tools-only Patient Documentation Standards
SOAP Notes
SOAP (Subjective, Objective, Assessment, Plan) is the standard format for progress notes in clinical practice.
Purpose and Use
When to use SOAP notes:
- Daily progress notes in hospital
- Outpatient visit documentation
- Subspecialty consultations
- Follow-up visits
- Documenting response to treatment
Benefits:
- Standardized structure
- Organized clinical reasoning
- Facilitates communication
- Supports billing and coding
- Legal documentation
SOAP Components
S - Subjective
Definition: Information reported by the patient (symptoms, concerns, history)
Elements to include:
- Chief complaint or reason for visit
- History of present illness (HPI)
- Review of systems (ROS) relevant to visit
- Patient's description of symptoms
- Response to prior treatments
- Functional impact
- Patient concerns or questions
HPI Elements (use OPQRST for pain/symptoms):
- Onset: When did it start? Sudden or gradual?
- Provocation/Palliation: What makes it better or worse?
- Quality: What does it feel like? (sharp, dull, burning, etc.)
- Region/Radiation: Where is it? Does it spread?
- Severity: How bad is it? (0-10 scale)
- Timing: Constant or intermittent? Duration? Frequency?
Associated symptoms:
- Other symptoms occurring with primary complaint
- Pertinent negatives (absence of expected symptoms)
Response to treatment:
- Medications taken and effect
- Prior interventions and outcomes
- Compliance with treatment plan
Example Subjective section:
S: Patient reports persistent cough for 5 days, productive of yellow sputum. Associated
with fever to 101.5°F, measured at home yesterday. Denies shortness of breath, chest
pain, or hemoptysis. Started on azithromycin 2 days ago by urgent care, with minimal
improvement. Reports decreased appetite but able to maintain hydration. Denies recent
travel or sick contacts.
O - Objective
Definition: Measurable, observable clinical data
Elements to include:
Vital Signs:
- Temperature (°F or °C)
- Blood pressure (mmHg)
- Heart rate (bpm)
- Respiratory rate (breaths/min)
- Oxygen saturation (%)
- Height and weight (calculate BMI)
- Pain score if applicable
General Appearance:
- Overall appearance (well, ill, distressed)
- Age appropriateness
- Nutritional status
- Hygiene
- Affect and behavior
Physical Examination by System:
- Organized head-to-toe or by systems
- Relevant findings for presenting complaint
- Include pertinent positives and negatives
Standard examination systems:
- HEENT (Head, Eyes, Ears, Nose, Throat)
- Neck (thyroid, lymph nodes, JVD, carotids)
- Cardiovascular (heart sounds, murmurs, peripheral pulses, edema)
- Pulmonary/Respiratory (breath sounds, work of breathing)
- Abdomen (bowel sounds, tenderness, organomegaly, masses)
- Extremities (edema, pulses, ROM, deformities)
- Neurological (mental status, cranial nerves, motor, sensory, reflexes, gait)
- Skin (rashes, lesions, wounds)
- Psychiatric (mood, affect, thought process/content)
Laboratory and Imaging Results:
- Relevant test results
- Include reference ranges for abnormal values
- Note timing of tests relative to visit
Example Objective section:
O: Vitals: T 100.8°F, BP 128/82, HR 92, RR 18, SpO2 96% on room air
General: Alert, mild respiratory distress, appears mildly ill
HEENT: Oropharynx without erythema or exudates, TMs clear bilaterally
Neck: No lymphadenopathy, no JVD
Cardiovascular: Regular rate and rhythm, no murmurs
Pulmonary: Decreased breath sounds right lower lobe, dullness to percussion, egophony
present. No wheezes.
