Two overarching themes describe GPs’ and GPAs’ experiences with problems during and after consultation: (1) impaired medical history taking and clinical decision making, and (2) fragile patient follow-up. Perceived HIE barriers are patient related and professional carer related, interfering with the collection of sufficient patient information for the diagnostic process and the provision of sufficient GP information for adequate compliance and follow-up. HIE facilitators were described mostly in terms of GP adjustments in communication, planning of consultations, and followup actions (Box 2). GPs discussed their efforts to compensate for fragile follow-up situations and the consequent distribution of responsibilities.
Impaired medical history taking and clinical decision making
Retrieving and assessing information from patients
Lack of adequate health information created difficulties for GPAs in assessing the reason for the encounter and following triage protocols. GPs found it difficult to obtain information from patients on the nature and history of the medical problem, including patients’ concerns and expectations. They mentioned patients’ difficulty expressing nuances of complaints, reflecting on their feelings, and understanding GPs’ questions and abstract concepts. Consequently, GPs often deemed patient health information unreliable, and history taking often could not be deployed fully as a diagnostic instrument:
‘I have to make a lot of assumptions, as you can never know whether the question you ask is fully understood and the answer you get is fully reliable. So I always wonder if the information I’m getting is accurate. So you begin to doubt the reliability of the history.’
(GP 4)
According to GPs, many patients with ID could not understand explanations of the diagnosis and management plan, making it difficult to involve them in decisions about their care:
‘It is very difficult to let them participate in decisions about possible treatments. If you offer a person with intellectual disabilities a wide range of options, he or she gets stuck. The nuances are often complex … You’d like to treat them as normally as possible, but pointing out all possibilities to them is counterproductive.’
(GP 10)
GPs considered these problems a serious risk for underdiagnosis and undertreatment. Lack of information led to sometimes unnecessary and burdensome tests or treatments, and it took GPs longer to identify medical problems and start effective treatments:
‘[You run the] risk, of course, of becoming too defensive and running too many tests … “Well, let’s take an extra blood sample, as I am not fully sure what is the matter.”’
(GP 19)
Professional carers’ preparatory work and support during consultation
GPs considered that the presence of family or professional carers during consultation was often indispensable in providing information, although problems could occur when professional carers were not able to provide details on the reason for consultation, course of illness, or medical history. Other possible professional carers’ roles, such as partners in shared decision making or clarifying GPs’ words, were scarcely mentioned by GPs. Family and regular professional carers were considered better informed, but carer staff shortages often led to less informed trainees or temporary carers attending, resulting in lack of diagnostic clues:
‘And then they [carers] arrive here, not having prepared anything. Then I think “And what am I supposed to do now?! I can’t do anything!” Sometimes I send them back straight away, leaving them empty handed. “But we are not here for nothing.” “I know that something might be wrong, but I can’t solve a problem which is not clear. I can’t do anything at the moment. I do not make prescriptions based on quicksand. And I am not going to run a troublesome blood test based on a vague story.”’
(GP 10)
Medical records often lacked information that GPs needed from professional carers, such as communication level, social context, and medical history. They estimated that a correct diagnosis and treatment plan could be established much more quickly if professional carers prepared adequately and were more aware of their role during the consultation. GPs were positive about the use of communication forms, on which carers, often together with patients, write down patients’ complaints and questions. Some believed that this could even make the attendance of a carer redundant.
Professional carers’ roles and competencies in identifying and monitoring health problems were often regarded by GPs and GPAs as being comparable with those of parents caring for their children, but these expectations often were not met in practice:
‘My approach is to treat these people in the same way you treat your own children. But then they wait 3 days for the actual appointment, because of understaffing. Then I think: “This is outrageous! That patient must be seen today.” You would do that if it were your own child, wouldn’t you?’
(GPA 1)
According to GPs and GPAs, the medical knowledge level varied considerably among professional carers, and this also made it difficult for GPs to know what to reasonably expect or demand from professional carers:
‘It is important that a parent [of a child with intellectual disabilities] gains extra expertise. I hope the [professional] carers too have gained that … But sometimes they haven’t. They are not required to have medical knowledge. Nevertheless, there are lots of medical aspects involved in dealing with people with intellectual disabilities. I expect carers to have that knowledge … but I don’t know what demands can be made.’
(GP 13)
GP adjustments in communication and planning of consultations
GPs often compared communication with patients with ID to communication with children, with whom they also speak more slowly, adjust their language, take more time, and put extra effort into making the patient feel at ease. GPs used self-made drawings to aid patients’ understanding and tried to safeguard patients’ control over the conversation. This type of communication was considered one of the GPs’ core competencies, although considered restricted to patients with mild to moderate ID.
