2. OUT LINE
1 Introduction
2 Definition of documentation
3 Purpose of documentation
4Principles of documentation
5-Types of documentation
6 Methodes of documentation
7 Formes of recording data
8Consequences of inadequate documentation
9-Definition of reporting
10-Purpose of reporting
11- Criteria of good report
12-Types of report
13 Importance of record and report
14Definition of Electronic documentation
15-Guide lines of electronic documentation
16 advantage and disadvantage of electronic documentation
17 Role of nurse manager during documentation
3. Introduction
* Documentation as Communication Reporting
and recording are the major communication
techniques used by health care providers.
* Nursing documentation is a vital component of
safe, ethical and effective nursing practice,
regardless of the context of practice or whether
the documentation is paper-based or electronic.
4. Definition of documentation:
ďźAny written or electronically generated
information about a client that describes the
care or service provided to that client.
ďźThe administration of tests, procedures,
treatments, and client education.
5. Purpose of health care documentation
1. Professional Responsibility andAccountability
2. To facilitate communication
3. To promote good nursing care
4. To meet professional and legal standards
5. Education
6. Research
7. Auditing and Monitoring
6. Principles of documentation
⢠1. DATE & TIME
ďź Document date and time of each recording.
ďź Record time in conventional manner (E.g. 9am, 6pm etc) or
according to the 24 hour clock (military clock)
ďź Avoid recording in advance.
⢠2. Legibility
ďź Entries must be legible and easy to read.
ďź Writing must be clear.
⢠Very important in recording numbers and medical
terms
7. Principles of documentation
⢠3. Correct Spelling
ďź Correct spelling is essential for accuracy.
⢠4. Permanence
ďź Entries should be done in dark ink.
ďź It helps to identify changes and allows duplication
⢠5.Accepted Terminology
ďź Use commonly accepted abbreviations, symbols and
terms that are specified by the agency
8. Principles of documentation
⢠6. Factual
ďź Descriptive objective information about what nurse
sees, hears, feels and smells.
ďź Use of inference without supporting data is not
acceptable.
ďź Vague terms like appear, seem or apparently is not
accepted.
ďź Include objective signs of problems.
ďź Subjective data is documented in clientâs exact words
within quotation marks.
9. Principles of documentation
⢠7.Accurate
ďź Use of exact measurement establishes accuracy.eg. Intake
450ml of water than writing adequate amount of water.
ďź Clients name and identifying information is written on each
page.
ďź Before making any entry in the chart makes sure that it is
correct.
ďź Chart only your observations and actions to be accountable.
⢠If any mistakes occur while recording, draw a line
through it and write above or next to original entry
with your initials or name. Do not erase, blot or use
correction fluids.
10. Principles of documentation
8. Appropriateness
ďźRecord information's pertaining to the client
health problems& care only.
11. Principles of documentation
9. Completeness
ďźDocument all necessary information's.
ďźIt should give a clear picture of what took
place Complete pertinent assessment data such
as vital signs, wound drainage, client
complaints, which was notified and what
interventions are carried out are recorded.
12. Principles of documentation
⢠10. Current
ďź Timely entries are must Keeping record at bed side
may facilitate immediate documentation
⢠11. CONCISENESS
ďź (BRIEVITY)Recording need to be brief as well as
complete to save time in communication
ďź Clientâs name and the word client can be omitted E g.
âperspiring profusely. Respiration shallow. 28/mt â
Use accepted abbreviations18. 13
13. Principles of documentation
⢠12. ORGANIZED
ďź Information should have logical manner. E g.
description of pain, nurses assessment and
interventions and the client response
ďź This helps in preventing any omission of information.
Easy to read.
⢠13. SIGNATURE
ďź Each recording is signed by the nurse Signature
includes the name and the title in computerized
charting nurse will have his or her own code.
14. Principles of documentation
⢠14. Confidentiality
ďźAll the clientâs record are confidential files
ďźThe information in the chart is personal as well
as legal.
ďźRecord shouldn't be copied without the
permission of the client
ďź.Nurse should not allow any outsiders to verify
the client record.
15. Consequences of Inadequate Documentation
⢠Consequences of Inadequate
Documentation
ďź Fragmented care
ďźRepetition of tasks
ďźDelayed therapy
ďźOmitted therapy
ďźDelayed recovery
16. Types of documentation:
RECORD
ď§ Record is a permanent written communication
that documents information relevant to a
clientâs health care management, e.g. a client
chart is a continuing account of clientâs health
care status and need.
ďźConduct training and research work
ďźAssess health problems.
