CPMS Clinical Documentation Standards Questions and Answers — Questions and Answers
Question 1: A medical scribe is documenting a patient encounter in the EHR. The provider dictates, 'The patient is a 55-year-old male with a history of CAD, presenting with chest pain.' According to The Joint Commission and CMS guidelines, how should this entry be authenticated?
- The scribe signs and dates the entry, followed by the provider's electronic signature.
- The provider must sign, date, and time the entry; the scribe's signature is not required by CMS but may be by facility policy. (Correct answer)
- The scribe and the provider must both co-sign the entry with the date and time.
- The entry is automatically authenticated when the provider saves the patient's chart.
Correct answer: The provider must sign, date, and time the entry; the scribe's signature is not required by CMS but may be by facility policy.
According to the Centers for Medicare & Medicaid Services (CMS), the treating provider's signature and date on a note indicates affirmation that the note accurately documents the care provided. CMS does not require the scribe to sign or date the documentation. However, organizational or facility policies, including those guided by The Joint Commission, may require the scribe to be clearly identified. The provider's authentication is always the essential final step.
Question 2: A patient's record contains a note from a previous visit that was entered by another scribe. The current provider notices a factual error in the description of a past surgical date. What is the correct procedure for correcting this error?
- Delete the original note and create a new one with the correct information.
- Use the EHR's 'strike-through' feature on the incorrect date and add a dated and signed addendum with the correct information. (Correct answer)
- Ask the original scribe to log in and make the correction to their own note.
- Leave the original note as is and make a new entry in the current note mentioning the discrepancy.
Correct answer: Use the EHR's 'strike-through' feature on the incorrect date and add a dated and signed addendum with the correct information.
The proper method for correcting an error in a medical record is to make an addendum. Altering or deleting a previous entry is considered falsification of the medical record. The best practice is to draw a single line through the error (or use the electronic equivalent), enter the correct information, and then date, time, and sign the correction. This maintains the integrity of the original record while providing accurate information.
Question 3: Which of the following is a primary principle of high-quality clinical documentation that ensures the patient's complete story is told?
- Brevity, focusing only on the chief complaint.
- Objectivity, using only measurable data and avoiding patient statements.
- Timeliness, ensuring notes are completed within 30 days of the encounter.
- Completeness, recording pertinent facts about the patient's health history, examinations, tests, and care plan. (Correct answer)
Correct answer: Completeness, recording pertinent facts about the patient's health history, examinations, tests, and care plan.
High-quality documentation must be complete to ensure continuity of care and accurate treatment. This involves recording all relevant facts, findings, and observations about a patient's health, including history, examinations, test results, diagnoses, and the plan for care. While timeliness, objectivity, and conciseness are also important, completeness ensures that the full clinical picture is available to all providers involved in the patient's care.
Question 4: A scribe is documenting in a state where specific regulations require patient consent for their presence during an examination. The patient verbally agrees. What is the scribe's most appropriate next action regarding documentation standards?
- Proceed with scribing as verbal consent is sufficient.
- Document in the chart, 'Verbal consent obtained for scribe presence,' and proceed.
- Stop and inform the provider that written consent must be obtained and documented before proceeding. (Correct answer)
- Ask the provider to document the verbal consent in the chart.
Correct answer: Stop and inform the provider that written consent must be obtained and documented before proceeding.
While practices vary, the best practice and most legally sound approach is to obtain and document informed consent. Failure to document consent can lead to legal issues. When specific regulations require consent for a scribe's presence, relying on undocumented verbal consent is risky. A signed, written consent form is the highest standard of proof and should be part of the patient's record.
Question 5: The use of abbreviations in medical records is a common practice, but it can also lead to errors. According to best practices, when is it acceptable to use an abbreviation?
- Any time, as long as the scribe understands its meaning.
- Only when the abbreviation is on the facility's approved list. (Correct answer)
- Never; all terms should be written out in full to avoid ambiguity.
- For any common medical term to save time and space.
Correct answer: Only when the abbreviation is on the facility's approved list.
To prevent misinterpretation and medical errors, healthcare facilities are required to maintain a list of approved abbreviations. Scribes and all clinical staff must adhere to this list. The Joint Commission also maintains a 'Do Not Use' list of abbreviations that are known to cause confusion. Using only facility-approved abbreviations ensures clarity and consistency across all patient records.
Question 6: Under the Health Insurance Portability and Accountability Act (HIPAA), what is the minimum required retention period for documentation related to privacy policies and procedures?
- 3 years from the date of creation.
- 10 years from the date it was last in effect.
- 6 years from the date of its creation or the date it was last in effect, whichever is later. (Correct answer)
- For the life of the patient.
Correct answer: 6 years from the date of its creation or the date it was last in effect, whichever is later.
The HIPAA Privacy Rule requires that covered entities retain required documentation, such as privacy policies and procedures, for a minimum of six years from the date of its creation or the date when it last was in effect, whichever is later. This includes records of privacy practice notices, authorizations, and complaint dispositions.
CPMS Clinical Documentation Standards Questions and Answers
A medical scribe is documenting a patient encounter in the EHR.
The provider dictates, 'The patient is a 55-year-old male with a history of CAD, presenting with chest pain.' According to The Joint Commission and CMS guidelines, how should this entry be authenticated?