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Working withFamilies andPerson-Centered Care
of the issue. Avoid offering solutions at this point. After the professional
team has spoken, the moderator should offer a brief summary of what has
been said.
• Next, the person with the most credibility (this is often, but not always, the practitioner) can provide education and suggest realistic goals and expectations. Open
discussion, problem solving, and hopefully agreement on next steps will follow. It
is useful to explicitly dene what will be measured to monitor the results of the
intervention(s). Ask, “If this plan works, how will we know?” Also, agree on how
the results will be communicated to the family, the IDT, and particularly to frontline caregivers who are to be involved in executing the plan. Most of the time this
process will lead to a plan that is acceptable to the family and the IDT.If things
go poorly it may only be possible to say, “We only agree that we disagree.”
• At this point the team and the family can be assigned tasks (obtaining a second opinion, obtaining a copy of the advance directive, check to nd out if
some of the “facts” stated in the meeting are instead opinions) that may
impact the situation and provide additional useful information for a follow-up
meeting (if needed). Suggest that the family may want to meet together before
returning to the follow-up meeting. If there is little hope that the next meeting
will go any better than the rst, select another moderator. In an extremely difcult or tense situation a skilled family therapist should participate. Other
options could include referral to an ethics committee or even formal
arbitration.
• While periodic family meetings often save time (and improve outcomes and
patient/resident, family and IDT satisfaction), there can be disincentives.
Equitable reimbursement for the work involved in preparing and holding family meetings is usually unavailable. If the patient/resident is meaningfully present at the family meeting the physician can bill for and be reimbursed for
patient education, counseling, and coordination of care using appropriate nursing facility subsequent care codes. Facilities will recognize the value of family
meetings, both in terms of resident/family satisfaction and risk management,
and thus should be willing to pay a professional moderator a reasonable fee.
319
The Covid-19 pandemic has catalyzed a quantum leap in sophistication and
acceptance of telemedicine platforms, as well as the acceptance of virtual meetings.
Such scenarios can be extremely helpful when families are geographically remote
and when clinicians are busy at other clinical sites. Sometimes the inpatient and
outpatient teams can both attend the meeting with surprising positive results [11].
Convening andConducting aPerson-Centered Care Plan
Meeting (CPM) (Refer toTable 2)
Care plan meetings are very different than family meetings. Federal statute and its
associated regulations impact almost every aspect of the PA/LTC care planning process. The State Operations Manual Appendix PP—Guidance to Surveyors for Long
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Table 2 Care plan meetings (CPMs)
• Federally mandated resident assessment instrument (RAI) must be used
• RAI has three basic components:
1. MDS 3.0. Provides for a comprehensive and standardized assessment
2. Care area assessment (CAA) process-aids in decision-making
3. RAI utilization guidelines-instructions for when and how to use the RAI
• Does not involve urgent decision-making; short windows to complete some tasks
• Generally collaborative in tone, disagreements resolve by consensus
• CPM IDT: Attending physician, RN and CNA with responsibility for patient, dietary staff
member, resident and resident’s representative per CMS regulations
• Goals of care discussion involves health and functional status, quality of life, preferences
for assistance needed to manage activities of daily living (ADLs)
• Moderated by a registered nurse (MDS nurse)
• Meeting facilitated by the federally prescribed resident assessment instrument (RAI)
health and functional status are reviewed as well as the resident’s quality of life
• Goal of CPM is to develop, review and revise the patient-centered, personalized care plan
D. Brechtelsbauer
Term Care Facilities contains all the Federal regulations (F-tags) with “interpretative guidelines” to State and Federal surveyors. Appendix PP is in the public domain
[3]. The following is the Federal Regulation regarding the resident comprehensive
care plans. The facility should strive to have the person/resident or representative
attend care plan meetings.
F657—Comprehensive Care Plans
“A Comprehensive Care Plan must be developed by an interdisciplinary team,
that includes but is not limited to
(A) The attending physician
(B) A registered nurse with responsibility for the resident
(C) A nurse aide with responsibility for the resident
(D) A member of food and nutrition services staff
(E) To the extent practicable, the participation of the resident and the resi-
dent’s representative(s). An explanation must be included in a resident’s
medical record if participation of the resident and their resident representative is determined not practicable for the development of the resident’s
care plan.
(F) Other appropriate staff or professionals in disciplines as determined by the
resident’s needs or as requested by the resident.”
