fType text] ATTACHMENT P NOTE WRITING I. General Descriptions of Types of Notes PT's Write A. Initial Notes The initial note should contain all data obtained from evaluating the patient on his first visit. This includes the data and reason for referral, who referred the patient and medical diagnosis. A statement of chief complaints and other relevant information gleaned from the patient/patient's family are included. It must contain all of your objective findings from your evaluation. Also included is your assessment is a summary list of problems, recommended interventions, response to treatment provided, goals and plan. Documentation stating interventions initiated, what it consisted of, and level of patient participation/concurrence with PT plan should be included. B. Progress Notes Progress notes are written at a frequency determined by the patient's condition and by departmental policy. Progress notes should address new problems and information about any ongoing problems which are being treated. They should include exact measurements of changes from the initial evaluation, exact statements of treatment procedure (length of treatment, temperature or settings of equipment, positioning or equipment used in treatment) and of patient response to treatment (vital signs, skin changes, patient complaints etc.) Indicate whether consultation with other professionals (doctor, OT, prosthetist, etc.) has occurred and what the patient has been taught about his condition. Conclude by indicating the plans for fuither treatment or discontinuation of treatment. Depending on the facility, attendance notes stating what treatment was done and how patient handled the treatment may be required for every P.T. session. C. Discharge Notes Discharge notes should summarizethe course of treatment, response and final status of the patient. There should be a comparison of the final status and initial condition. The reason for discharge or discontinuation, the disposition of the patient and follow-up plan for PT should also be included. 75 fType text] II. Format for Initial. Interim. and Discharge Notes The S.O.A.P. form is used in many hospitals to facilitate organization of relevant patient information, even if the Problem Oriented Medical Record system is not strictly enforced. S - subjective O - objective A - assessment P - plan m. General Format of an Initial Note Initial note should include the following information prior to the S.O.A.P. component of the note: Date: Time in: Patient is Time out: a year old man/woman with the diagnosis of (date) for physical therapy Dr. includine , referred by Date of lnitiation: Date of Onset: The patient has consent to be examined and evaluated. The following outline contains suggestions for inclusion under the headings in the S.O.A.P. format (initial, progress and discharge notes): S: Subjective Information (what you hear) a. Patient's description of his complaints, loss of function, pain and date of onset. patient cannot speak, note non-verbal communication. If b. Relevant data obtained from interview with the patient and"/or family which cannot be verified from the medical record or previous treatment. c. Staternents taken from interviews with the family about the patient's problems or condition. d. The patient's goals for him/herself e. Patient's prior level of function f. Patient's home environment g. If in out-patient, PMH (past medical history obtained in the interview. Also include 76 [T1pe text] screening checklist information, medications, tests etc. O: A: Objective Information (what you observe and do) a. Portions of patient's chart history relevant to the current problem and treatment in PT. This might include a summary of recent surgery, reason for admission and referral, laboratory reports or x-rays, but should be bne[. Many times "chart reviewed and PMH noted" is sufficient. also include any precautions or restrictions. Examples of precautions are weight-bearing status, medications, aspiration, fall risk etc. b. Results of your examination: listing all impairments and functional limitations tested, e.g. strength, sensation, anthropometrics, goniometry, edema, functional performance, observations that are specific regarding posture and quality of movements. c. Interventions performed: where, when, what, how long? This does not usually include the specific exercise used in treatment but rather the tlpe of exercise. Assessment (what you think) a. Professional evaluation of overall impairments based on integration of the subjective and objective findings. b. Identify and interpret problems, relate to overall function. 1. 