Critical Steps to Improving Medical Records: Q&A With Dr. James Leavitt of Galloway Endoscopy Center

Written by Jaimie Oh | August 26, 2010

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James Leavitt, MD, president of Galloway Endoscopy Center in Miami, highlights one of the biggest challenges for meeting the accreditation standards of the Accreditation Association of Ambulatory Health Care and how the facility is working overcome the challenge.

Q: What was Galloway Endoscopy Center's biggest area of improvement in staying accredited by AAAHC?

Dr. James Leavitt: The biggest challenge for us was medical records, which AAAHC requires to contain up-to-date history and physical information within 30 days after a patient's surgical procedure is done. We were having trouble getting physicians to abide by that, so when AAAHC came to survey us we were cited.

Q: What changes needed to take place in order to comply with the requirement?

JL: We took it very seriously and had a meeting with all the physicians to explain the importance of accurately and completely filling out medical records. We came up with a process that would ensure physicians follow those standards. Now when physicians are scheduled to do procedures, nurses won't allow patients into the procedure rooms until those charts are updated.

We also started using an electronic system in our office and endoscopy center called GMed. We were able to construct a history and physical template and fill in patient medical records that way. Previously, approximately 15-20 percent of our medical records were non-compliant to AAAHC standards, but now 100 percent of our medical records abide by the standards. The electronic system made it easier for physicians. We were able to develop a process together as a team, which led the physicians to buy into it.

Learn more about Galloway Endoscopy Center.