17. Methods:
1 Source Oriented traditional client record
2 Problem Oriented Medical Record (POMR):
3PIE Charting (Problem, intervention, evaluation):
4- Focus charting:
5- Charting by exception (CBE)
18. Methodof documentation :
1) Source Oriented traditional client record
ďź It is the client chart, information about a
particular problem is distributed throughout
the record
ďź e.g. if a patient had left hemi plegia ,data
about this problem must be found in the
physician history sheet, in the nurses notes,
in the physical therapist record and in the
social service record
19. ⢠Components of a source oriented record:
Admission sheet (face) â initial nursing
assessment â graphic record â daily care
record â special flow sheets - medication
record ânurseâs & physical examination
findings â physician order sheet â physician
progress notes â consultations record â
diagnostic reports ââ referral summery â
patient consent
20. disadvantage
advantage
is that information about a particular
client problem is scattered throughout
the chart, so it is difficult to find
chronological information on a client
problems and progress
These records are convenient because
care provider from each discipline can
easily locate the forms on which to
record data & it is easy to trace the
information specific to oneâs
discipline
21. Methodsof documentation :
2) Problem Oriented Medical Record (POMR):
ďź In the POMR, established by Lawrence weed in the1960s, data
arranged according to the problems the client has rather than
the source of information.
⢠Soap Used For Problem-Oriented Charts
⢠S â Subjective. What Pt Tells Y
ou
⢠. Oâ Objective. What You Observe, See
⢠.Aâ Assessment. What Y
ou Think Is Going On Based On
Your Data.
⢠P â Plan. What Y
ouAre Going To Do.
22. ⢠Advantages:
⢠Encourage collaboration
⢠The problem list in the front of the chart alerts
caregivers to the client and make it easier to track the
status of each problem
⢠Disadvantage:
⢠Caregivers differ in their ability to use the required charting
format
⢠It takes constant vigilance to maintain up to date problem
⢠It is inefficient because assessment &interventions repeated to
more than one problem list
23. Basic component of POMR:
ďźDatabase â problem list â plan of care â progress
notes.
⢠In addition, flow sheets & discharge notes
added to the record as needed
24. Methodsof documentation
3. PIE Charting (Problem, intervention,
evaluation):
ďźSimilar to SOAP charting both are problem-
oriented PIE comes from the Nursing Process;
SOAP comes from a Medical Model.
ďźP Problem
ďźI -Intervention
ďźE âEvaluation
25. Advantages:
The PIE system eliminate the traditional care plan and
incorporate an ongoing care plan into the progress notes
The nurse doesnât have to create and update and separate
plan
Disadvantages:
Must review all the nursing notes before giving care to
determine which problems are current and which
interventions were effectiv
26. Methodsof documentation :
4. Focus charting:
ďź A method of identifying and organizing the narrative documentation of all
client concerns.
ďź Uses a columnar format within the progress notes to distinguish the entry
from other recordings in the narrative notes (Date & time; Focus; Progress
note)
ďź The progress notes are organized into; Data (D) ,Action (A),
⢠Response (R)
Example of focus charting
⢠Date & Time Focus:
⢠09./5/.2019 Acute pain related to surgical incision
Progress notes:
D: Patient reports
pain as 7/10 on 0 to 10 scales.
⢠A: Given morphine 1mg IV at 2335.
⢠R: Patient reports pain as 1/10 at 2355.
27. ⢠Advantage
ďźProvide a holistic perspective of the client &
the client needs
ďźProvide a nursing process framework for the
progress notes DAR
ďźYou doesnât need to have all three categories or
recorded in ordered
28. Methodsof documentation :
5. Charting by exception
Uses flow sheet emphasis on abnormal
(what is abnormal for this patient.
Although it may be abnormal for the
ânormalâ person, if it is abnormal for your
patient on a consistent basis, it is no
longer considered an âexception
29. Forms for Recording Data
1- The Carded
⢠is used as a reference throughout the shift and during change-
of-shift reports.
ďź Client data (e.g. name, age, admission date, allergy)
ďź Medical diagnoses and nursing diagnoses
ďź Medical orders, list of medications
ďź Activities, diagnostic tests, or specific data on the pt.
ďź Provides a concise method of organizing and recording data
about a client, making information recording data about a
client, making information readily accessible to all members of
the health team.
30. Forms for Recording Data
2. Flow Sheets
ďź The information on flow sheets can be formatted to
meet the specific needs of the client.
ďź (e.g.: graphic sheets for vital signs, intake & output
record, skin assessment record).
3. Nursesâ Progress Notes
ďź Used to document the clientâs condition, problems
and complaints, interventions, responses,
achievement of outcomes.
31. Forms for Recording Data
⢠4. Discharge Summary
ďźClientâs status at admission and discharge.
ďźBrief summary of clientâs care.
ďźInterventions and education outcomes.
ďźResolved problems and continuing need.
ďźReferrals
ďźClient instructions.
32. REPORT
⢠DEFINITION
ďźReports are oral or written exchanges of
information shared between care givers of
workers in a number of ways.
ďźAreport Summarize the service of the
personnel and of the agency
33. PURPOSES of REPORT
1. Report is an essential tool to communication
2. To show the kind and amount of services rendered
over a specific period.
3. To illustrate progress in teaching goals.
4. As an aid in studying health condition.
5. As an aid in planning.
6. To interpret the services to the public and to the other
interested agencies.
34. Criteria for good Report
1 Made promptly.
2 Clear, concise, and complete.
3 If it is written all pertinent, identifying data are
included-the date and time, the people concerned, the
situation, the signature of the person making the
report.