2. Clarit'the problerns which physical therapy can address. These may include impairments and/or functional limitations. List and number them, in order of priority for treatment or severity. Specifu the (contributing factors) (impairments) which explain the problems on the problem list. c. List the diagnosis for physical therapy (or classification.) d. Patient's specific response to intervention: physical response to treatment (improved, unchanged, worsened), emotional reaction to treatment. Never document that the patient "tolerated treatment well." lnclude a statement of rehabilitation prognosis (excellent, good, fair, poor, guarded) for functional recovery and the deductions and expectations that support the prognosis (may not be required). These deductions are based upon moderating factors that are either positive or negative. ** Must document why patient needs continued physical therapy. e. P: Plan (what you will do) a. What PT treatment is planned - continue or change treatment. b. Progression of the plan. c. Education planned for patient/family. d. Differentiate and outline the short and long term goals in measurable terms and with time frames indicated. Long Term Goals must be functionally oriented (not focused on impairments.) Short Term Goals may focus on impairment or function, although Medicare requires all goals to be in functional terms. Also state that the patient participated in establishing the goals if they did. e. Estimate the exact expected length of time needed to realistically complete the treatment program. f. Frequency/duration of treatment. g. Follow-up l. Consultation with or referral to other professionals or agencies planned (if appropriate). 2. Anticipated needs after discharge: equipment, setting, 3. Informed consent: document that the patient has been informed of the findings and consents to further intervention as planned. (See specific format later in this handout.) [Type text] IV. "Service" Treatment Note - Inpatients A brief note is written in the chart every time the patient is treated in order to meet requirements from third party payers and risk management and to improve continuity of care. Also as communication to other health care providers about patient's rehabilitation status. SOAP format may be used, but is not necessary. The date and the time the treatment was completed should be written in the margin. If the chart is unavailable and you have to write the note later, indicate the time you write the note in the left margin. The time the treatment occurred should be in the body of the note. The treatment administered should be listed. If the treatment follows a well-known protocol or has been stated in the initial note, just state the title of the treatment (ex: LE ROM, ADL Training, Speech/Language, Swallowing Therapy per plan). If the treatment deviates from protocol or the original plan, the difference should be stated along with the reason for a change. The patient's response to treatment is important. Patient complaints should be noted and/or your statement of how patient responded. Your staternent may include objective measures, i.e., BP, pulse, SOB. Any deviation from the expected response should be documented, as well as your follow-up. The active therapy plan should be designated clearly. Do not write "as above" or "continue per plan". State what the plan is. 79 [T1pe text] V. Service Progress Note Date: S: This includes pertinent data from the patient and/or family. May include comments the patient/family have made RE: progress, compliance to treatment plan, specific complaints, etc. If no comments were made, state that "patient voiced no concerns." DO NOT LEAVE THIS SECTION BLANK! O: Current Problem List: List existing problems only. Use abbreviated format. There is no need to list resolved problems. They should be listed in daily notes as they are resolved. Address the problerns that is/are of concern, i.e. dressing, gut, swallowing. Provide objective measures of progress. Note: Each problem should be addressed at least one time per month. Treatment provided: Describe the interventions provided to the patient. A: Professional opinion of how patient is doing and why they would benefit from continued therapy. Review status of goals. List goals currently being addressed. State any goals that have been achieved. Be brief. You do not have to re-state entire goal in behavioral terms. Restate in abbreviated form, i.e. gait, ROM, dressing. Any new problems that may be identified during therapy should be listed here. New problems are numbered and added seque'ntially to the existing problem list. P: Any new goals should be listed here. If goals are added or a change in the treatment plan is *ud", a statsment of patient participation is needed. Time frames for achievement of additional goals should also be included. Signature: Phone/Beeper: 80 fType text] VI. "Seryice"Initial-DischareeNote Date: Patient with (Djasnosis) referred by Dr. @) on (Date) for (84-p!4). DATE OF SERVICE: (If different than above) S: (PMH perpt) O: PMH: per chart Evaluation results Treatment provided A: Brief summary of findings of the evaluation and the patient's limitations. Rehab Proenosis: Problem List P: Patienflpt's family participated/unable to participate in establishing the following goals and plans. treatment sessions) Goals: (to be achieved itt Treatment Plan: - Patient discharged/discontinued secondary to : Discharge