Being a Clinical Documentation Specialist (CDS) is a bit like being a wildlife ranger, except your “species” wear stethoscopes and sometimes think documentation is optional. Your goal is accurate, compliant records that support coding, patient care, and hospital KPIs. Your toolkit includes patience, diplomacy, a little cunning, and a solid sense of humour. The key to success is finding out what works best for each clinician and adapting your approach accordingly. Some respond to a short and sharp approach, others to evidence, some to flattery. Figuring that out is your secret weapon. And despite their challenges, these doctors are truly amazing at what they do and deeply committed to their patients.
Let’s meet the clinicians who push your patience and expertise to the limit every day and learn how to turn even the trickiest interactions into opportunities:
The “Catch me if you can” doc is always on the move - wards, theatre, coffee - and your queries are met with, “Can’t talk now, got a consult… rounds… oh, and the patient waiting for discharge.” These clinicians appreciate brevity.
Strategy: Use short yes/no questions, pre-filled options, or single-line emails. Catch them in micro-moments - every small clarification counts.
The “I’m Too Important” doc boasts decades of experience, and documentation is not their priority. “I’ve been saving lives since before EMRs existed.” They respond to recognition.
Strategy: Flatter gently, show how documentation supports outcomes, research, or reputation. Demonstrate how a small effort ensures their brilliance is fully recorded.
The “Junior” doc is keen and enthusiastic but sometimes lost in compliance rules and their workload. They are teachable.
Strategy: Use mini tip-of-the-day emails, short face-to-face pointers, or even just a boost with coffee and chocolate. Celebrate wins and encourage them to become documentation allies.
The “Specialty Guru” doc is brilliant in their field but puzzled by why you need “that level of specificity.” They respond to logic and evidence.
Strategy: Translate coding requirements into tangible clinical outcomes, patient safety stats, or research benefits.
The “Resistant Veteran” doc has survived decades of EMR upgrades, policy changes, and endless new guidelines. Sceptical of “another new thing” and influential.
Strategy: Focus on small, practical wins. Respect first, persuade second. They can become unexpected champions if approached carefully.
The “Ghost” doc is practically invisible. Emails ignored, pages unanswered, meetings avoided. Every interaction counts.
Strategy: Identify which method gets their attention - email, phone, or quick face-to-face check-ins. Persistence, preparation, and timing are key.
The “Angry with the Establishment” doc is frustrated by hospital policies, EMRs, audits, and “following the rules.” They care deeply about patients.
Strategy: Frame documentation as improving patient care. Validate frustrations, then channel energy into productive outcomes.
The “Passive-Aggressive” doc replies with “Sure, if you think that’s necessary” or leaves cryptic notes hinting at irritation. Often care but struggle with direct communication.
Strategy: Use neutral, factual, professional approaches. Stick to written follow-ups and be consistent as trust builds over time.
The “No Engagement / No Eye Contact” doc answers questions with a nod or grunt, avoids eye contact, and makes you wonder if you exist. They often have the knowledge you need.
Strategy: Use structured written queries followed by brief, direct interactions. Patience and persistence are essential.
The “Allied Health Maverick” works across disciplines - physiotherapists, dietitians, occupational therapists, and more. Often juggling multiple priorities, with inconsistent documentation.
Strategy: Provide quick guides, templates, or short educational sessions. Show how accurate documentation benefits patient care and their discipline. Build relationships as collaborators - they can be strong allies.
Thriving as a CDS isn’t just about knowing documentation rules, it’s about emotional agility and strategy. Keep your sense of humour handy - it’s your lifeline. Celebrate small wins, every clarified note matters. Build allies - junior docs, specialty gurus, allied health, and even resistant or tricky clinicians can become champions.
Being a CDS is equal parts detective work, diplomacy, and a touch of theatre. Every challenging clinician is a chance to hone your skills, improve patient care, and maybe even have a laugh along the way. Persistence isn’t just a buzzword, it’s how you survive, thrive, and occasionally outsmart the wild world of clinicians.
We invite you to share your ideas, experiences, and achievements in CDI by submitting content to the CDIA Community! Contact community@cdia.com.au to learn more.