Abdomen: Soft, non-tender, no organomegaly
Extremities: No edema, pulses 2+ bilaterally
Neurological: Alert and oriented x3, no focal deficits
Labs (drawn today):
WBC 14.2 x10³/μL (H) [ref 4.5-11.0]
Hemoglobin 13.5 g/dL
Platelets 245 x10³/μL
CRP 8.5 mg/dL (H) [ref <0.5]
Chest X-ray: Right lower lobe consolidation consistent with pneumonia
A - Assessment
Definition: Clinical impression, diagnosis, and evaluation of patient status
Elements to include:
- Primary diagnosis or problem
- Secondary diagnoses or problems
- Differential diagnosis if uncertain
- Severity assessment
- Progress toward treatment goals
- Complications or new problems
Format:
- Problem list (numbered)
- Each problem with brief assessment
- Include ICD-10 codes when appropriate for billing
Example Assessment section:
A:
1. Community-acquired pneumonia (CAP), right lower lobe (J18.1)
- Moderate severity (CURB-65 score 1)
- Appropriate for outpatient management
- Minimal improvement on azithromycin, likely bacterial etiology
2. Dehydration, mild (E86.0)
- Secondary to decreased PO intake
3. Type 2 diabetes mellitus (E11.9)
- Well-controlled, continue home medications
P - Plan
Definition: Diagnostic and therapeutic interventions
Elements to include:
- Diagnostic plan (further testing, imaging, referrals)
- Therapeutic plan (medications, procedures, therapies)
- Patient education and counseling
- Follow-up arrangements
- Specific instructions for patient
- Return precautions (when to seek urgent care)
Medication documentation:
- Drug name (generic preferred)
- Dose and route
- Frequency
- Duration
- Indication
Plan organization:
- By problem (matches assessment)
- By intervention type (diagnostics, therapeutics, education)
Example Plan section:
P:
1. Community-acquired pneumonia:
Diagnostics: None additional at this time
Therapeutics:
- Discontinue azithromycin
- Start amoxicillin-clavulanate 875/125 mg PO BID x 7 days
- Supportive care: adequate hydration, rest, acetaminophen for fever
Education:
- Explained bacterial pneumonia diagnosis and antibiotic change
- Discussed expected improvement within 48-72 hours
- Return precautions: worsening dyspnea, high fever >103°F, confusion
Follow-up: Phone call in 48 hours to assess response, clinic visit in 1 week
2. Dehydration:
- Encourage PO fluids, goal 2 liters/day
- Sports drinks or electrolyte solutions acceptable
3. Type 2 diabetes:
- Continue metformin 1000 mg PO BID
- Home glucose monitoring
- Follow-up with endocrinology as scheduled
Patient verbalized understanding and agreement with plan.
SOAP Note Best Practices
Documentation standards:
- Write legibly if handwritten
- Use standard abbreviations only
- Date and time each entry
- Sign and credential all entries
- Document in real-time or as soon as possible
- Avoid copy-forward errors
- Review and update problem list
Billing considerations:
- Document medical necessity
- Match documentation to billing level
- Include required elements for E/M coding
- Document time for time-based billing
Legal considerations:
- Document facts, not opinions or judgment
- Quote patient when relevant
- Document non-compliance objectively
- Never alter records
- Use addendums for corrections
History and Physical (H&P)
Purpose
- Comprehensive baseline assessment
- Document patient status at admission or initial encounter
- Guide diagnosis and treatment planning
- Required within 24 hours of admission (TJC requirement)
H&P Components
Header Information
- Patient name, DOB, MRN
- Date and time of examination
- Admitting diagnosis
- Attending physician
- Service
- Location (ED, floor, ICU)
Chief Complaint (CC)
Definition: Brief statement of why patient is seeking care
Format:
- One sentence
- Use patient's own words (in quotes)
- Example: CC: "I can't catch my breath"
History of Present Illness (HPI)
Purpose: Detailed chronological narrative of current problem
Required elements (for billing):
- Location
- Quality
- Severity
- Duration
- Timing
- Context
- Modifying factors
- Associated signs/symptoms
Structure:
- Opening statement (demographics, presenting problem)
- Chronological description
- Symptom characterization
- Prior workup or treatment
- What prompted presentation now
Example:
HPI: Mr. Smith is a 65-year-old man with history of CHF (EF 35%) who presents with
3 days of progressive dyspnea on exertion. Patient reports dyspnea now occurs with
walking 10 feet (baseline 1-2 blocks). Associated with orthopnea (now requiring
3 pillows, baseline 1) and lower extremity swelling. Denies chest pain, palpitations,
or syncope. Reports medication compliance but notes running out of furosemide 2 days
ago. Weight increased 8 lbs over past week. Has not been monitoring daily weights
at home. Presented to ED today when dyspnea worsened and developed while at rest.