Time constraints during the consultation particularly hindered the shared decision-making process. To adjust to this, GPs cut management plans into smaller pieces during several follow-up consultations and involved the attending carer, while still striving to incorporate the patient’s opinion, as this GP mentioned:
‘I suppose clients are used to many people making decisions for them: but that is not desirable. I think it is very important for them to take their own decisions. I always try to ask, in a way they can deal with: “What do you think about it?” But that is not at all easy.’
(GP 4)
Relational continuity appeared to be a facilitating factor for adjustments in GP communication. For GPs, it was easier to identify patients’ concerns, attune to individuals’ communication style, and judge the reliability of patient information if patients were familiar. GPs and GPAs also felt that patients with ID, more than patients without ID, need a trusting relationship with the same doctor to be able to speak freely. Additionally, GPs profited from long-term relationships with professional carers in judging the value of carer-provided information:
‘I take the phone calls of some [professional carers] very seriously, whereas I have my doubts about the calls of other carers. After a while, you get to know each other and things get a little easier. Then you know that, when a particular carer calls about someone, you must take it seriously.’
(GP 6)
Consultation planning was adjusted to create optimal conditions for doctor–patient communication, such as scheduling extra consultation time or blocking time slots to allow professional carers to accompany patients. In addition, telephone calls were arranged with carers after consultations when not enough health information could be retrieved.
Fragile patient follow-up
Gaps in the transfer, recording, and sharing of information by patients and professional carers
GPs expressed concerns about the correct execution of treatment plans because of a lack of information available in the patient’s home setting, rendering patient follow-up a fragile situation. They suspected that many patients with ID had problems retaining and restating information at home and that a considerable amount of information was lost or transformed through reliance on transfer by patients themselves:
‘I always inform the patient, of course, but I wonder what information he or she will remember and tell to others. And will that be correct?!’
(GP 11)
GPs often noticed that information, directly transferred by them to professional carers during or after the consultation, had not been recorded or shared with colleagues:
‘For instance, something was agreed by telephone, but for one reason or another not passed on correctly … You find out later and may think: but that was agreed on, wasn’t it? … If by chance you come there on another occasion, it may turn out that something is going wrong which you thought was going right.’
(GP 3)
This led to situations where GPs’ instructions for referrals or the administration of medication were missing from carer records. GPs postulated that not only the presence of part-time temporary care staff, but also a lack of carer competencies in processing health information, contributed to these problems. Some GPs were dissatisfied with professional carers’ attitude and occasional responses when confronted with GPs’ expectations in this respect:
‘Tasks are increasingly being broken down into smaller parts, and an increasing number of people are working temporarily. That means that more and more information needs to be passed on. Actions need to be noted down, passed on, and communicated … At locations where many part-timers work, you sometimes see that something has been badly arranged. You get the answer: “You need to ask someone else. This is my first day here, so I know nothing about it.” Those things are easily loaded onto someone else. Then I think: “That is not right, you should have informed yourself about it. Why not start the day by studying the report? And inform yourself about what has happened to your clients over the course of the week?”’
(GP 7)
GP adjustments to secure information transfer and patient follow-up: a trade-off of responsibilities
In regard to compensating for fragile follow-up circumstances, responsibility emerged as an important topic. GPs ascribed responsibility to attending professional carers for recording health information from the consultation. The more important the information for the patient’s wellbeing, however, the more GPs felt responsible and took action to ensure that relevant information was recorded in client records:
‘If I put things down in writing, or ask specifically: “Please arrange that with your colleague as well?” … so that I know it is put on the file in a proper way, that offers a greater chance of success. Nevertheless, there is no guarantee that it is put on their file correctly.’
(GP 13)
GPs put extra effort into checking understanding in patients with ID and tried to inform professional carers or family at home, so that they could provide further explanation to patients. They often encountered problems in contacting professional carers, however, because of a mismatch between GPs’ and carers’ working hours:
‘Then I ask the assistant: “Please make sure the carer directly involved is contacted and calls me back?” And then it usually takes 3 days to reach the person in question.’
(GP 8)
Sharing diagnosis and treatment information with professional carers created a shared responsibility for realising the treatment, according to GPs:
‘That [filling in a transfer form] means putting it down in writing and … that enables someone to show it to his or her carer, so that person too is informed. As a result, it becomes a shared responsibility, so to speak.’
(GP 2)
GPs considered patients with ID and their carers jointly responsible for monitoring patients’ health and for initiating feedback on the course of treatment. If they felt that problems could occur in carrying out the treatment, GPs took extra measures to guarantee effective execution. They, for example, put reminders in their medical records to call patients should they miss an appointment. Others tried to guarantee transfer of referral information by professional carers by notifying the intended recipients:
‘As a result, we … have in the meantime what you might call a shadow consultation by sending an e-mail that says: “Please note that the carers should pass on this question to you.”’
(GP 8)
GPs considered these types of adjustments partly their responsibility, but to a great extent also felt uncomfortable with the extra demands on effort and time.