Plan/follow-uP : Signature: Phone/Beeper 8l [Type text] VII. PT ConsultNote Date of visit Patient is a _ year old man/woman with the diagnosis of on _(date) for physical therapy referred by including S: Pertinent data from patient and./or family. O: Screening results. A: Summary of status per screening. P: Any follow-up. EX: "No interyention indicated." or "Will obtain referral for (seirrice) "evaluation and treatnent. u Therapist: Date: Phone: 82 [Type text] Additional Guidelines for Specific Sections of the Note Infarmed Consent - fundamental right in case law, by statute or as a matter of customary practice required by APTA and accreditation standards Checklist Disclosure Elements for Patient Informed Consent to Treatment - Diagnosis or evaluative findings - Description of the recommended treatment - Material (decisional) risks/foreseeable complications/precautions associated with the proposed treatment - Prognosis if the treatment is carried out - Reasonable altematives to the proposed treatment, and attendant risks and prognosis if an alternative treatment is used - Solicit and answer the patient's questions about treatment Documenting Informed Consent 1. consent forms 2. documentation if treatment records 3. use of informed consent checklists 4. reference to standard operating procedures or clinic policy staternents Example from Legal Aspects of Documentation by Ronald Scott, page 144: Pt. verbqlizes/demonstrates understanding of pt.'s diagnosis, proposed treqtment program, major risl<s (if any), expected benefits, reasonable alternatives (if any)- I askidfor pt.'s questions and answered them to pt.'s satisfaction. Pt. understands all and agrees to undergo proposed treatmentLegal Aspects of Documentation, Ronald Scott, Aspen Publication, 1994,pp. ll5-147. Guidelines for Documentation, APTA, 1996, p' 1' 83 [Type text] Problem Lists Problem lists should be complete and numbered for each patient. They must be limited to problems which can be addressed directly by a physical therapist through direct treatment. Problems are not medical diaenoses or problems outside the realm of PT practice. The following examples demonstrate ac"ceptable ways of stating the patient's functional problems. Examples of functional limitations inability to perform trunk flexion without pain dependent transfers inability to reach overhead need for assistance with home exercise program unsafe ambulation in the community inability to perform age-appropriate gtoss motor tasks improper lifting technique Examples of lack of equipment for the patient inadequate protection of surgical repair unprotected fracture lack of equipment for bath transfers Examples of education needed by the patient decreased knowledge of j oint protection methods inability to demonstrate surgical precautions inability to modifu activity level safely and independently decreased knowledge of use and care of wheelchair need for education in Precautions need for education in fall prevention need for family instruction NOTE: Education is a problern that is addressed with just about any patient. It most likely should not be listed as an isolated problem, Lo*"rr"t. Don't document treatrnent ofjust education alone. 84 fType text] Other acceptable examples of problems: - Impaired safety with home mobility community mobility Decreased independence with mobility transfers stairs gait - - lnstability with sitting with standing in the home in the community Risk for musculoskeletal pain Unable to tolerate continuous activity Need for home exercise program Pain with mobility Need for symptom control Need for wound healing (Failure of wound healing) Need for wound care Need for positioning progrirm (Lacks positioning program) Need for secretion clearance (inadequate secretion clearance) Avoid listing as problerns, those which cannot be directly measured, or treated, or for which you cannot formulate goals. For example - impaired sensation, tone, abnormal reflexes. (Note these tend to be impairments.) B) Assessment of the Problern The assessment section of a note must also include the following: 1. Contributing Factors (not necessarily listed or numbered) The contributing factors help explain the problem list. The student must include this information to convey their professional opinion of what is causing the impairment or functional limitation. 