4It is clearly stated and well organized
5-Important points are emphasized.
6-In case of oral reports they are clearly expressed and
presented in an interesting manner.
35. Types OF REPORT
Types OF REPORT
1) Change-of-shift reports:
2) Transfer and discharge reports:
3) Telephone report:
4) Incident report
36. Types OF REPORT
1) Change-of-shift reports:
ďź The face-to-face report permits the listener to ask questions during
the report; written and tape-recorded reports are often briefer and
less time consuming.
ďź Reports are sometimes given at the bedside, and clients as well as
nurses may participate in the exchange of information.
2) Transfer discharge reports and:
ďź -Nurse report a summary of patientâs condition and care when
transferring patients from one unit or institution or agency to another
(e.g., from the post anesthesia care unit to a surgical floor) and when
discharging patients. The nurse making the report should concisely
summarize all the patient data that care givers nee to provide
immediate care.
37. Types OF REPORT
3) Telephone report:
ďź Telephones can link health care professionals immediately
and enables nurses to receive and give critical information
about patients in a timely fashion.
ďź Reporting Telephone Reports and Orders Report transfers,
communicate referrals, obtain client data, solve problems,
and inform a physician and/or clientâs family members
regarding a change in the clientâs condition.
⢠Telephone orders are documented in the nursesâ
progress notes and the physician order sheet
38. Types OF REPORT
4) Incident report:
ďź It is also a variance or occurrence report, is a tool used by
health care agencies to document the occurrence of anything
out of the ordinary that results in or has the potential to result
in harm to a patient, employee, or visitor.
ďź These reports are used for quality improvement and shouldnât
be used for disciplinary action against staff members.
ďź They are a means of identifying risks.
ďź Incident reports improve the management and treatments of
patients by identify high-risk patterns and initiating in-services
programs to prevent future problems.
39. ⢠While incident reporting, the following points are to be kept in
mind:
ďź The nurse who witnessed the incident or who found the patient at the
time of incident should fill the report.
ďź The report should be completed as soon as possible.
ďź The nurse describe in concise what happened specifically objective
terms.
ďź The nurse doesnât interpret or attempt to explain the cause of the
incident.
ďź The nurse objectively the clients, conditions when the incident was
discovered.
ďź Any measures taken by the nurse, other nurses, or doctors at the time
of the incident are reported.
ďź No nurse is blamed in an incident report.
ďź The report is submitted as soon as possible to the appropriate
authority.
⢠The nurse should never make a photocopy of the incident
report
40. ⢠The nurse includes the following information in an
incident report:
ďź Identify the client by name, initials, and hospital or
identification number.
ďź Give the date, and place of the incident.
ďź Describe the facts of the incident.Avoid any conclusions
or blame. Describe the incident as you saw it even if
your impressions differ from those of others.
ďź Incorporate the client's account of the incident.
ďź State the clientâs comments by using direct quotes.
ďź Identify all witnesses to the incident.
⢠Identify any equipment by number and any
medication by name and dosage
41. Electronic Documentation
Definition of electronic documentation:
ďźIt allows nurses to use computers to restore
client data (client assessment, medication
administration, client teaching, progress notes,
care plan updating, and client acuity).
43. Guidelines of using of electronic documentation:
1. Must be comprehensive, accurate, timely, and clearly identify
who provided what care.
2. Never reveal or allow anyone else access to your personal
identification number or password as these are, in fact,
electronic signatures.
3. Inform your immediate supervisor if there is suspicion that an
assigned personal identification code is being used by
someone else.
4. Change passwords at frequent and irregular intervals (as per
agency policy).
5. Choose passwords that are not easily deciphered.
6. Log off when not using the system or when leaving the
terminal.
7. Maintain confidentiality of all information.
44. Advantage and Disadvantage of electronic
documentation
Advantage
⢠1-different electronic documentation:
⢠2-Facilitate quickly
⢠3-Providers at different locations.
⢠4-Access by different providers at the same time.
⢠5-Increases accuracy and legibility
⢠6-Reduced error or omission.
⢠7-Enhance quality of documentation
⢠8-.Improve communication between health care
providers
45. Advantage and Disadvantage of
electronic documentation
Disadvantage
1 Computer downtime: systems can crash or break
down, making information temporarily unavailable.
2 Computerized systems can threaten a patientâs right to
privacy, Confidentiality may be a problem.
3 Cost: includes the cost of software and hardware, cost
of the training, and cost of supervisory involvement
during the transitional period of change.
46. Role of nurse manager in documentation:
1. Anurse manager must assume responsibility for ensuring
complete and accurate documentation.
2. Assist staff in adhering to both clinical and documentation
standards.
3. Provide continuing education, professional feedback, and input
into policy and documentation-system changes whenever
possible
4. Must ensure that nursing staff comply with up-to-date standards,
it is equally important to ensure that they document that
compliance accurately and completely.
5. Ensure that the nursing staff follows the established policies of
the organization.
6. Emphasizing the importance of documentation through written
guidelines, policies, job descriptions, and performance
appraisals.