Quality Documentation in the Electronic Medical Record: Ensuring Safe Practice of Copy and Paste

Measuring text similarity and its associated factors in electronic nursing progress notes: A retrospective review

AIMS AND OBJECTIVES

To measure text similarity in electronic nursing progress notes and determine factors associated with text similarity.

BACKGROUND

Electronic clinical notes with redundant information masks clinically relevant information, increases clinicians' cognitive burden and undermines patient safety.

DESIGN

Retrospective review of electronic medical record nursing progress notes.

METHODS

The study was conducted between November 2018 and February 2019 in two Australian Paediatric Intensive Care Units. De-identified, randomly selected inpatient data were extracted from the network's database. Manually classified shift summary progress notes for each admission were sequenced from admission to discharge. Text similarity was calculated for consecutive pairs of nursing progress notes. Linear regression was undertaken to determine the association between the similarity scores and variables of interest: note word count, total number of notes and unit. The STROBE checklist was used for reporting.

RESULTS

921 shift summary nursing progress notes were analysed. Similarity scores were widely distributed with a median of 10.37%. Only 17.2% (n = 144) of the notes have similarity scores above 20%. Of these, 5% (n = 47) were above 50% similar in comparison with a previously written note. Similarity above 50% was observed as early as the first note pair in the course of a patient's admission. A significant difference was found between the similarity scores of Unit 1 and Unit 2. Hospital unit was the only variable of interest significantly associated with similarity scores.

CONCLUSION

Text similarity among electronic nursing progress notes in Australian Paediatric ICUs is minimal; however, notes with >50% similarity have been identified. Text analytics provides measurable data and insights about electronic clinical documentation to inform future nursing practice, research and eMR design.

RELEVANCE TO CLINICAL PRACTICE

Findings have implications for nursing practice in the way that nursing staff are educated to maintain data quality, professional accountability and effective communication in electronic documentation and to avoid unnecessary repetition of text.

Physician Integrity, Templates, and the 'F' Word

The medical profession is increasingly dependent upon electronic health records. Along with documented benefits, a number of potential ethical abuses have been outlined. Herein, we describe an ethical abuse that has received almost no attention, namely falsified medical records. We present three cases in which the medical record cited facts from history that were not elicited and findings from physical examination that was not performed. This is fraud. Prepopulated templates were almost certainly responsible. If a template is used, it must begin free of results-a skeleton onto which flesh is placed. If coders and third-party payers insist on having information than health care providers think relevant, then we, as a profession should "push back," but a template that has been prepopulated puts fraudulent data into electronic health record, seriously damaging physician integrity.