Information Governance & Standards

DELINQUENT RECORDS

  • 1.  DELINQUENT RECORDS

    Posted 06-29-2018 11:47
    ​​Hi All,
    At our Hospital, we have a staffing service that supplies our ER Physicians and Hospitalists.  There are a few of the ER Physicians who leave charts incomplete every time they staff the ER.  We use the electronic version of T-System, so they could logon and finish those charts after they leave, but these physicians will not return phone calls from the staffing service and have been taken off the schedule and their checks have been held.  They still will not complete these records and they are now delinquent.  We cannot bill these accounts due to the documentation being incomplete.

    Have any of you ever filed a complaint against physicians with the State Medical Board in these situations?  I am not sure what else to do.  This has been a longstanding issue with these same physicians.

    Thanks!

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    Kayla Hill, RHIA
    Director of Health Information/Privacy/CDI
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  • 2.  RE: DELINQUENT RECORDS

    Posted 07-02-2018 12:45
    ​We have this situation as well with our ER physicians, and this can also come up in the event of a physician's death.  Our procedure is after attempts have been made to have the physician complete the records, we submit them to the CQI committee where the records can be reviewed and/or discussed.  The CQI chairman can order the records filed incomplete.  I then scan in a document indicating that the CQI chairman has ordered the records filed incomplete due to . . . illness, death, physician not returning, etc. . .  I keep a log of this information as well just in case a physician returns so that they can complete the charts.  We had to do this with a physician who was out for a long illness, but when he returned, he was able to complete his records.  Our situation is primarily only regarding signatures, in the case of missing diagnoses, or other information, the CQI chairman may want to document more information into the chart.

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    Angela Hittner
    Pike County Memorial Hospital
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  • 3.  RE: DELINQUENT RECORDS

    Posted 08-15-2018 13:12
    ​I would suggest working with your legal and contracts team to discuss what provisions are documented. I agree with your current direction.

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    Lori Richter
    OneCare EHR Compliance Director
    Catholic Health Initiatives
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  • 4.  RE: DELINQUENT RECORDS

    Posted 08-15-2018 17:10

    We are currently dealing with  the same situation as well.  My main frustration comes from the constant "babysitting" of charts that my department has to do in tracking these charts, trying to contact the physicians after they leave, setting them up with remote access, follow-up IF they return to our facility, etc.  We have reached out to the staffing company, explaining our issues, and they have simply contacted the physicians and asked them to contact mel  We have also discussed withholding their checks, but administration has not given the ok to do this at this time. 

     

    I'm sorry that I don't have any advice, only sympathy for the situation.   However, I would be interested in knowing if you pursue the avenue of filing a complaint with the State Medical Board.

     

    Karen Evans

    HIM Director

    Yuma District Hospital & Clinics

     

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  • 5.  RE: DELINQUENT RECORDS

    Posted 08-16-2018 07:56

    I agree with Ms. Richter and I would also take this issue to Risk Management..  Take a look at the contract with that physicians' group and see if by not completing the records causes them to be in default in their contract.   Not only can you not bill for services but you also have a significant risk exposure to your organization, the patients and those physicians for quality care and accreditation.  If so you may be able to withhold payment for failing to meet their contract requirements.  You might also take this issue to the Medical Staff organization to see if there is any leverage the can apply such as suspending privileges.  I hope you'll follow up with your solution, l'm interested in your outcome.  Good luck! 

     

    Charlee Bumgardner, MLS, RHIT  | HIT Program Coordinator/Assistant Professor

    Rasmussen College – National Online

    Office phone:  (407)618-5339

    Fax:  (866)789-5610

    Charline.bumgardner@rasmussen.edu

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