Empowering thePatient/Resident andtheResident’s
Representative
In care plan meetings all health care providers need to be familiar with the person’s current cognitive status and to encourage the person’s representative to be
present. If the person is able to clearly express his/her preferences and goals,
Working withFamilies andPerson-Centered Care
321
able to make informed choices, and has control of daily life, the person’s input
should be honored. The representative may just observe, but also be called to
corroborate and clarify their loved one’s responses. If the person/patient is not
able to participate then the person’s representative will need to provide relevant
information. The representative needs to be reminded to respond to whatever is
being discussed exactly as the person would respond if they were able. Note that
when developing the admission person-centered care plan the information being
sent from the hospital usually contains many details about the hospital course but
little useful information about the patient as a person. There are a number of
strategies to address this dilemma. Over 70% of hospitals with 50+ beds have
inpatient palliative care programs [12]. With a new facility admission there is a
good likelihood that the patient/resident could have had a palliative care consult
that would have included a discussion of goals of care and the creation or review
and updating of any Advance Directive for healthcare. Contacting the person’s
community-based primary care physician can also provide valuable information
and insight as to the patient’s past medical and family history. The involvement
of the family over the years may also be helpful. Addressing the patient’s family
system and creating a family genogram can be helpful. Creating a family geno-
gram is a skill taught in most nursing and social work training programs, but less
familiar to most medical professionals. Let us consider the Jones family genogram (Fig.1).
By convention, male family members are represented as squares and female
members as circles. A horizontal line connecting two people indicates a marriage, a
double slash through the line a divorce or separation. An “X” inside a square or
circle indicates that person is deceased. An arrow designates the patient. Each family generation has a separate level in the genogram [9].
This genogram displays four generations of the Jones family. “Grandma” Jones’
husband and father both died at home. It is likely Ethel was the at-home caregiver
for her husband and perhaps for her father. No wonder Ethel is upset that her family
could not make arrangements for her to be able to die at home. Looking at Ethel’s
children and their spouses, it appears that the daughter Janice would be the best
person to serve as Ethel’s representative.
Family’s dynamics and relations can change over time so the genogram in the
chart may need to be updated periodically. Referring to the genogram before returning a phone call or text, or participating in a family or care plan meeting can quickly
refresh one’s memory of family structure and dynamics, making the call, text, or
meeting more productive and efcient.
During theCare Plan Meeting
After the initial care plan is developed, subsequent care plan meetings should start
with determining the impact of the previous care plan interventions and the impact
it had on the resident’s quality of life. The resident may report that the intervention
was more burdensome than the problem it was trying to solve or mitigate. Given
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D. Brechtelsbauer
Fig. 1 Jones Family Genogram
that patient-centered care recognizes the patient/resident as the center of focus by
the care plan IDT, members of the IDT must avoid use of medical jargon and abbreviations, and periodically check for understanding when the discussion addresses
complex issues. The patient/resident’s or family member’s input is critical in deciding how to proceed. If the suggested intervention is declined and could result in an
adverse outcome then a discussion of how to mitigate risk is appropriate. This may
cause anxiety among staff. A useful resource is listed under Suggested Reading/
Viewing.
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The Resident Assessment Instrument for implementing a care plan does not
specify care plan structure or format. Various advocacy groups have created care
plan templates. If the PA/LTC community utilizes an electronic medical record they
likely already have a built-in template for documenting the care plan. The patient/
resident and/or the family member should receive a copy of the care plan.
When There Are Cultural Differences
Cultural differences can sometimes interfere with family communication. In an age
when political correctness can block efforts to address a problem, cultural values
and consideration may further create confusion and misunderstanding.
• To help manage misunderstanding, reect on your personal and professional cul-
ture. What assumptions might others make based on knowing you are an African-
American physician or a Filipino nurse? If thoughts about a cultural group would
be true or false, how would they apply to you?
• Next, consider the cultural background of the patient/resident and her/his family.
What do you know, or think you know, about their culture and values? No one
expects a health care provider to have an intimate knowledge of each patient/
resident’s culture, but some basic knowledge is useful. Professional colleagues
from the same culture of the patient/resident may be helpful. Other resources can
quickly be found on line. Just as you may recognize yourself as an African-
American physician, but meet none of the stereotypes, you cannot assume the
patient/resident and his/her family will be well characterized by generalizations
about their culture. A useful way to address this is to ask, “I have learned that it
is common in Bulgaria for adult children to care for their elderly parent. How
true is that for your family?”
Sometimes, despite being knowledgeable and respectful of the family and the
family’s cultural/ethnicity background, communication can still be challenging. In
this case, it is usually helpful to nd a mutually acceptable facilitator. The person
selected is often a community or religious leader from the same cultural group who
can bridge the gap between the prevailing and/or professional culture and the minority and/or lay culture. When a translator is necessary, effective communication
requires behaviors that may not be intuitive. It is important to talk directly to the
person and not to the translator. “How are you feeling today?” is more likely to
engender engagement and a meaningful response than “Ask her how she is feeling
today.” Talking directly to the person makes the translator’s job easier. Professional
translators are preferred over use of family members, although nancial and logistical barriers may require the use of untrained family members. Companies offering
telephone and computer-based translators can be found by searching “translation
providers” on the Internet. Prices and available languages vary.
