How to write your medical
documents?
Jun Xu, M.D., L. Ac.
Medicare Initial E/M
• 99201 – Usually the presenting problem(s)
are self limited or minor and the physician
typically
• ■■spends 10 minutes face-to-face with the
patient and/or family. E/M requires the
following three key components:
»Problem focused history.■■
»Problem focused examination.■■
»Straightforward medical decision
making.■■
Medicare Medicare Initial E/M
• 99202 – Usually the presenting problem(s)
are of low to moderate severity and the
physician
• ■■typically spends 20 minutes face-to-face
with the patient and/or family. E/M requires
the following three key components:
»Expanded problem focused history.■■
»Expanded problem focused
examination.■■
»Straightforward medical decision
making.■■
Medicare Medicare Initial E/M
• 99203 – Usually the presenting problem(s)
are of moderate severity and the physician
typically
• ■■spends 30 minutes face-to-face with the
patient and/or family. E/M requires the
following three key components:
»Detailed history.■■
»Detailed examination.■■
• Medical decision making of low complexity.
Medicare Medicare Initial E/M
• 99204 – Usually the presenting problem(s)
are of moderate to high severity and the
physician
• ■■typically spends 45 minutes face-to-face
with the patient and/or family. E/M requires
the following three key components:
»Comprehensive history.■■
»Comprehensive examination.■■
• Medical decision making of moderate
complexity.
Medicare Medicare Initial E/M
Elements Required for Each Type of History
TYPE OF HISTORY CC
HPI
Problem Focused Required
Expanded PF
Required
Detailed
Required
Comprehensive
Required
Brief
Brief
Extended
Extended
RS
N/A
Problem Pertinent
Extended
Complete
P F, &/OR SH
N/A
N/A
Pertinent
Complete
A. Chief Complaint
• A CC is a concise statement that
describes the symptom, problem,
condition, diagnosis, or reason for the
patient encounter. The CC is usually
stated in the patient’s own words. For
example, patient complains of upset
stomach, aching joints, and fatigue.
B. History of Present Illness
– HPI is a chronological description of the development
of the patient’s present illness from the first sign
and/or symptom or from the previous encounter to the
present. HPI elements are:
•
•
•
•
•
•
•
Location. For example, pain in left leg;■■
Quality. For example, aching, burning, radiating;■■
Severity. For example, 10 on a scale of 1 to 10;■■
Duration. For example, it started three days ago;■■
Timing. For example, it is constant or it comes and goes;■■
Context. For example, lifted large object at work;■■
Modifying factors. For example, it is better when heat is
applied; and■■
• Associated signs and symptoms. For example,
numbness.
C. Review of Systems
– ROS is an inventory of body systems obtained by asking a series
of questions in order to identify signs and/or symptoms that the
patient may be experiencing or has experienced. The following
systems are recognized:
• Constitutional Symptoms (e.g., fever, weight loss);■■
• Eyes;■■
• Ears, Nose, Mouth, Throat;■■
• Cardiovascular;■■
• Respiratory;■■
• Gastrointestinal;■■
• Genitourinary;■■
• Musculoskeletal;■■
• Integumentary (skin and/or breast);■■
• Neurological;■■
• Psychiatric;■■
• Endocrine;■■
• Hematologic/Lymphatic; and■■
• Allergic/Immunologic.
Past, Family, and/or Social
History
• Past history including experiences with
illnesses, operations, injuries, and
treatments;
• Family history including a review of medical
events, diseases, and hereditary conditions
that may place him or her at risk; and
• Social history including an age appropriate
review of past and current activities.
Elements Required for Each
Type of Examination
• TYPE OF EXAMINATION
DESCRIPTION
• Problem Focused
A limited examination of the
affected body area or organ system.
• Expanded Problem Focused A limited examination of the
affected body area or organ system and any other
symptomatic or related body area(s) or organ system(s).
• Detailed An extended examination of the affected body
area(s) or organ system(s) and any other symptomatic or
related body areas(s) or organ system(s).
• Comprehensive A general multi-system examination OR
complete examination of a single organ system and other
symptomatic or related body area(s) or organ system(s).
General Multi-System
Examinations
• TYPE OF EXAMINATION
DESCRIPTION
• Problem Focused
Include performance and
documentation of 1 - 5 elements identified by a bullet in
1 or more organ system(s) or body area(s).
• Expanded Problem Focused Include performance and
documentation of at least 6 elements identified by a
bullet in 1 or more organ system(s) or body area(s).
