors for suicide in the patient and also in other suicidal patients. There should be resident input on the psychological autopsy. The assessment is a progress note the attending completes by interviewing the patient; it must be completed within 72 hours of admission. Feel free to pressure your attending to complete the note if he or she is "taking their time." Blame it on me! xiv. Consultations 1. SATC (Substance Abuse Treatment Clinic) consultations. Many of our patients on 3A are admitted with substance use disorders. The Addictions Team should be consulted with any such patient who expresses an interest in treatment for these disorders. The psychiatry inpatient resident should call the SATC resident for the month, and if the inpatient resident does not know who the SATC resident is, they should call Dr. Cluver (14490). There is no need to enter an electronic consultation for SATC 2. Medicine and Surgery Consultations. For these consults, it is necessary to enter the consultation electronically in CPRS and also to call the consulting resident (or fellow) for that service. As previously noted, when your attending physician is dual-boarded, you will not likely request general medicine consults but you will get surgical and subspecialty consults. Special note to med-psych residents: When your attending psychiatrist would like a general medical consult, do not resist. If you are concerned about a loss of prestige with the medicine service, perform the consult yourself and report to the consulting attending internist, making certain that the consulting internist cosigns your consultation. Resident Staffing of 3A and CL (our Consultation Service). The inpatient psychiatry and CL rotations are combined during this rotation. Since the inpatient service is relatively small and we generally get no more than three consults per week from the other services, the workload is generally considered to be very manageable. Nevertheless we require that there be at least two residents on service at any given time; we cannot run our clinical operation for more than a few hours at a time with fewer. Staffing must be considered when residents are contemplating vacations. Please note that we only ask residents to do consults on General Medical and Surgical Services when we are sufficiently staffed with residents. CL is a teaching service 9 IV. V. staffed by two physicians board-certified in psychosomatic medicine (Albanese and Haren) so the emphasis is on education to a greater degree that service (or "scut"). a. Holiday Coverage i. When it is a Federal Holiday but not a State Holiday, one of the residents on the 3A/Emergency Psych rotation will be designated to cover 3A and round with the attending. The resident will be available throughout the daytime hours for order writing and admissions. ii. When it is a State Holiday but not a Federal Holiday, the on-call team will provide resident coverage for admissions and orders; rounding in the morning will be provided by one of the residents on the service that month. When a resident works on a State Holiday that is not a Federal Holiday, it has been the policy to grant that resident a "Comp Day." iii. When the first of the month is a holiday that falls on a Monday, an admittedly rare situation that usually involves New Year's Day, a resident from the previous month will round with the on-call attending. That resident should be designated at the beginning of the month. b. Vacations. Vacation requests are required to be handed to me (Dr. Albanese) in writing thirty days prior to the effective date, but this is a rule we are very willing to bend when ever possible. The only potential problem for late vacation requests is that, as previously noted, we have to have two residents on service at any given time, and they are granted on a "first come, first serve" basis. If there are only three residents on service and two have requested vacation at the same time, the one who requested leave first will be granted the leave. PAC (Psychiatric Access). Until recently, PAC was a resident rotation, but our supply of residents was not sufficiently predictable to keep this service running that way. Then we incorporated PAC into the 3A rotation along with C/L, but staffing continued to be an issue. Recently we hired a nurse practitioner (Susan Beylotte) to run what we now call PAC/ACA. PAC = Psychiatric Access Clinic and ACA = Advanced Clinic Access. Ms. Beylotte sees psychiatric emergencies and some routine, same-day patients. The reason it is important for residents to know about PAC is that Ms. Beylotte may be admitting patients to 3A and she may call the resident to give a description of the patient and a rationale for admission. Ms. Beylotte works under my supervision, so she uses the same algorithms I use for evaluation and admission. Issues for Being on Call. a. Admissions. Patients under consideration for admission must pass two tests: i. They must be eligible for admission. This is an administrative assessment that must be determined by Bed Central during the day and by the AOD (the Hospital Administrator) at night. In general, 10 patients are eligible for admission if they are veterans of the US Military. On rare occasions we have admitted patients who say they are veterans but a review demonstrates that they are not. For example a patient may have been in the Army for only a couple of weeks; in that case the individual is not a veteran and he is not eligible for care. There have also been cases where the patient identifies himself as someone else, in other words an ineligible patient claims to be another person who is eligible. Even when patients have been in the military, however, they may not be eligible for care. Examples include veterans who have been dishonorably discharged and those who have been banned from VA facilities because of behavioral problems. Also, patients with pending charges or outstanding warrants are not eligible for admission. These kinds of determinations cannot be made by a