| Literature DB >> 35494327 |
Zahra Ebnehoseini1, Hediye Khorasani2, Fatemeh Moharari3, Ali Reza Ebrahimi3, Masoumeh Boroujerdi4, Fatemeh Jamei5, Mohammad Reza Mehri6, Hamed Tabesh7.
Abstract
Background: Mental disorders are one of the leading causes of illness and disability worldwide. According to the World Health Organization (WHO), one in four people in the world will be affected by mental or neurological disorders during their lifetime. Regular evaluation of mental health outcomes plays an important role in making decisions about timely treatment of the patient. Studies show that a medical record does not provide enough information about the diagnosis, current symptoms, psychiatric medications, and side effects of current medications and treatments for ongoing health care. In this study, the completeness of paper-based psychiatric records was investigated. Aim: The current study aimed to explore the completeness rate of paper-based psychiatric medical records (PMRs) and to investigate the factors effective on documentation status. Setting: The study was conducted in Ebnesina and Dr. Hejazi Psychiatric Hospital and Education Center. The case hospital is a psychiatric teaching hospital, which has 900 beds. Materials andEntities:
Keywords: Documentation; medical records; problem oriented
Year: 2022 PMID: 35494327 PMCID: PMC9045351 DOI: 10.4103/indianjpsychiatry.indianjpsychiatry_495_21
Source DB: PubMed Journal: Indian J Psychiatry ISSN: 0019-5545 Impact factor: 2.983
PMR evaluation checklist
| PMR forms | Row | Items of PMR forms | Defect status | |
|---|---|---|---|---|
| Summary of admission and discharge ( | 1 | Date and hour of discharge | Yes | No |
| 2 | Patient hospitalization days | Yes | No | |
| 3 | Admission agent signature | Yes | No | |
| 4 | Number of consultations | Yes | No | |
| 5 | Date and time of patient transfer | Yes | No | |
| 6 | Attending physician signature | Yes | No | |
| 7 | Head nurse signature | Yes | No | |
| 8 | Date and time of patient transfer | Yes | No | |
| 9 | Primary and main diagnosis | Yes | No | |
| Summary of psychiatric records ( | 10 | Sociodemographic information | Yes | No |
| 11 | Admission and discharge date | Yes | No | |
| 12 | Chief complaint/main findings/diagnosis | Yes | No | |
| 13 | Attending physician signature | Yes | No | |
| 14 | Laboratory and imaging tests | Yes | No | |
| Psychiatric history and assessment ( | 15 | Sociodemographic information | Yes | No |
| 16 | Psychiatric history | Yes | No | |
| 17 | Resident signature | Yes | No | |
| 18 | Attending physician signature | Yes | No | |
| 19 | Psychiatric assessment | Yes | No | |
| Progress note ( | 20 | Sociodemographic information | Yes | No |
| 21 | Daily progress of treatment | Yes | No | |
| 22 | Resident signature | Yes | No | |
| 23 | Attending physician signature | Yes | No | |
| Consultation ( | 24 | Sociodemographic information | Yes | No |
| 25 | Date and hour of consultation request | Yes | No | |
| 26 | Primary diagnosis | Yes | No | |
| 27 | Consultation priority | Yes | No | |
| 28 | Consultation type | Yes | No | |
| 29 | Description of consultation request | Yes | No | |
