Trauma performance improvement is the backbone of any trauma center. And it’s the most common reason that a center runs into problems or deficiencies during a site review. Today, I’ll review the seven most common problems encountered during site surveys and provide some possible solutions for them.
- No loop closure. Closing the loop is talked about all the time. One would think that this should never be a problem, but it is. It becomes evident to the reviewers in two ways: reviewing PI meeting minutes, and sin #2 below. This topic is complicated, so see my four part series on loop closure here.
- Repeat offenses. The same problem keeps coming up again and again. This usually happens because the problem was never really solved in the first place. See the link above on loop closure for the solution to this one.
- Superficial peer review discussions. This means that the minutes don’t reflect any in-depth discussion of PI issues. There are two possible reasons: there wasn’t any meaningful discussion, or the documentation just wasn’t that good (see point 4 below). The discussion must include a summary of the case, identification of the significant quality issues, and a description of what will be done to avoid the problem in the future and who is responsible for carrying it out. If issues are referred to other committees (trauma operations or hospital PI), then this should be stated and it should be possible to follow the PI trail in those minutes as well.
- Poor peer review meeting minutes. This is a carry-on from the last point. Sometimes there is robust discussion on an issue, but the minutes don’t reflect it. This occurs due to concern for discoverability by the public or outside legal counsel in some states, but most frequently happens because the person charged with documenting the minutes is not very good at it. Minutes need not mention specific names, but do need to detail the gist of any discussion, including specific points of concern and remedies. Most discussions will run several paragraphs long; a single brief one just won’t do.
- Poor record organization. All PI activity and documentation regarding a specific patient needs to be organized in a single location. A paper or electronic folder is recommended. A similar folder is recommended for each system issue that involves multiple patients. During a site review, be sure to include the appropriate folder of information with each of the patient charts that are inspected by reviewers. Don’t scatter your records across several file cabinets or notebooks. And make sure several people in the trauma program understand the organization system in case a key person gets sick or quits.
- No cooperation from other hospital services. Your trauma program sends a case to be reviewed out to another department. Two months pass and you finally notice you never received a reply. Repeat a couple of times with the same chart and at that point, no one remembers anything about the case. This is a sure-fire way to keep making the same patient care mistakes. Create the expectation of quick turnaround (2 weeks is reasonable) and start nagging when time is up. Escalate to your trauma medical director if it continues to be a problem. In more extreme cases, you may need to select another liaison to deal with, or enlist hospital administration or hospital PI to help put pressure on them from above.
- No cooperation between trauma program manager and trauma medical director. These two people must work very closely for the trauma PI program to function efficiently. Regular meetings (weekly) are essential so they can review and process the various items that must be addressed. The TMD must deal with any physician related items, such as counseling, verbal discussions, memos and letters. The TPM deals with items involving nursing and other personnel. Dysfunction at this level is somewhat common at Level II trauma centers and quickly drags the program down.