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D. Brechtelsbauer
Summary
Post-Acute and Long-Term Care communities, as well as other venues in health
care, are embracing the precepts of person-centered care. Implementation of this
approach to care has been endorsed by CMS and advocacy organizations, notably
by the Pioneer Network. Comprehensive assessments and subsequent care planning
are vital elements of the PCC process. This approach emphasizes that practitioners
and other members of the PA/LTC community’s IDT elicit the values and preferences of the person living in the community, and incorporate those values and preferences when creating, reviewing, and revising a patient-centered care plan.
Practitioners must put aside the role of principal decision-maker in deference to the
person living in the community, and the person’s representative for health care
decision- making. This requires practitioners to thoroughly understand the Federal
statutes and regulations related to the care planning process, and how it differs from
traditional family meetings. Development of a family genogram can be a helpful
tool in understanding family structure and function.
Pearls for the Practitioner
• Recognize and acknowledge that chronic illness and having a family member
move into a PA/LTC community are major stressors for both the person and
the family.
• In almost every situation it is import to listen before offering solutions.
• Determine the level of involvement the family desires; whenever possible sup-
port that involvement.
• Practice until you can comfortably and skillfully:
– Return a phone call from a family member.
– Respond to an email or text message from a family member.
– Participate successfully in a family meeting.
– Participate successfully in a person-centered care planning meeting.
– Successfully communicate when utilizing a translator.
Suggested Reading/Viewing
• Honoring preferences when the choice involves risk: A process for shared deci-
sion making and care planning.—pdf can be downloaded from the Pioneer
Network web site.
• Family Meetings on Behalf of Patients with Serious Illness—12-min video of a
family meeting with commentary—available on the New England Journal of
Medicine web site <nejm.org>.
• https://www.mypcnow.org/fast- facts/ Fast Facts are concise (2 page), peer-
reviewed and evidence-based summaries on key palliative care topics. Fast Facts
16 and 222–227 provide guidance for holding Family Meetings.
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325
References
1. The American Geriatrics Society Expert Panel on Person-Centered Care. Person-centered
care: a denition and essential elements. J Am Geriatr Soc. 2016;64(1):15–8.
2. Appendix PP State Operations Manual (Revised 11/22/2017) (PDF).
3. Li J, Porock D. Resident outcomes of person-centered care in long-term care: a narrative
review of interventional research. Int J Nurs Stud. 2014;51:1395–415.
4. Lane ML, Hirst SP, Hawranik P.What do family members really want when older adults transition to a nursing home? J Gerontol Nurs. 2017;43(11):9–14.
5. McMahan RD, Tellez I, Sudore RLL.Deconstructing the complexities of advance care planning outcomes: what do we know and where do we go? A scoping review. J Am Geriatr Soc.
2021;69:234–44.
6. Sudor RL, Lum HD, You JJ, etal. Dening advance care planning for adults: a consensus denition for a multidisciplinary Delphi panel. J Pain Symptom Manag. 2017;53(5):821–832.e1.
7. Hanson LC, Zimmerman S, Song M, etal. Effect of the goals of care intervention for advanced
dementia: a randomized trial. JAMA Intern Med. 2017;177(1):24–31.
8. Bloom MV, Smith DA.Brief mental health interventions for the family physician. NewYork:
Springer; 2012. p.260–82.
9. McGoldrick M, Gerson R, Petry S.Genograms: assessment and treatment. 4th ed. NewYork:
W.W.Norton & Company; 2020.
10. Pantilat SZ. Communicating with seriously ill patients: better words to say.
JAMA. 2009;301:1279–81.
11. Lee TH.Zoom family meeting. N Engl J Med. 2021;384:1586–7.
12. Center to Advance Palliative Care and the National Palliative Care Research Center. America’s
care of serious illness: a state-by-state report care on access to palliative care in our nation’s
hospitals. NewYork: Center to Advance Palliative Care; 2019.
Documentation andCoding
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PeterWinn andLeonardGelman
Introduction
The provision of care to residents in long-term care facilities entails different
requirements in documentation and coding for physician and practitioner services
than those in the clinic and hospital setting. Both the documentation of care provided and determination of the correct evaluation and management (E/M) code
are essential to ensure appropriate reimbursement for the level of services rendered.
A glossary of terms is reviewed in Table1.