| 30 | Description consultation response | Yes | No | |
| Physician orders ( | 31 | Sociodemographic information | Yes | No |
| 32 | Date and hour of physician orders | Yes | No | |
| 33 | Physician orders | Yes | No | |
| 34 | Resident signature | Yes | No | |
| 35 | Nurse signature | Yes | No | |
| 36 | Attending physician signature | Yes | No | |
| Nursing report ( | 37 | Sociodemographic information | Yes | No |
| 38 | Existence of nursing report in each shift | Yes | No | |
| 39 | Nurse signature | Yes | No | |
| 40 | Data and time of writing nursing report in each shift | Yes | No | |
| Vital signs control ( | 41 | Sociodemographic information | Yes | No |
| 42 | Vital signs control in each shift | Yes | No | |
| 43 | Nurse signature | Yes | No | |
| Laboratory tests ( | 44 | Sociodemographic information | Yes | No |
| 45 | Print of laboratory tests | Yes | No | |
| EEG report ( | 46 | Sociodemographic information | Yes | No |
| 47 | Print of EEG | Yes | No | |
EEG = electroencephalogram, PMR = psychiatric medical record
Patients’ characteristics
| PMR characteristics | Subgroups | Frequency (%) |
|---|---|---|
| Sex | Male | 117 (31.2) |
| Female | 256 (68.3) | |
| Age (years) | <20 | 30 (7.9) |
| 20-30 | 77 (2.7) | |
| 31-40 | 109 (29.1) | |
| 41-50 | 79 (21) | |
| >50 | 78 (20.9) | |
| Type of referral | Nonemergency | 328 (87.5) |
| Emergency | 45 (12) | |
| Insurance | Social security | 71 (18.9) |
| Health service | 247 (65.9) | |
| Armed forces | 30 (8) | |
| No insurance | 25 (6.7) | |
| Discharge status | Discharge with physician’s order | 285 (76) |
| Discharge against physician’s order | 75 (20) | |
| Patient escape | 5 (1.3) | |
| Death | 1 (0.3) | |
| Follow-up | 7 (1.9) |
PMR = psychiatric medical record
Kappa of completeness rate of documentation in PMRs (n=373)
| PMR forms | Items of PMR forms | Agreement status | Kappa value | Standard error | Z | Sig. | Lower bound | Upper Bound |
|---|---|---|---|---|---|---|---|---|
| Summary of admission and discharge | Date and hour of discharge | Fair | 0.274 | 0.052 | 5.297 | 0.000 | 0.270 | 0.277 |
| Patient hospitalization days | Fair | 0.274 | 0.052 | 5.297 | 0 | 0.27 | 0.277 | |
| Admission agent signature | Substantial | 0.629 | 0.052 | 12.181 | 0 | 0.626 | 0.632 | |
| Number of consultations | Slight | 0.091 | 0.052 | 1.772 | 0.076 | 0.088 | 0.095 | |
| Date and time of patient transfer | Poor | −0.012 | 0.052 | −0.235 | 0.814 | −0.015 | −0.009 | |
| Attending physician signature | Moderate | 0.418 | 0.052 | 8.089 | 0 | 0.414 | 0.421 | |
| Head nurse signature | Poor | −0.001 | 0.052 | −0.026 | 0.979 | −0.005 | 0.002 | |
| Date and time of patient transfer | Fair | 0.396 | 0.052 | 7.668 | 0 | 0.393 | 0.399 | |
| Primary and main diagnosis | Substantial | 0.665 | 0.052 | 12.884 | 0 | 0.662 | 0.669 | |
| Mean of total items | Almost perfect | 0.304 | SD = ±0.25 | - | - | - | - | |
| Summary of psychiatric records | Sociodemographic information | Slight | 0.082 | 14:52.8 | 1.588 | 0.112 | 0.079 | 0.085 |
| Admission and discharge date | Substantial | 0.661 | 14:52.8 | 12.805 | 0 | 0.658 | 0.664 | |
| Chief complaint/main findings/diagnosis | Fair | 0.396 | 14:52.8 | 7.668 | 0 | 0.393 | 0.399 | |