85 [Type text] Examples of impairments/contributing factors: Decreased ROM Decreased motor function Inaccurate perception of stability Delayed balance reactions Abnormal physiological response Adventitious breath sounds Altered alignment Change in weight bearing status Decreased activity tolerance Decreased chest expansion Decreased coordination Decreased level of consciousness Impaired mental status/cognition Decreased muscle endurance Decreased strength D ecreased voluntary movement Decreased wound healing Effects of increased muscle tone Impaired oxygenation Impaired postural adjustments Impaired secretion clearance Impaired sensation Ineffective cough Pain with movement ROM limitations Skin breakdown 2. Diagnosis for Physical TheraPY The physical therapist should be able to make a diagnosis at the end of the assessment describing the primary dysfunction. This diagnosis differs from a medical diagnosis in that it is limited to dysfunction which can be identified by the tests a PT is educated and licensed to perform or request' You will learn various classifications or diagnoses throughout the curriculum. Common diagnoses for physical therapy that are used for acute care patients include Tissue Impairment Classification Stage I Movernent Pattern Coordination Defi cit Force Production Deficit TlPe IA Perceptual Deficit 86 fType text] If signs and symptoms are recognized as pertaining to a medical diagnosis, then the PT needs to refer to the appropriate professional. 3. The assessment section must include the patient's response to treatment. 4. Deductions and expectations that support the rehabilitation prognosis The physical therapist must form an opinion about what the results of the clinical evaluation reveals and what the expectations are for recovery/remedy of the patient's problem. This opinion can be written in narrative form. In addition a rating of the prognosis must be included. Prognosis should be stated at the end of your assessment on initial and discharge notes. This is a prognosis for functional recovery, not a medical diagnosis. This is a staternent of the therapist's professional opinion of the patient's potential for further improvement. It is a determination of the level of optimal improvement that might be obtained through intervention and the amount of time required to reach that level. This statement should be based on objectivs measurements of status, progfess, time post-onset, motivation, support, age, compliance, and other complication conditions. Below are definitions for assigning prognosis: Poor: Limited potential for improvement. Guarded: There exists a question of the potential for improvement secondary to any of the above questions. This may be the patient you place on trial therapy. This includes the patient with an undetermined prognosis. Fair: Presents potential to improve in some areas while other deficit areas may remain imPaired. Good: Presents potential to improve to the status of functional independence. However, the patient may continue to demonstrate certain minimal limitation. Excellent: Presents potential to fully recover with no residual deficits. Because these definitions represent a continuum' you may list prognosis as such; excellent. e.g. good ) 87 [T1pe text] Ilelpful Hints for Writine Patient Goals Well-written goals should be functional, measurable (using parameters that a P.T. would evaluate and monitor objectively), and contain an end-point for therapeutic intervention. There are common methods to writing goals or behavioral objectives. These methods can be applied when setting personal goals, (which you will do prior to clinical experiences), for any teaching experience, and when writing goals of patient care. Essentially, every goal should contain the following generic structure: Condition Degree competency under what conditions, measurable end point/ time frame & criteria for acceptable performance, e.g. level Behavior Subject patient or other person measurable action verb what person is to do given what intervention, given what information, cues, etc. ofindependence proportion, percent, grade Examples: The patient ambulate will on with a cane independently for 300 feet by 1211104. climb independentlY for I stairs with one rail flight by 9130104. home program perform his with the home aide with supervision, once of written instructions daily by 9lIl04' Examples of measurable behaviors to demonstrate to increase to improve to achieve to perform to identifu to list to compare and contrast to predict to promote to interPret to recall to apply to use to state to classiff to dif[erentiate to construct to order to describe 88 [T1pe text] *** NEVER use the terms "maintain" or "preventrr Short and long term goals are set with/for the patient. They should not be staternents about what the P.T. plans to do (e.g. complete the evaluation, call the M.D., continue to work on...) Goals should be directed specifically toward the problem and be functional in nature. Goals do not have to match the problem one for one. That is, one goal may address more than one problem, and more than one goal may be needed for one specific problem. Definitions and Guidelines: Short-term goals: no longer than2 weeks in length; may address impairments or functional limitations Long-term goals: end point should be discharge from PT altogether; must address functional limitations Note: STG may be reviewed and/or revised throughout course to progress the patient toward LTG. Examples: 1) Problem: 1) 2\ 3) 4) STG: 1) 2) 3) LTG: l) 2) 2) mobility (R) shoulder Pain with active shoulder flexion and abduction Decreased ROM Decreased functional Muscle imbalance Patient to dernonstrate active