resident, and if the administrator or bed central say that the patient cannot be admitted, another psychiatric unit will have to be found. Please note that on very rare occasions, we have knowingly admitted non-veterans because it is a psychiatric emergency and we are employing compassionate justification. Such cases should be discussed with the attending on call and preferably Dr. Albanese. ii. They must meet clinical criteria for admission. We use Interqual Criteria for admission to 3A. In general, that means the patient must be suicidal, homicidal or acutely psychotic in order to merit admission to 3A. Also, patients should be admitted for detoxification only if medical detoxification is necessary to prevent complicated withdrawal. We also use the same criteria the courts use to find a patient eligible for hospitalization against his or her will, that is, imminently dangerous to self, imminently dangerous to others, or substantially unable to care for self by virtue of a mental illness. Please note that with rare exceptions, demented patients are not to be admitted to 3A, and they should not be admitted without prior approval of Dr. Albanese or Dr. Myrick. To a reasonable extent, we employ a "sliding scale" of clinical necessity for admission. The best example of such is that if a patient has been detoxified from alcohol within the last three weeks, readmission for detoxification is generally not indicated. If we have a lot of empty beds and the patient is not a "frequent flyer," readmission is not unreasonable. Our competing goals are to keep our inpatient unit at capacity but also not being enablers, as it were. b. Transfers. Transfers from inpatient units, whether MUSC or any other facility, must be approved during business hours. If you are on call and you are asked to evaluate a patient for transfer, check CPRS to see if there is a note from myself, Susan Beylotte or a psychiatry attending specifically approving the patient for transfer. If no such note can be found in the 11 medical record, the patient is not approved for transfer and the patient must remain at the facility of origin until the next day. Please note that this rule does not apply to patients who are in emergency rooms, it only applies to those who are on inpatient units. c. Admissions from Outside ERs. It is very common to have calls after hours from emergency rooms around the state asking for beds in our inpatient unit. These are often emergency rooms in the Columbia (Dorn) VA catchment area, as their inpatient unit does not have the capacity to meet their demand. Remember that the patient is not to be considered for admission to our unit unless the Administrator on Duty (AOD) has researched the patient's eligibility and deemed that the patient is eligible for care. Once the patient is cleared administratively, clinical considerations come into play. It is paramount to remember that the way a patient is presented to you from an outside ER is often very different from what you see when the patient arrives. The concept of Medical Clearance, for example, varies widely between locations. Our policy is that before we accept the patient from an outside ER, we must have: i. ii. iii. iv. v. vi. vii. viii. Vital signs A benign physical examination CBC Chemistries Liver Function Tests (aminotransferases) UA UDS (don't use your judgment just order it) Levels of any drug that requires monitoring (for example lithium level, valproate level, PT/PTT INR). ix. Radiographic examinations where appropriate (for example in a patient who has had a head injury). Also, please make sure that the physician with whom you speak (there must be physician-to-physician contact) has seen the patient. Quite often the day shift physician signs the patient out to the evening shift MD and the latter has not seen the patient. There can be a considerable clinical evolution in just a few hours. It is also important to make sure you have a good idea of the patient's functional status. In general the patient must be ambulatory and capable of performing ADLs. We do not accept delirious patients, and we do not accept patients with IVs. Patients on home O2 or who use CPAP can be managed on 3A. We do not accept "pink papers," that is to say that we do not do involuntary treatment for addictions at this VA. 12 VI. Civil Commitment. When patients arrive on 3A, they are rarely committed. They are often under an Order of Emergency Involuntary Hospitalization, however, and it is not a trivial distinction. Committed patients may be discharged out our discretion, in general, but patients under an OEIH cannot be discharged unless we petition the court to drop the order. Otherwise patients under an OEIH must wait until they see the Probate Judge. It can take between several days and two weeks for the patient to have a commitment hearing in Probate. With respect to Civil Commitment, we deal with three different jurisdictions: Berkley County, Dorchester County and Charleston County. Patients who do not fall under one of those counties are assigned to one of those three counties anyway for the purposes of the hearing. Dorchester and Berkley Counties send judges and attorneys to our unit; Charleston County usually requires that we send the patient downtown. Residents must submit DE (Designated Examiner) to the court with our recommendations before a hearing is scheduled. Lavinia Mitchell on 3A is very helpful getting the hearings scheduled; when she is not at work Pat Hyman or one of the other nurses can usually be of assistance. Remember that commitment criteria in South Carolina are 1. Imminently dangerous to self; 2. Imminently dangerous to others; 3. Substantially unable to care for self due to a mental illness. VII. Conclusion. We are justifiably proud of our inpatient and CL services; we consistent get rave reviews for our teaching and patient care. We hope you will have a great month when you rotate with us, and if there is any way we can improve your experience, please let me know (Dr. Albanese). 13