Past Medical History (PMH)
Include:
- Chronic medical conditions
- Previous hospitalizations
- Major illnesses
- Injuries
- Childhood illnesses (if relevant)
Format:
PMH:
1. Heart failure with reduced ejection fraction (2018), EF 35% on echo 6 months ago
2. Coronary artery disease, s/p CABG (2019)
3. Type 2 diabetes mellitus (2010)
4. Hypertension (2005)
5. Chronic kidney disease stage 3 (baseline Cr 1.8 mg/dL)
6. Hyperlipidemia
Past Surgical History (PSH)
Include:
- All surgeries and procedures
- Dates (year acceptable if exact date unknown)
- Complications if any
Format:
PSH:
1. CABG x4 (2019), complicated by post-op atrial fibrillation
2. Cholecystectomy (2015)
3. Appendectomy (childhood)
Medications
Documentation:
- Generic name preferred
- Dose, route, frequency
- Indication if not obvious
- Include over-the-counter medications
- Herbal supplements
- Note if patient unable to provide list
Format:
Medications:
1. Furosemide 40 mg PO daily (ran out 2 days ago)
2. Carvedilol 12.5 mg PO BID
3. Lisinopril 20 mg PO daily
4. Spironolactone 25 mg PO daily
5. Metformin 1000 mg PO BID
6. Atorvastatin 40 mg PO daily
7. Aspirin 81 mg PO daily
8. Multivitamin daily
Allergies
Document:
- Drug allergies with reaction
- Food allergies
- Environmental allergies
- NKDA if no known allergies
Format:
Allergies:
1. Penicillin → anaphylaxis (childhood)
2. Shellfish → hives
3. ACE inhibitors → angioedema
Family History (FH)
Include:
- First-degree relatives (parents, siblings, children)
- Age and health status or age at death and cause
- Relevant hereditary conditions
- Family history of presenting condition if relevant
Format:
Family History:
Father: CAD, MI age 58, alive age 85
Mother: Breast cancer, deceased age 72
Brother: Type 2 diabetes
Sister: Healthy
Children: 2 sons, both healthy
Social History (SH)
Include:
- Tobacco use (current, former, never; pack-years if applicable)
- Alcohol use (drinks per week, CAGE questions if indicated)
- Illicit drug use (current, former, never; type and route)
- Occupation
- Living situation (alone, with family, assisted living, etc.)
- Marital status
- Sexual history (if relevant)
- Exercise habits
- Diet
- Functional status
Format:
Social History:
Tobacco: Former smoker, quit 10 years ago (30 pack-year history)
Alcohol: 2-3 beers per week, denies binge drinking
Illicit drugs: Denies
Occupation: Retired electrician
Living situation: Lives at home with wife, 2-story house, bedroom upstairs
Marital status: Married
Exercise: Unable to exercise due to dyspnea
Diet: Low sodium diet (usually adherent)
Functional status: Independent in ADLs at baseline
Review of Systems (ROS)
Purpose: Systematic screening for symptoms by body system
Requirements:
- Minimum 10 systems for comprehensive exam
- Pertinent positives and negatives
- "All other systems reviewed and negative" acceptable if documented
Systems:
- Constitutional: Fever, chills, night sweats, weight change, fatigue
- Eyes: Vision changes, pain, discharge
- ENT: Hearing loss, tinnitus, sinus problems, sore throat
- Cardiovascular: Chest pain, palpitations, edema, claudication
- Respiratory: Cough, dyspnea, wheezing, hemoptysis
- Gastrointestinal: Nausea, vomiting, diarrhea, constipation, abdominal pain
- Genitourinary: Dysuria, frequency, hematuria, incontinence
- Musculoskeletal: Joint pain, swelling, stiffness, weakness
- Skin: Rashes, lesions, itching, changes in moles
- Neurological: Headache, dizziness, syncope, seizures, weakness, numbness
- Psychiatric: Mood changes, depression, anxiety, sleep disturbance
- Endocrine: Heat/cold intolerance, polyuria, polydipsia
- Hematologic/Lymphatic: Easy bruising, bleeding, lymph node swelling
- Allergic/Immunologic: Seasonal allergies, frequent infections
Format:
ROS:
Constitutional: Denies fever, chills. Reports fatigue and weight gain (8 lbs).
Cardiovascular: Reports dyspnea, orthopnea, lower extremity edema. Denies chest pain,
palpitations, syncope.
Respiratory: Denies cough, wheezing, hemoptysis.