• Detailed Include at least 6 organ systems or body
areas. For each system/area selected, performance and
documentation of at least 2 elements identified by a
bullet is expected. Alternatively, may include
performance and documentation of at least 12 elements
identified by a bullet in 2 or more organ systems or body
areas.
General Multi-System
Examinations
– Comprehensive 1997 Documentation Guidelines for Evaluation
and Management Services:
– Include at least 9 organ systems or body areas. For each
system/area selected, all elements of the examination identified
by a bullet should be performed, unless specific directions limit
the content of the examination. For each area/system,
documentation of at least 2 elements identified by bullet is
expected.
– 1995 Documentation Guidelines for Evaluation and Management
Services:
• Eight organ systems must be examined. If body areas
are examined and counted, they must be over and
above the 8 organ systems.
According to the 1997 Documentation Guidelines for
Evaluation and Management Services, the 10 single organ
system examinations are:
•
•
•
•
•
•
•
•
•
•
Cardiovascular;■■
Ear, Nose, and Throat;■■
Eye;■■
Genitourinary;■■
Hematologic/Lymphatic/Immunologic;■■
Musculoskeletal;■■
Neurological;■■
Psychiatric;■■
Respiratory; and■■
Skin.
Number of Diagnoses or
Management Options
– The number of possible diagnoses and/or the
number of management options that must be
considered is based on:
• The number and types of problems addressed
during the encounter;■■
• The complexity of establishing a diagnosis; and ■■
• The management decisions that are made
by the physician.
Amount and/or Complexity of
Data to be Reviewed
– The amount and/or complexity of data to be reviewed is based
on the types of diagnostic testing ordered or reviewed.
Indications of the amount and/or complexity of data being
reviewed include:
• A decision to obtain and review old medical records and/or obtain
history from sources other ■■than the patient (increases the amount
and complexity of data to be reviewed);
• Discussion of contradictory or unexpected test results with the
physician who performed or ■■interpreted the test (indicates the
complexity of data to be reviewed); and
• The physician who ordered a test personally reviews the
image, tracing, or specimen to ■■supplement
information from the physician who prepared
Risk of Significant Complications,
Morbidity, and/or Mortality
– The risk of significant complications,
morbidity, and/or mortality is based on the
risks associated with the following categories:
• Presenting problem(s);■■
• Diagnostic procedure(s); and ■■
• Possible management options.
The level of risk of significant
complications, morbidity, and/or
mortality can be:
• Minimal;■■
• Low;■■
• Moderate; or■■
• High.
SOAP NOTES
A SOAP note is a documentation format
employed by doctors, nurses, behavioral
health counselors and others in the healthcare industry. SOAP is an acronym for
subjective, objective, assessment and plan.
Health-care providers are encouraged to
adhere to this standard to ensure consistent
documentation across the industry. When
SOAP notes are used, other providers,
auditors or accreditation councils can easily
review patients' charts and find the
information that is required.
SOAP NOTES
• Begin the SOAP note using the format
desired by the organization or hospital.
Most begin by listing the patient or client's
name, case number, date of service and
any diagnosis or procedure coding. The
remainder of the SOAP note should be
broken into four distinct paragraphs or
sections.
Subjective
• The patient’s chief complaints,
reports about his/her progress and
the patient family’s reports about
the patient are the subjective
description.
Objective
• . Objective notations are those that result
from viewing the patient or client from the
physicians or caregivers. They can also
address physical measurements, such as
body temperatures or flushed skin, pain
visual analogue scale .
Assessment
• The assessment is the physicians or
caregiver's diagnosis of the client or
patient's current status. Several
diagnoses can be included in the
assessment.
Plan
• This will include treatment performed or
medication prescribed, follow-up care and
patient or client instructions.
• For acupuncturists: you have to write
which acupuncture points you used, and
all the other procedures, such as cupping,
heating pad, mexa, massage, etc.
ACRONYMS
» AMA American Medical Association
» CC Chief Complaint
» CMS Centers for Medicare & Medicaid
Services
» CPT Current Procedural Terminology
» E/M Evaluation and Management
» HPI History of Present Illness
» ICD-9-CM International Classification of
Diseases, 9th Edition, Clinical Modification
» ICD-10-CM/PCS International Classification
of Diseases, 10th Edition, Clinical
Modification/Procedure Coding System
» PFSH Past, Family, and/or Social History
» ROS Review of Systems