| Attending physician signature | Moderate | 0.42 | 0.052 | 8.132 | 0 | 0.417 | 0.423 | |
| Laboratory and imaging tests | Moderate | 0.42 | 0.052 | 8.132 | 0 | 0.417 | 0.423 | |
| Mean of total items | Fair | 0.396 | SD = ±0.21 | - | - | - | - | |
| Psychiatric history and assessment form | Sociodemographic information | Slight | 0.178 | 14:52.8 | 3.443 | 0.001 | 0.175 | 0.181 |
| Psychiatric history | Slight | 0.141 | 14:52.8 | 2.729 | 0.006 | 0.138 | 0.144 | |
| Resident signature | Poor | −0.003 | 14:52.8 | −0.052 | 0.959 | −0.006 | 0.001 | |
| Attending physician signature | Slight | 0.082 | 14:52.8 | 1.588 | 0.112 | 0.079 | 0.085 | |
| Psychiatric assessment | Poor | −0.007 | 0.052 | −0.13 | 0.897 | −0.01 | −0.003 | |
| Mean of total items | Fair | 0.078 | SD = ±0.08 | - | - | - | - | |
| Progress note | Sociodemographic information | Slight | 0.169 | 14:52.8 | 3.273 | 0.001 | 0.166 | 0.172 |
| Daily progress of treatment | Fair | 0.213 | 14:52.8 | 4.12 | 0 | 0.21 | 0.216 | |
| Resident signature | Fair | 0.281 | 14:52.8 | 5.438 | 0 | 0.278 | 0.284 | |
| Attending physician signature | Slight | 0.169 | 0.052 | 3.273 | 0.001 | 0.166 | 0.172 | |
| Mean of total items | Slight | 0.208 | SD = ±0.05 | - | - | - | - | |
| Consultation | Sociodemographic information | Slight | 0.175 | 14:52.8 | 3.389 | 0.001 | 0.172 | 0.178 |
| Date and hour of consultation request | Moderate | 0.543 | 14:52.8 | 10.515 | 0 | 0.54 | 0.546 | |
| Primary diagnosis | Fair | 0.364 | 14:52.8 | 7.057 | 0 | 0.361 | 0.368 | |
| Consultation priority | Fair | 0.242 | 14:52.8 | 4.685 | 0 | 0.239 | 0.245 | |
| Consultation type | Substantial | 0.665 | 14:52.8 | 12.884 | 0 | 0.662 | 0.669 | |
| Description of consultation request | Substantial | 0.799 | 0.052 | 15.466 | 0 | 0.795 | 0.802 | |
| Description of consultation response | Slight | 0.175 | 0.052 | 3.389 | 0.001 | 0.172 | 0.178 | |
| Mean of total items | Moderate | 0.423 | SD = ±0.25 | - | - | - | - | |
| Physician orders | Sociodemographic information | Slight | 0.112 | 14:52.8 | 2.174 | 0.03 | 0.109 | 0.116 |
| Date and hour of physician orders | Slight | 0.069 | 14:52.8 | 1.343 | 0.179 | 0.066 | 0.073 | |
| Physician orders | Slight | 0.062 | 14:52.8 | 1.192 | 0.233 | 0.058 | 0.065 | |
| Resident signature | Fair | 0.375 | 14:52.8 | 7.262 | 0 | 0.372 | 0.378 | |
| Nurse signature | Fair | 0.235 | 0.052 | 4.547 | 0 | 0.232 | 0.238 | |
| Attending physician signature | Slight | 0.112 | 0.052 | 2.174 | 0.03 | 0.109 | 0.116 | |
| Mean of total items | Slight | 0.161 | SD = ±0.12 | - | - | - | - | |
| Nursing report | Sociodemographic information | Slight | 0.112 | 0.052 | 2.174 | 0.03 | 0.109 | 0.116 |
| Existence of nursing report in each shift | Slight | 0.062 | 0.052 | 1.192 | 0.233 | 0.058 | 0.065 | |
| Nurse signature | Moderate | 0.539 | 0.052 | 10.432 | 0 | 0.535 | 0.542 | |
| Data and time of writing nursing report in each shift | Substantial | 0.79 | 0.052 | 15.302 | 0 | 0.787 | 0.793 | |
| Mean of total items | Fair | 0.376 | SD = ±0.09 | - | - | - | - | |
| Vital signs control | Sociodemographic information | Moderate | 0.561 | 14:52.8 | 10.859 | 0 | 0.558 | 0.564 |
