How do you update physicians on patient progress during transition planning?

Transition planning and discharge are crucial aspects of case management, as they ensure that patients receive appropriate and timely care after leaving the hospital. However, communicating with physicians about patient progress and needs can be challenging, especially when there are multiple providers involved. How do you update physicians on patient progress during transition planning? Here are some tips and best practices to help you.

1 Establish rapport and trust

The first step to effective communication with physicians is to establish rapport and trust. This means respecting their time, expertise, and preferences, as well as being courteous, professional, and clear. You can build rapport by introducing yourself, explaining your role and goals, and acknowledging their contributions. You can also ask them how they prefer to be contacted, how often they want updates, and what information they need.

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Prof. Terrence Kommal

Healthcare - Leadership - Innovation | Extraordinary Professor - NWU | Chairman: Medical Expert Consulting Group | CEO: Omdutt Group | Selected in 2021 as a YGL - WEF | BR Insights Podcast Host
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Building rapport and trust with physicians is essential when updating them on patient progress during transition planning. One example of establishing rapport is by actively listening to their concerns and showing empathy. I remember a time when I had to update a physician on a complex case. I took the time to understand their perspective and address any questions or concerns they had. By doing so, I was able to build trust and establish a strong working relationship.

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2 Use standardized tools and formats

The second step to effective communication with physicians is to use standardized tools and formats. This means following the protocols and guidelines of your organization, as well as using evidence-based tools and templates to document and share patient progress. For example, you can use the SBAR (Situation, Background, Assessment, Recommendation) method to structure your verbal or written reports, or the INTERACT (Interventions to Reduce Acute Care Transfers) tools to identify and address potential issues and risks.

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Prof. Terrence Kommal

Healthcare - Leadership - Innovation | Extraordinary Professor - NWU | Chairman: Medical Expert Consulting Group | CEO: Omdutt Group | Selected in 2021 as a YGL - WEF | BR Insights Podcast Host
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Using standardized tools and formats can greatly enhance the effectiveness of updating physicians on patient progress. For instance, I recall a situation where I utilized a standardized template to provide updates on a patient's condition, treatment plan, and any changes in medication. This not only ensured clarity and consistency but also made it easier for physicians to quickly grasp the relevant information.

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3 Be concise and relevant

The third step to effective communication with physicians is to be concise and relevant. This means providing only the essential and pertinent information, avoiding unnecessary details and jargon, and highlighting the key points and actions. You can be concise and relevant by using bullet points, charts, or graphs to summarize data, by using clear and simple language, and by focusing on the patient's goals, needs, and preferences.

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Nicole Dickmeyer PT, DPT, CWS

Mobile Outpatient Physical Therapist
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As a Condition of Participation for Medicare regulations I call the physician to notify them of discharge from home care services and that our agency will be faxing over my discharge summary. In my summary, I report concise and relevant information of functional assessments, mobility status and general instructions educated throughout the home care services provided.

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4 Anticipate questions and concerns

The fourth step to effective communication with physicians is to anticipate questions and concerns. This means preparing for possible scenarios, challenges, and objections that may arise during transition planning and discharge, and having the answers and solutions ready. You can anticipate questions and concerns by reviewing the patient's history, diagnosis, treatment, and progress, by researching the available resources and options, and by consulting with other members of the care team.

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5 Follow up and confirm

The fifth step to effective communication with physicians is to follow up and confirm. This means ensuring that the information you provided was received, understood, and acted upon, as well as addressing any feedback or issues that may emerge. You can follow up and confirm by sending a summary email or letter, by making a phone call or a visit, or by using a secure online platform. You can also ask for confirmation of receipt, acknowledgement of agreement, or clarification of doubts.

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6 Seek feedback and improvement

The sixth step to effective communication with physicians is to seek feedback and improvement. This means evaluating the effectiveness and outcomes of your communication, as well as identifying the areas and opportunities for improvement. You can seek feedback and improvement by asking for suggestions, comments, or ratings from the physicians, by reviewing the patient's satisfaction and health status, or by using quality indicators and measures.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you update physicians on patient progress during transition planning?

1

2

3

4

5

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1 Establish rapport and trust

2 Use standardized tools and formats

3 Be concise and relevant

4 Anticipate questions and concerns

5 Follow up and confirm

6 Seek feedback and improvement

7 Here’s what else to consider

Case Management

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How do you update physicians on patient progress during transition planning?

1

2

3

4

5

6

7

1 Establish rapport and trust

2 Use standardized tools and formats

3 Be concise and relevant

4 Anticipate questions and concerns

5 Follow up and confirm

6 Seek feedback and improvement

7 Here’s what else to consider

Case Management

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