Gastrointestinal: Denies nausea, vomiting, diarrhea, constipation, abdominal pain.
All other systems reviewed and negative.
Physical Examination
General organization:
- Vital signs first
- General appearance
- Systematic examination head-to-toe
Vital signs:
Vitals: T 98.2°F, BP 142/88, HR 105, RR 24, SpO2 88% on room air → 95% on 2L NC
Height: 5'10", Weight: 195 lbs (baseline 187 lbs), BMI 28
System examinations:
General: Well-developed, obese man in moderate respiratory distress, sitting upright in bed
HEENT:
- Head: Normocephalic, atraumatic
- Eyes: PERRLA, EOMI, no scleral icterus
- Ears: TMs clear bilaterally
- Nose: Nares patent, no discharge
- Throat: Oropharynx without erythema or exudates
Neck: Supple, no lymphadenopathy, JVP elevated to 12 cm, no thyromegaly
Cardiovascular:
- Inspection: No visible PMI
- Palpation: PMI laterally displaced
- Auscultation: Tachycardic regular rhythm, S3 gallop present, 2/6 holosystolic murmur at apex radiating to axilla
- Peripheral pulses: 2+ radial, 1+ dorsalis pedis bilaterally
Pulmonary:
- Inspection: Increased work of breathing, using accessory muscles
- Palpation: Tactile fremitus symmetric
- Percussion: Dullness to percussion at bilateral bases
- Auscultation: Bilateral crackles halfway up lung fields, no wheezes
Abdomen:
- Inspection: Obese, no distention
- Auscultation: Normoactive bowel sounds
- Percussion: Tympanic
- Palpation: Soft, non-tender, no masses, no hepatosplenomegaly
Extremities: 3+ pitting edema to mid-calf bilaterally, no cyanosis or clubbing
Skin: Warm and dry, no rashes
Neurological:
- Mental status: Alert and oriented to person, place, time
- Cranial nerves: II-XII intact
- Motor: 5/5 strength all extremities
- Sensory: Intact to light touch
- Reflexes: 2+ symmetric
- Gait: Deferred due to respiratory distress
- Cerebellar: Finger-to-nose intact
Psychiatric: Anxious affect appropriate to illness, normal thought process
Laboratory and Imaging
Include:
- All relevant labs with reference ranges
- Imaging studies with key findings
- ECG findings
- Other diagnostic tests
Example:
Laboratory Data:
CBC: WBC 8.5, Hgb 11.2 (L), Hct 34%, Plt 245
BMP: Na 132 (L), K 3.2 (L), Cl 98, CO2 30, BUN 45 (H), Cr 2.1 (H, baseline 1.8), glucose 145
Troponin: <0.04 (normal)
BNP: 1250 pg/mL (H, elevated)
Imaging:
Chest X-ray: Cardiomegaly, bilateral pleural effusions, pulmonary vascular congestion
consistent with volume overload
ECG: Sinus tachycardia at 105 bpm, left ventricular hypertrophy, no acute ST-T changes
Assessment and Plan
Format: Problem-based with numbered problem list
Example:
Assessment and Plan:
65-year-old man with history of CHF (EF 35%) presenting with acute decompensated
heart failure.