shoulder flexion to l20o and abduction to 90o inby I2lll04 Patient to report decrease in pain from 7/10 to 5/10 by l2lll05 Patient to isolate lower trap mm muscle contraction x3 l2lll05 Patient to report independent functional household activities using (R) upper extremity, with2ll} pain, upon discharge' pJient to demonstrate independence with home exercise program x 2 upon discharge. Problem: 1) 2) 3) STG: Patient to demonstrate in 9ll8l05: 1) Transfers WC €t mat with minimal assist' Dependent mobility transfers/gait Decreased motor function (L) U/LE DelaYed Protective reactions 89 [T1pe text] LTG: 2) 3) Ambulate with SBQC, (L) AFO and minimal assist 150'x 2. (L) LE hip flexion 2+15, extension2l5, abduction 2l5,knee extension 3/5. Patient to dernonstrate by discharge: 1) Independenttransfers. 2) Ambulate 500'with straight cane independently. 3) Ascend/descend 5 steps with railing SBA. 4) Independent with home exercise program. Critical Features of Phvsical Therapv Notes The format of physical therapy notes may vary with individual styles and facility requirements, but notes should alwavs show: 1. 2. 3. 4. 5. 6. 7. 8. 9. Correct grammar and sPelling Correct use of medical terminology Legibility Clear differentiation of objective and subjective information Judicious use ofabbreviations and PTjargon Clear organization of all information; conciseness Tactfulness Failure to date and time notes Documentation of a patient's informed consent to treatment *** Your documentation is a reflection of the quality of work you do. Well-written, accurate and neat records will reflect well on you as a physical therapist, conveying competence, organization and concern to others. Avoid: l. 2. 3. A. Untimely documentation Blaming or criticizing another provider in the treatment record Expressing personal feelings about the patient in the treatment record The following are common enors found in PT notes: AVOID THEM ALWAYS. 1. "ROM is WNL for the patient's aqe" Either it is within normal limits according to standards or it is not. This applies also to strength, function, etc. There are no joint ROM standards available for different ages at this point in time. 2. "functional ROM" Again, there are no standards for "functional" ROM. This is an assessment. If y* ao not measure ROM because it is not indicated then in O: report it as not measured and in A: indicate why. Or, simply do not address it in O: and in A: 90 [T1pe text] make a statement that there are no losses of ROM which interfere with function and why specific measures were not taken. 3. "The pt. responded to tx. well" - or "The pt. tolerated the treatment well" This is vague, non-specific. Better to state: "pt. had no complaints during or after treatment", or "the pt. improved with treatment" and state how. Use of the word "tolerate" implies a negative experience. Be more informative. Be exact in documenting how the treatment affected the patient. 4. In writing goals - never use the word "maintain" and avoid use of the word "prevent" - It is not the purpose of PT to "maintain" the status of the patient. While we do have a big role in prevention, it is inappropriate to include in the written goals. Use of either term will jeopardize approval and payment for all services. (Comment: There are other items or phrases which are commonly seen in P.T. notes which jeopardize reimbursement, especially by third party payers such as Medicare/Medicaid' These lerms/phrases change over time somewhat and will be expounded upon in other parts of the curriculum). B. When an e11or is made in your note for any reason, use a single line to cross it out and initial the error. For examPle: ,ss The patient has the diagnosis of Mr*kipfe{eieresis Parkinson Disease. ,s5 a walker. en*+ehes with patient walked The Do not obliterate what you have written. C. In most places you will be required to use black ink (it Xeroxes best). D. Avoid spaaes (lines) in between sections or parts of your note. This can be interpreted legally is you're leaving space to go back later and change or add information. If filling out a formatted note, cross through sections not completing. E. please sign your notes at the bottom. It is often customary to add the date the note was 9l [Type text] completed and your phone number. As students you do not use the initials RPT or PT. In some facilities the following are acceptable (follow their guidelines). or Smith SPT (student Smith PT lntern Smith PT Student Smith l0-29-0s 362-3670 Jane Jane Jane Jane PT) *must sign legal name *Remember to have all of your notes co-signed by a licensed PT until you too are licensed. F. Your notes should be organized so that you and other professionals can read or skim them quickly, and so you can find pertinent sections readily. Make it easy to read- - keep it brief, but thorough and informative make S.O.A.P. sections distinct avoid cramming information together or spreading it over unnecessary pages. use outline format for the objective section or use underlined headings to organize yourself and the reader. be careful not to use too many abbreviations especially those specific to physical therapy that physicians may not be as familiar with, i.e. EOB. document why patient did not receive treatment, i.e. refusals, tests, missed appoinbnent. G. Under Assessment section, do not write just "no change." Be specific. H. Exercise special caution when countersigning another provider's evaluation or treabnent entry. L Carefully document a patient's noncompliance with treatnent orders. J. Carefully document a patient's or family member/significant other's possible negligence or abuse. 