10 Tips to Improve Patient Handoff Communication and Minimize Errors

Angela Hoegerl
3 days ago
5 min read

Ten practical tips to improve patient handoff communication that reduce medical errors and enhance patient safety in healthcare settings.

Key Tips to Improve Patient Handoff Communication and Minimize Errors

Structured frameworks like I-PASS and SBAR reduce medical errors by up to 23% and achieve 87% adherence rates across clinical settings
Combine verbal and written communication in a distraction-free environment, making handoffs interactive with dedicated Q&A time
Implement two-way texting for time-sensitive updates and read-back verification for critical information to catch errors before they reach patients
Customize handoff tools for different departments while using direct observation with feedback to improve personal effectiveness by 51%
Schedule protected handoff time and incorporate training into new employee orientation - 75% of nurses and 80% of physicians report improved quality after proper training

Use a Structured Communication Framework Like I-PASS or SBAR

When up to 80% of serious medical errors involve miscommunication during handoffs, you need a reliable system.

The I-PASS framework has proven particularly effective, standing for illness severity, patient information, action list, situational awareness and contingency plans, and synthesis by receiver.

Research from nine pediatric hospitals showed that implementing I-PASS led to a 23% reduction in medical errors and a 30% reduction in preventable adverse events among resident physicians.

These aren't just theoretical improvements.

Real-world implementation shows strong adoption rates: 87% adherence for inpatient nursing, 76% for physicians, and 89% for imaging and procedures handoffs.

If you prefer a simpler approach, consider the SBAR technique (Situation-Background-Assessment-Recommendation).

Many teams enhance this with SBAR+2, adding an introduction at the beginning and Q&A session at the end.

The Agency for Healthcare Research and Quality also offer the TeamSTEPPS™ system, which includes the "I PASS THE BATON" mnemonic as another evidence-based option.

Create a Distraction-Free Environment for Critical Handoffs

A quiet conference room works far better than a noisy nursing station when you're communicating patient information.

Emergency departments face particular challenges with frequent interruptions from alarms, phone calls, codes, and EMS arrivals.

These disruptions directly contribute to handoff errors.

Handoffs should take priority over all other duties except for genuine emergencies.

Consider the patient's clinical acuity when choosing your handoff location.

A stable patient's information might transfer fine at the bedside, while critical cases deserve that quiet, focused space.

Building patient trust with Dialog Health, two way-texting, patient communication.

Combine Verbal and Written Communication Methods

Research shows that using both verbal and written communication produces higher recall rates than either method alone.

The most effective handoffs combine these approaches for optimal information transfer.

Your electronic medical record can serve as a focal point during handoffs, ensuring you discuss accurate labs and imaging results while viewing them together.

Written tools that integrate with your EHR system can prepopulate clinical data, save time, and reduce transcription errors.

This combination gives you the immediacy of verbal discussion with the permanence of written documentation.

Why Should You Make Handoffs Interactive?

The Joint Commission requires that your handoff process provides opportunity for discussion between the person giving and receiving patient information.

This isn't just a regulatory checkbox.

Interactive handoffs let you ask questions, clarify uncertainties, and confirm critical information.

Face-to-face exchanges work best because they allow direct interaction plus nonverbal communication through body language and facial expressions.

You can catch hesitation, confusion, or concern that might not come through in written notes alone.

Properly executed handoffs always include dedicated time for questions and answers.

Implement Two-Way Texting for Time-Sensitive Updates

Two-way texting provides quick, reliable communication for emergency alerts, weather warnings, power outages, and time-sensitive updates.

Healthcare-grade platforms with Tier 1 Carrier Connectivity ensure your messages reach staff across all mobile providers.

You can segment messages to specific groups based on location, language, remote status, or position type.

Real-time reporting gives you immediate delivery confirmations, so you know your message reached its target.

These platforms meet SSAE, HIPAA, TCPA, and CTIA standards, keeping your communications secure and compliant.

The conversational nature of two-way texting lets staff respond with questions or confirmations, creating that interactive element even when face-to-face isn't possible.

Request a quick conversation with our healthcare communication experts who'll show you exactly how this works for handoffs.

Build in Verification and Read-Back Processes

The Joint Commission mandates that staff use a record and read-back process before acting on verbal orders or critical test results.

This simple technique catches errors before they reach the patient.

Your verification process should become a standard component of every handoff protocol.

When someone gives you critical information verbally, repeat it back to confirm you heard correctly.

This especially matters for medication doses, allergies, and critical lab values.

Develop Customized Handoff Tools for Different Clinical Settings

One quality improvement initiative successfully adapted I-PASS for three distinct contexts: inpatient nursing bedside reports, physician handoffs, and imaging/procedures transfers.

Each setting needs different information at different levels of detail.

Your written tools should provide adequate space for notetaking while accommodating all relevant patient information.

A receiver-driven approach works well for imaging and procedures, where the receiving clinician pulls targeted information from staff with broader patient knowledge.

While EHR-integrated tools can prepopulate data automatically, simple written templates work fine for less frequent handoffs.

You don't need expensive technology for every situation.

How Can Direct Observation Improve Your Team's Handoffs?

Direct observation with immediate feedback has been identified as a critical factor for successful handoff improvement.

Observers should provide two specific pieces of feedback: one reinforcing a best practice they witnessed and one addressing an improvement opportunity.

This regular observation signals that handoff communication is an essential clinical skill worth mastering.

After implementing observation and feedback programs, 51% of inpatient nurses reported improvement in their personal handoff effectiveness.

The act of being observed also helps maintain consistency and accountability across shifts.

Schedule Protected Time for Shift Changes

Teaching hospitals document approximately 4,000 patient handoffs per day.

This volume demands a systematic approach.

Performing handoffs at routine, predictable times improves information sharing and reduces errors.

Protected time means fewer interruptions, which are a common source of handoff mistakes.

When staff know they have dedicated handoff time, they can prepare properly and give their full attention to the information exchange.

Train Staff in Effective Handoff Techniques

Despite participating in patient handoffs regularly, few clinicians receive formal handoff education during their training.

Incorporating handoff training into new employee orientation supports sustained use of protocols across your organization.

Structured training increases both clinician comfort and information retention.

After proper training, 75% of inpatient nurses and 80% of physicians reported that structured handoffs improved their overall handoff quality.

The investment in training pays off through reduced errors and improved patient safety.