1. Acute decompensated heart failure (I50.23)
- NYHA Class IV symptoms
- Volume overload on exam and imaging
- Precipitated by medication non-adherence (ran out of furosemide)
- BNP elevated at 1250
Diagnostics:
- Echocardiogram to assess current EF and valvular function
- Daily weights and strict I/O
Therapeutics:
- Furosemide 40 mg IV BID, goal negative 1-2L daily
- Continue carvedilol, lisinopril, spironolactone
- Oxygen 2L NC, goal SpO2 >92%
- Low sodium diet (<2g/day), fluid restriction 1.5L/day
- Telemetry monitoring
Follow-up: Will reassess after diuresis, goal discharge in 3-5 days
2. Acute kidney injury on CKD stage 3 (N17.9, N18.3)
- Cr 2.1 from baseline 1.8, likely prerenal from poor forward flow
- Monitor daily, expect improvement with diuresis
- Hold nephrotoxic agents
3. Hypokalemia (E87.6)
- K 3.2, likely from prior diuretic use
- Replete K 40 mEq PO x1, then reassess
- Continue spironolactone for K-sparing effect
4. Hyponatremia (E87.1)
- Na 132, likely dilutional from volume overload
- Expect improvement with diuresis
- Fluid restriction as above
5. Type 2 diabetes mellitus (E11.9)
- Well-controlled
- Continue home metformin
- Monitor glucose while hospitalized
6. Coronary artery disease (I25.10)
- Stable, no acute coronary syndrome
- Continue aspirin, statin, beta-blocker
Code status: Full code
Disposition: Admit to telemetry floor
Discharge Summary
Purpose
- Communicate hospital care to outpatient providers
- Document hospital course and outcomes
- Ensure continuity of care
- Meet regulatory requirements (TJC, CMS)
Timing
Requirements:
- Complete within 30 days of discharge (CMS)
- Many hospitals require within 24-48 hours
- Available at time of follow-up appointment
Components
Header
- Patient demographics
- Admission date and discharge date
- Length of stay
- Attending physician
- Consulting services
- Primary care physician
Admission Diagnosis
Principal reason for hospitalization
Discharge Diagnosis
Format: Numbered list, prioritized
Example:
Discharge Diagnoses:
1. Acute decompensated heart failure
2. Acute kidney injury on chronic kidney disease stage 3
3. Hypokalemia
4. Hyponatremia
5. Coronary artery disease
6. Type 2 diabetes mellitus
Hospital Course
Content:
- Chronological narrative or problem-based
- Key events and interventions
- Response to treatment
- Procedures performed
- Consultations
- Complications
- Significant test results
Example (brief):
Hospital Course:
Mr. Smith was admitted with acute decompensated heart failure in the setting of
medication non-adherence. He was diuresed with IV furosemide with net negative
5 liters over 3 days, with significant improvement in dyspnea and resolution of
lower extremity edema. Echocardiogram showed persistent reduced EF of 30%, similar
to prior. Kidney function improved to baseline with diuresis. Electrolytes were
repleted and normalized. Patient was transitioned to oral furosemide on hospital
day 3 and remained stable. He was ambulating without dyspnea on room air by
discharge. Comprehensive heart failure education was provided.
Procedures
Procedures:
1. Echocardiogram transthoracic (hospital day 1)
Discharge Medications
Format:
- Complete list with instructions
- NEW medications highlighted
- CHANGED medications noted
- DISCONTINUED medications listed
Example:
Discharge Medications:
1. Furosemide 60 mg PO daily [INCREASED from 40 mg]
2. Carvedilol 12.5 mg PO BID [UNCHANGED]
3. Lisinopril 20 mg PO daily [UNCHANGED]
4. Spironolactone 25 mg PO daily [UNCHANGED]
5. Metformin 1000 mg PO BID [UNCHANGED]
6. Atorvastatin 40 mg PO daily [UNCHANGED]
7. Aspirin 81 mg PO daily [UNCHANGED]
Discharge Condition
Discharge Condition:
Hemodynamically stable, ambulatory, no supplemental oxygen requirement, euvolemic
on exam, baseline functional status restored.
Discharge Disposition
Discharge Disposition:
Home with self-care
Follow-up Plans
Include:
- Appointments scheduled
- Recommended follow-up timing
- Pending tests or studies at discharge
- Referrals made
Example:
Follow-up:
1. Cardiology appointment with Dr. Jones on [date] at [time]
2. Primary care with Dr. Smith in 1 week
3. Home health for vital sign monitoring and medication reconciliation
4. Repeat BMP in 1 week (arranged, lab slip provided)
Patient Instructions
Include:
- Activity restrictions
- Dietary restrictions
- Wound care (if applicable)
- Equipment or home services
- Monitoring instructions (daily weights, glucose, BP)
- Return precautions
Example:
Patient Instructions:
1. Weigh yourself daily every morning, call doctor if gain >2 lbs in 1 day or >5 lbs
in 1 week
2. Low sodium diet (<2 grams per day)
3. Fluid restriction 2 liters per day
4. Take all medications as prescribed, do not run out of medications
5. Activity: Resume normal activities as tolerated
6. Return to ER or call 911 if: severe shortness of breath, chest pain, severe swelling,
or other concerning symptoms
This reference provides comprehensive standards for patient clinical documentation including SOAP notes, H&P, and discharge summaries. Use these guidelines to ensure complete, accurate, and compliant clinical documentation.