P. Winn (*)
Department of Family and Preventive Medicine, University of Oklahoma, College of
Medicine, Oklahoma City, OK, USA
L. Gelman
Community Care, Ballston Spa, NY, USA
© The Author(s), under exclusive license to Springer Nature
Switzerland AG 2023
P. Winn et al. (eds.), Post-Acute and Long-Term Care Medicine, Current Clinical
Practice, https://doi.org/10.1007/978-3-031-28628-5_17
327
328
Table 1 Glossary of terms
Admission—When a patient enters a NF or SNF and there are no open clinical or nancial
records pertaining to the current stay
Readmission—There is no clarity from CMS concerning the denition of this term, and it may
be used in two ways, the more logical of which, based on the CMS wording in the Medicare
Carrier Manual, is number two below
1. When a patient returns to a NF or SNF after leaving with a bed hold status; the clinical
and nancial records have remained open and the patient is considered to be continuing
the current stay that began prior to leaving with the bed hold status; all services are billed
using the subsequent care codes (99307–99310)
2. When a patient returns to a NF or SNF after leaving with a discharged status; the clinical
and nancial records from the prior stay have been closed and the patient is considered
to be starting a new stay; an initial visit is again required and this is billed using the
initial care codes (99304–99306)
Discharge—When a patient leaves a NF or SNF to go to another venue of care (home, hospital,
assisted living, group home, etc.) and the clinical and nancial records pertaining to the current
stay are closed, even if there is a possibility or probability that the patient will return to the same
NF or SNF
Bed Hold—When a patient leaves a NF or SNF to go to another venue of care (usually, hospital)
and the clinical and nancial records pertaining to the current stay remain open in expectation of
the patient’s return
MDS—Acronym for Minimum Data Set, the comprehensive multidisciplinary evaluation
performed for a patient on admission and periodically thereafter as long as the patient remains a
resident in the NF or SNF; the MDS is electronically to State and Federal agencies
Initial Visit—“the initial comprehensive assessment visit during which the physician completes
a thorough assessment, develops a plan of care and writes or veries admitting orders for the
nursing facility resident”
CMS—Acronym for The Centers for Medicare and Medicaid Services
Nursing Facility (NF)—An institution (or a distinct part of an institution), which is primarily
engaged in providing skilled nursing care and related services for residents who require medical
or nursing care, or rehabilitation services for the rehabilitation of injured, disabled, or sick
persons. Patients (residents) in a NF do not receive Medicare Part A benets
Skilled Nursing Facility (SNF)—An institution (or a distinct part of an institution), which is
primarily engaged in providing skilled nursing care and related services for residents who
require medical or nursing care, or rehabilitation services for the rehabilitation of injured,
disabled, or sick persons. Patients (residents) in a SNF are receiving skilled services that are
being paid for by the resident’s Medicare Part A benets
P. Winn and L. Gelman
Documenting theVisit
While the centers for medicare and medicaid services (CMS) issues documentation guidelines for the evaluation and management (E/M) services the American
Medical Association (AMA) is responsible for both the establishment and updating of the Current Procedural Terminology (CPT) codes. AMDA-The Society for
Post- Acute and Long-Term Care Medicine, has issued a Guide to Post-Acute and
Long- Term Care Coding, Reimbursement, and Documentation based upon the
AMA’s CPT guidelines [1]. It summarizes documentation requirements and provides coding vignettes for several facility visit codes, in addition to those related
Documentation andCoding
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329
to chronic care management, advance care planning, and behavioral health integrated services. Updated CPT E/M codes became effective January 1, 2023.
Note that many E/M service codes are now based on medical decision making or
time [2].
There are seven components that constitute a practitioner’s patient visit. In most
instances the rst three are the Key Components that determine the level of E/M
services.
• Extensiveness of history (Chief Complaint (CC), HPI, Review of Systems
(ROS), and Past Family and Social History (PFSH)).
• Extensiveness of the physical examination.
• Complexity of medical decision making.
• Patient counseling.
• Coordination of care.
• Severity of the presenting problem and.
• Suggested time or duration needed to render the service.
Each of the three key components have four levels of extensiveness and
complexity.
History
There are four levels of history. Note that a chief complaint is needed for each
encounter.
• Problem focused: Brief history of present illness (HPI) or problem.
• Expanded problem focused: Brief HPI; and a problem pertinent system review.
• Detailed: Extended HPI; problem pertinent review of systems; and pertinent
past, family, and/or social history directly related to the patient’s problems.
• Comprehensive: Extended HPI; review of systems that is directly related to the
problem(s) identied in the HPI in addition to a review of all additional body
systems; and a complete past, family, and social history.
Physical Examination
There are four levels of physical examination
• Problem focused: A limited examination of the affected body area or organ system.
• Expanded problem focused: A limited examination of the affected body area
or organ system and other symptomatic or related body area(s) or organ
system(s).
• Detailed: An extended examination of the affected body area(s) and other symptomatic related body area(s) or organ system(s).
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