We haven’t done a
full column on dangerous abbreviations since our July 14, 2009 Patient Safety
Tip of the Week “Is
Your 'Do Not Use' Abbreviations List Adequate?”.
But dangerous abbreviations persist even as we’ve largely transitioned away
from paper-based ordering systems to CPOE and e-prescribing.
Our interest was rekindled when we recently came across the
Health Quality Council of Alberta (Canada) abbreviation toolkit (HQCA toolkit).
The Alberta
abbreviations toolkit begins with a review of the literature, noting that the 5
abbreviations most often associated with errors are: “qd”
(43%), “U” (13%), “cc” (13%), “MS” or “MSO4” (10%), and leading or trailing
zeros (4%). It also provides links to the “do not use” lists from several
quality and patient safety organizations. The toolkit also provides valuable
materials such as focusing on high-alert medications or pediatric medications.
It then goes on to
make recommendations about engaging the right people in your organization to
implement a performance improvement initiative to reduce the use of dangerous
abbreviations. These include recommendations about the role of leadership,
clinical champions, and the actual implementation team. Further sections
address measurement and planning for change. It has excellent sections on
various strategies to use, audit and feedback, policies and guidelines, and
education and training. Under strategies they include initiatives involving
CPOE, forcing functions, standardization, pharmacy dispensing systems, and
reminders. Forcing functions (or constraints) include not accepting any orders
in which dangerous abbreviations appear.
In our July 14,
2009 Patient Safety Tip of the Week “Is
Your 'Do Not Use' Abbreviations List Adequate?” we described our own
experience with implementing a quality improvement project aimed at reducing
the use of dangerous abbreviations. We began by noting that ISMP’s list of
error-prone abbreviations, symbols and dose designations is considerably
more comprehensive that Joint
Commission’s list of “Do Not Use” abbreviations. We did a mini-survey of
about 20 hospitals and could find none that used a list that went beyond Joint
Commission’s minimum requirements. We jokingly refer to this as an “unintended
consequence” of Joint Commission. Obviously, hospitals fear they will be cited
if Joint Commission finds an occurrence of an abbreviation from an expanded
list. But it’s really no joking matter. There are many potentially dangerous
abbreviations on the ISMP list that are being condoned if an organization just
goes with the Joint Commission minimalist list.
In reviewing a
hospital’s “Do Not Use” abbreviation list for potential expansion, we found
that about 4% of total orders had an abbreviation that appears on the ISMP
list. More importantly, we found that about one in every seven verbal or
telephone orders contained such an
abbreviation.
So how does a
healthcare organization go about expanding its “Do Not Use” list? The easy part
is simply adopting all or part of ISMP’s list. The hard part is disseminating
the new list, educating all appropriate healthcare workers about the list, implementing
interventions to prevent their use, auditing and providing feedback, and
measuring the impact. That process may take several months so setting a
“go-live” date for policy implementation is wise when adopting such an expanded
list. And it is critical to remember that these abbreviations do not just apply
to orders. They apply to all forms of documentation, including history and
physical exams, progress notes, discharge summaries, CPOE screens, standardized
order sets, and electronic medical records, etc. They also should apply to your
entire organization, both inpatient and outpatient. In particular, you also
need to make sure that all your computer order entry screens do not contain any
of the abbreviations you are adding to your list. Use of standardized order
sets free of such dangerous abbreviations is a useful tool. Pay careful
attention to all your pre-existing standardized order sets since we found these
were a hidden source of many dangerous abbreviations. You would also be
surprised at how often these abbreviations appear in software provided by third
party vendors. Also, as we move into the “age of interoperability” you have to
be wary that you don’t import documents and data from other hospitals and
outside organizations that may contain some of the abbreviations you are trying
to avoid.
After developing
laminated pocket cards with the new list, developing screensavers with messages
about dangerous abbreviations, and going to all departmental meetings (medical,
nursing, and pharmacy) to discuss why we were doing this, we moved forward with
the project. Every month the statistics were published and shared. The reports
included the name of each provider who used one of the “do not use” abbreviations
and these were shared with the department chairs and nursing supervisors. The
medical director or department chair would then go over the abbreviations used
with the individual physicians, advance practice nurses, or physician
assistants. When meeting with them it is helpful to have examples (either from
your own hospital or the literature) of a dangerous abbreviation that actually
resulted in patient harm. We were able to keep the number of inappropriate
abbreviations below the Joint Commission standard from the get-go and sustain
that.