92 [T1pe text] The N{echanics of a Business Lefter Source: Shurter, Robert L: Written Communication in Business, McGraw-Hill Book Company, Inc., NY, 1957 1. Arrange and center the letter on the page for symme@ and balanced appearance. 2. In the salutation and complimentary closing, capitalize only the first letter of the first word except for proper nttmes and titles. e.g. 3. "My dear Mr. Davidson" or "Yours very truly," The salutation and the complimentary close should agree in tone. e.g. formal Smith:rr "Yours very truly,'r "Very sincerely yours," "My dear Mr. less formal I'Dear Mr. Smith:" I'Sincerely yours," "Sincerely," ttYours truly," "Cordially yours" implies acquaintances or long business relationship. "Respectfully yours" is generally used in letters to those of higher rank or age than the letter writer. 4. Punctuate the salutation with a colon (:) and complimentary, close with a comma (,). 5. Signature should be legible. 6. Be sure to include the date. 7. To direct the letter to the attention of an individual within the company, add an "Attention" line two spaces below the inside address; the salutation follows below this. 8. The signer of the letter has final responsibility for it. 93 [Tlpe text] Washington University, PT Program, P.T. Initial Note Checklist Name: Pass: Resubmit on: YES 1. INCOMPLETE Introductory information (dx, date, type of refenal and patient's consent to be examined is present. 2. 3. Statements of Subiective component are obtained from patienUfamily. Statement "The patient has consented to be examined and evaluated." Objective section includes 4. Objective information from chart 5. Objective information from P.T. Examination 6. Intervention (treatment) performed Assessment includes: 7. interpretation of objective results 8. a list of the patient's P.T. problems are listed 12. 9. problems that are specific to physical therapy 10. 11. a diagnosis for physical therapy patient response to intervention (treatment) prognosis for functional recovery Plan includes: 13. 14. frequency of tx and length of intervention (treatment) intervention plan (includes statement about patient's consent to the plan of care) 15. 16. recommendations and follow-up all goals are written in measurable terms and include a time frame 17 short and long term goals are both included and are differentiated 18. long term goals are functional 19. The patient has consented to the treatment plan General characteristics of the note: 20. correct grammar and spelling (more than 3 enors will result in "NO" being checked). 21. 22. Correct use of medical terminology' Legible. 94 NO [Type text] YES 23. Judicious use of abbreviations, P.T. jargon. 24. Organized, concise. in Physical Therapy P.T Washington Name NO INCOMPLETE Statement of "S" component Objective section includes 2. Existing P.T. problems are listed 3. Objective information from PT's examination is present 4. Treatment performed is included Assessment includes: 5. 6. Patient's response to treatment 7. Explanation of why patient requires skilled physical therapy 8. Status of goals: current goals and achieved goals noted 9. New problems are listed (if needed) Objective results are interpreted Plan includes: 10. Treatment plan 11. Frequency of treatment and length of treatment 12. New goals are written in measurable terms 13. Recommendations,follow-uP General characteristics of the note: 14. conect grammar & spelling (more than 3 errors will result in "No" being checked) 15. Conect use of medical terminology 16. Legible 17. Judicious use of abbreviations 18. Organized, concise NO Progress Note Checklist YES 1. INCOMPLETE 95 Washington University Program in PhysicalTherapy P.T. Name Discharge Note checklist Pass: Resubmit On: YES 1. Statements of "S" component Objective section includes 2. Problems not previously resolved are listed 3. Objective information from PT's examination 4. Treatment performed is included Assessment includes: 5. Patient's response to treatment 6. Objective results are interpreted in regards to patient's progress or lack of progress 7. Status of goals Plan includes: 8. Why patient has been discharged L Discharge recommendations and plan General characteristics of the note: 10. Conect grammar and spelling (more than 3 enors will result in "No" being checked) 11. Conect use of medical terminology 12. Legible 13. Judicious use of abbreviations '14. Organized, concise INCOMPLETE NO