| Vital signs control in each shift | Moderate | 0.561 | 14:52.8 | 10.859 | 0 | 0.558 | 0.564 | |
| Nurse signature | Moderate | 0.561 | 14:52.8 | 10.859 | 0 | 0.558 | 0.564 | |
| Mean of total items | Moderate | 0.561 | SD = ±0.00 | - | - | - | - | |
| Laboratory tests | Sociodemographic information | Fair | 0.222 | 0.52 | 4.291 | 0 | 0.218 | 0.225 |
| Print of Laboratory tests | Fair | 0.222 | 0.52 | 4.291 | 0 | 0.218 | 0.225 | |
| Mean of total items | Moderate | 0.222 | SD = ±0 | - | - | - | - | |
| EEG report | Sociodemographic information | Poor | −0.019 | 0.052 | −0.368 | 0.713 | −0.022 | −0.016 |
| Print of EEG | Poor | −0.019 | 0.052 | −0.368 | 0.713 | −0.022 | −0.016 | |
| Mean of total items | Poor | −0.019 | SD = ±0.52 | - | - | - | - |
EEG=electroencephalogram, PMR=psychiatric medical record, SD=standard deviation Kappa interpretation: <0 poor agreement, 0.0-0.20 slight agreement, 0.21-0.40 fair agreement, 0.41-0.60 moderate agreement, 0.61-0.80 substantial agreement, 0.81-1.0 almost perfect agreement
Completeness rate of documentation in PMRs (n=373)
| PMR forms | Number of defects | Frequency (%) |
|---|---|---|
| Summary of admission and discharge | 0 | 187 (50.1) |
| 1 | 170 (45.6) | |
| ≥2 | 16 (4.3) | |
| Summary of psychiatric records | 0 | 274 (73.5) |
| 1 | 53 (14.2) | |
| ≥2 | 46 (12.3) | |
| Psychiatric history and assessment form | 0 | 252 (67.6) |
| 1 | 113 (30.3) | |
| ≥2 | 8 (2.1) | |
| Progress note | 0 | 248 (66.5) |
| 1 | 101 (27.1) | |
| ≥2 | 24 (6.4) | |
| Consultation | 0 | 233 (62.5) |
| 1 | 125 (33.5) | |
| ≥2 | 15 (4) | |
| Physician orders | 0 | 293 (78.6) |
| 1 | 78 (20.9) | |
| ≥2 | 2 (0.5) | |
| Nursing report | 0 | 193 (51.7) |
| 1 | 172 (46.1) | |
| ≥2 | 8 (2.1) | |
| Vital signs control | 0 | 296 (79.4) |
| 1 | 0 (0) | |
| ≥2 | 77 (20.6) | |
| Laboratory tests | 0 | 329 (88.2) |
| 1 | 44 (11.8) | |
| ≥2 | 0 (0) | |
| EEG report | 0 | 344 (92.2) |
| 1 | 29 (7.8) | |
| ≥2 | 0 (0) | |
| Total PMRs | 0 | 61 (16.4) |
| 1 | 36 (9.7) | |
| ≥2 | 276 (73.9) |
EEG=electroencephalogram, PMR=psychiatric medical record
Effective factors on PMRs’ documentation status
| Items PMR forms | Psychiatric wards’ characteristics | Discharge shift | Discharge month | Discharge status | ||
|---|---|---|---|---|---|---|
|
| ||||||
| Patients’ gender | Patients’ age | Educational status | ||||
| Summary of admission and discharge | 0.003* | 0.047* | 0.281 | 0.372 | 0.675 | 0.454 |
| Summary of psychiatric records | 0.44 | 0.309 | 0.499 | 1 | 0.519 | 0.103 |
| Psychiatric history and assessment | 0.058 | 0.427 | 0.864 | 0.309 | 0.572 | 0.365 |
| Progress note | 0.108 | 0.092 | 0* | 0.604 | 0.068 | 0.117 |
| Consultation | 0.802 | 0.004* | 0.148 | 1 | 0.687 | 0.588 |
| Physician orders | 0.802 | 0.004* | 0.148 | 1 | 0.687 | 0.588 |
| Nursing report | 0.802 | 0.004* | 0.148 | 1 | 0.687 | 0.588 |
| Vital signs control | 0.802 | 0.004* | 0.148 | 1 | 0.687 | 0.588 |
| Laboratory tests | 0.045* | 0.023* | 0.036* | 1 | 0.213 | 0.424 |
| EEG report | 0.648 | 0.112 | 0.625 | 1 | 0.181 | 0.499 |
| Total PMRs | 0.387 | 0.831 | 0.086 | 1 | 0.371 | 0.343 |
*P-value in 95%. EEG=electroencephalogram, PMR=psychiatric medical record