While we were
largely able to keep dangerous abbreviations out of orders, it is much more
difficult to keep them out of documentation like histories and physicals and
progress notes. Some people have tried to downplay the importance of
abbreviations in those documents, saying that they are dangerous only when in
orders. That is absolutely not true. A discharge summary sent to a nursing home
(or other post-discharge destination) with a discharge medication order that
includes a dangerous abbreviation may well cause an error and patient harm at
that next destination.
Propagation of
such errors across transitions of care can also lead to patient harm. Physicians’
office notes, particularly handwritten notes, are notorious for containing
dangerous abbreviations. In our June 12, 2007 Patient Safety Tip of the Week “Medication-Related
Issues in Ambulatory Surgery” we noted the following story: “A patient came to an
ambulatory surgery site for a procedure. Very little history had been provided
prior to the patient’s arrival so on the day of the procedure staff asked the
physician’s office to fax over some relevant office notes and the medication
sheet. While hospitals have clearly begun to comply with the “do not use”
abbreviation lists, most physician office notes are still replete with such
abbreviations. The faxed notes were included in the facility medical record.
The surgical procedure went well and the patient went home without incident or
complication. However, 2 weeks later she was seen in the ER of the same
hospital system for an unrelated problem. The patient’s primary physician was
not available. The ER physician found in the patient chart copies of those
office records that had been faxed in to the ambulatory surgery site. One of
the medications listed in those records had a “qd”
abbreviation that, perhaps in part because of fax artifact, looked like “qid”. The patient was admitted from the ER to the hospital
and her maintenance medication that had been intended to be given once daily
was now actually give four times daily. The error was not discovered until the
patient developed symptoms of drug toxicity 5 days later. Well-performed
medication reconciliation and compliance with the “do not use” list goal could
have prevented this adverse outcome. But the case nicely illustrates how events
in one part of the system can effect events in another part.” (See also our June 19, 2012 Patient Safety
Tip of the Week “More Problems with Faxed Orders”
for other examples of errors resulting from faxed orders.)
The abbreviations
we had the most difficulty eliminating were the “>” and “<” symbols
(“greater than” and “less than” symbols) and the “@” symbol. The latter, in
particular, is an integral part of email addresses that are appearing more and
more in various documents. So you may need to change your policy to allow the
“@” sign when it is in an email address and only ban the “>” and “<”
symbols when they are followed by a number.
Your monitoring
process is also extremely important. Your Quality Improvement staff, medical
records staff, and unit clerks can do spot checks of charts not only for orders
but to make sure none of the documentation includes excluded abbreviations
(also any charts you have selected for review via tracer methodology should be
reviewed for unacceptable abbreviations). “Do not use” abbreviations are also
one of the things we look for when doing patient safety walk rounds.
So don’t be
satisfied that Joint Commission’s short list of dangerous abbreviations is all
you need to meet. Do what’s right for patient care and look to eliminate all
the abbreviations that have been shown to result in patient harm. Put together
the right team and develop a plan to implement a more comprehensive approach to
eliminating dangerous abbreviations. While Joint Commission always says it will
hold you to “your own standards” we find it hard to believe they would actually
ding you for going above and beyond and doing the right thing for patient care.
Some of our previous columns on the impact of
abbreviations in healthcare:
March 12, 2007 “10x
Overdoses”
June 12, 2007 “Medication-Related
Issues in Ambulatory Surgery”
September 2007 “The
Impact of Abbreviations on Patient Safety”
July 14, 2009 “Is
Your “Do Not Use” Abbreviations List Adequate?”
April 2015 “Pediatric
Dosing Unit Recommendations”
References:
HQCA (Health Quality Council of Alberta). Writing it out can
save a life. Let's stop the use of abbreviations in healthcare. Abbreviations
Toolkit.
ISMP. List of Error-Prone Abbreviations, Symbols and Dose Designations.
http://www.ismp.org/Tools/errorproneabbreviations.pdf
The Joint Commission. Official “Do Not Use” List.
http://www.jointcommission.org/facts_about_do_not_use_list/
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