The hidden costs of delayed access to diagnostic imaging information: impact on PACS implementation

Continuing Patient Care during Electronic Health Record Downtime

INTRODUCTION

Electronic health record (EHR) downtime is any period during which the EHR system is fully or partially unavailable. These periods are operationally disruptive and pose risks to patients. EHR downtime has not sufficiently been studied in the literature, and most hospitals are not adequately prepared.

OBJECTIVE

The objective of this study was to assess the operational implications of downtime with a focus on the clinical laboratory, and to derive recommendations for improved downtime contingency planning.

METHODS

A hybrid qualitative-quantitative study based on historic performance data and semistructured interviews was performed at two mid-Atlantic hospitals. In the quantitative analysis, paper records from downtime events were analyzed and compared with normal operations. To enrich this quantitative analysis, interviews were conducted with 17 hospital employees, who had experienced several downtime events, including a hospital-wide EHR shutdown.

RESULTS

During downtime, laboratory testing results were delayed by an average of 62% compared with normal operation. However, the archival data were incomplete due to inconsistencies in the downtime paper records. The qualitative interview data confirmed that delays in laboratory result reporting are significant, and further uncovered that the delays are often due to improper procedural execution, and incomplete or incorrect documentation. Interviewees provided a variety of perspectives on the operational implications of downtime, and how to best address them. Based on these insights, recommendations for improved downtime contingency planning were derived, which provide a foundation to enhance Safety Assurance Factors for EHR Resilience guides.

CONCLUSION

This study documents the extent to which downtime events are disruptive to hospital operations. It further highlights the challenge of quantitatively assessing the implication of downtimes events, due to a lack of otherwise EHR-recorded data. Organizations that seek to improve and evaluate their downtime contingency plans need to find more effective methods to collect data during these times.

The first picture archiving and communication system in Lao People's Democratic Republic: Changes in the utilization rate of imaging tests in the first year after implementation

BACKGROUND

Implementation of the Picture Archiving and Communication System (PACS) is more challenging in developing countries than in developed countries. Given that the first PACS in Lao People's Democratic Republic (PDR) was successfully installed at the Children's Hospital of Lao PDR, we aimed to investigate whether the utilization rate of imaging tests increased after PACS implementation.

METHODS

PACS was implemented at the Children's Hospital of Lao PDR in December 2014. We compared the utilization rates of imaging tests including X-ray and ultrasound examinations between the pre-PACS period (from December 2013 to November 2014) and the post-PACS period (from December 2014 to November 2015). The utilization rate was defined as the number of imaging tests divided by the number of patients per month.

RESULTS

The average number of total imaging tests was 225.8/month (standard deviation [SD], 37.7) during the 1-year pre-PACS period and was 269.4/month (SD, 38.5) during the 1-year post-PACS period (P=0.0103). The utilization rate of total imaging tests significantly increased after PACS implementation (pre-PACS, 2.47%/month; post-PACS, 4.23%/month; P<0.0001). Increased utilization rates were observed for both X-rays (pre-PACS, 1.65%/month; post-PACS, 2.38%/month; P=0.0004) and ultrasound examinations (pre-PACS, 0.82%/month; post-PACS, 1.85%/month; P=0.0001).

CONCLUSIONS

The implementation of PACS at the Children's Hospital of Lao PDR resulted in a significant increase in the utilization rate of imaging tests, suggesting the indirect benefit of improved quality of care. Our findings showed that the benefits of PACS can be realized even in a resource-limited country such as Lao PDR.

Emerging trends in the volume and format of outside examinations submitted for secondary interpretation

OBJECTIVE

The purpose of this article is to describe the trends of secondary interpretations, including the total volume and format of cases.

MATERIALS AND METHODS

This retrospective study involved all outside neuroradiology examinations submitted for secondary interpretation from November 2006 through December 2010. This practice utilizes consistent criteria and includes all images that cover the brain, neck, and spine. For each month, the total number of outside examinations and their format (i.e., hard-copy film, DICOM CD-ROM, or non-DICOM CD-ROM) were recorded.

RESULTS

There was no significant change in the volume of cases (1043 ± 131 cases/month; p = 0.46, two-sided Student t test). There was a significant decrease in the volume of hard-copy films submitted, with the mean number of examinations submitted per month on hard-copy film declining from 297 in 2007 to 57 in 2010 (p < 0.0001, Student t test). This decrease was mirrored by an increase in the mean number of cases submitted on CD-ROM (753 cases/month in 2007 and 1036 cases/month in 2010; p < 0.0001). Although most were submitted in DICOM format, there was almost a doubling of the volume of cases submitted on non-DICOM CD-ROM (mean number of non-DICOM CD-ROMs, nine cases/month in 2007 and 17 cases/month in 2010; p < 0.001).

CONCLUSION

There has been a significant decrease in the number of hard-copy films submitted for secondary interpretation. There has been almost a doubling of the volume of cases submitted in non-DICOM formats, which is unfortunate, given the many advantages of the internationally derived DICOM standard, including ease of archiving, standardized display, efficient review, improved interpretation, and quality of patient care.

