Question: We often struggle with how much detail to include in our minutes, especially when we are dealing with a sensitive physician issue.  Is “the less detail the better” rule what we should follow?

Answer: Yes, the rule we generally recommend to our clients is that, when it comes to minutes, less detail is better.  However, like every good rule, there are important exceptions.  For example, in a situation where your committee will be making an adverse recommendation regarding a physician, it is better to include more detail in your meeting minutes, because including more detail in such situations can only help you later on.  Showing that you have identified a conflict of interest and that it has been appropriately managed (e.g., the conflicted member has recused himself or herself) is another instance when it can be helpful to have good documentation that the committee “did the right thing.”  Also, if you are granting an applicant a waiver, it is important to show why there were exceptional circumstances justifying the waiver for that applicant (especially when an applicant who is not so exceptional comes along later seeking a waiver).

Of course, “more detail” does not mean verbatim transcripts of discussions, who said what to whom, etc. Rather, using your minutes to document objective facts that can be used to create a  record of who, what, when and why at a later date should be the goal.

To learn more about medical staff documentation issues, please join Nick Calabrese and Ian Donaldson, attorneys at Horty Springer, for Documentation: Committee Minutes and Medical Staff Files on October 1.

Discussion will include:

• Committee Minutes – how much is too little?  Too much?  Are they your best friend or your worst enemy?
• Credentialing Files – what goes in? What comes out?
• Who has access to the file?
• Can you share information among “sister” corporations?
• What are the keys to confidentiality in a social media world?