[PACS for multi-slice CT--seamless integration implementing 3D and 4D workstations]

A PACS system for data management in multi-slice CT examination was upgraded using interactive 3D and 4D workstations and network computing technology. We categorized the original PACS (CT-PACS) as follows: (1) a fault-tolerant system linked with the hospital information system (HIS) and radiology information system (RIS); (2) an interactive network system using a workstation with real-time 3D and 4D reconstruction; (3) a system for research and development of software for 3D image analysis on the CT-PACS system. Because of the use of cooperative diagnostic supporting tools, no major problems occurred in daily clinical practice or research and education. In conclusion, CT-PACS with real-time 3D and 4D workstations was found to be helpful to radiologists and researchers in reading and analyzing large volumetric data.

Economic impact of real-time teleradiology in thoracic CT examinations

Conventional teleradiology is a useful tool, but sometimes we have found it to be an insufficient means of investigation because the radiological specialists cannot indicate the imaging protocol during the investigation. The purpose of our study was to evaluate the efficacy of real-time teleradiology, which will improve the quality of medical management. Ten radiologists evaluated thoracic CT scans of 50 patients transmitted through teleradiology retrospectively. We evaluated whether or not the contrast enhancement study was performed effectively on the basis of the clinical data and after interpretation of the pre-contrast scans. The clinical data showed that 47.6% of the CT contrast enhancement examinations were not necessary. After interpretation of the pre-contrast CT scans, 66.6% of the contrast-enhanced scans were considered unnecessary. Real-time teleradiology will improve the quality of medical management providing the virtual presence of radiologists, and will save medical costs.

The role of the Department of Defense in PACS and telemedicine research and development

The United States Department of Defense (DOD) has played a leading role in the movement of digital imaging, picture archiving and communications systems, and more recently telemedicine with its associated technologies into the mainstream of healthcare. Beginning in the 1980s with domestic implementations, and followed in the 1990s by both small and large-scale military deployments, these technologies have been put into action with varying degrees of success. These efforts however, have always served as a guidepost for similar civilian efforts and the establishment of a marketplace for the technologies. This paper examines the history of the DOD's role in these areas, the projects and programs established, assessing their current state of development and identifying the future direction of the DOD's research and implementation efforts in telemedicine and advanced medical technologies.

The benefits of hospital-wide picture archiving and communication systems: a survey of clinical users of radiology services

This paper describes one element of a broad evaluation of a hospital-wide picture archiving and communication system (PACS): an assessment of the views of users of the radiology service, their major causes of dissatisfaction with the service, the incidence of image unavailability, and the consequences of images being unavailable. The principal research design was a "before and after" comparison at Hammersmith Hospital, as the hospital site introducing PACS. Several other hospitals were included in this survey, for comparison. Questionnaires were distributed several times before PACS was operational at Hammersmith, and on one occasion after. The overall response rate was 54%. The main pre-PACS radiology-related problem areas were: the non-availability of images, the non-availability of written reports when clinically required, and the time devoted by junior staff to image searching. PACS greatly reduced the perceived problem of image non-availability. But Hammersmith's problems with the availability of radiological reports still remained when PACS was operational. The time junior doctors spent in image-searching was dramatically reduced by the introduction of PACS.

Strategies for the promotion of computer applications in radiology in healthcare delivery

The objective of this paper is to identify current trends in the development and implementation of computer applications in today's ever-changing healthcare environment. Marketing strategies are discussed with the goal of promoting computer applications in radiology as a means to advance future healthcare acceptance of technologic developments from the medical imaging field. With the rapid evolution of imaging and and information technologies along with the transition to filmless imaging, radiologists must assume a proactive role in the development and application of these advancements. This expansion can be accomplished in a number of ways including internet based educational programs, research partnerships, and professional membership in societies such as the Society of Computer Applications in Radiology (SCAR). Professional societies such as SCAR, in turn, should reach out to include other professionals from the healthcare community. These would include financial, administrative, and information systems disciplines to promote these technologies in a cost conscious and value added manner.

Impact of filmless imaging on the frequency of clinician review of radiology images

The purpose of this study was to determine the impact of filmless imaging on the frequency with which physicians access radiology images and to assess clinician perception of image accessibility using a hospital-wide Picture Archival and Communication System (PACS). Quantitative data were collected at the Baltimore VA Medical Center (BVAMC), prior to and after conversion to filmless imaging, to determine the frequency with which clinicians access radiology images. Survey data were also collected to assess physician preferences of image accessibility, time management, and overall patient care when comparing filmless and film-based modes of operation. In general, there was a significant increase in the average number of radiology images reviewed by clinicians throughout the hospital. However, the one are in the hospital where this trend was not observed was in the intensive care unit (ICU), where the frequency of image assess was similar between film and filmless operations. Ninety-eight percent of clinicians surveyed reported improved accessibility of images in a filmless environment resulting in improved time management. The mean clinician estimate of time saved due to the use of PACS was 44 minutes. The study documented a combination of clinician perception of improved accessibility and substantial time savings with the use of a hospital-wide PACS, which was supported by objective measurements. The increased frequency of image review by clinicians and rapid image access should provide a further impetus to radiologists to decrease report turnaround time to provided "added value" for patient care.

Towards filmless and distance radiology

To many people radiology is synonymous with films. For 20 years or so, however, it has been possible to capture digitally data traditionally displayed on film, and that was true from the beginning of computed tomography and magnetic resonance imaging too. There is more to picture archiving and communication systems (PACS) than the economies of filmlessness and the ability to modify images. To realise the full potential of PACS requires huge and expensively equipped networks linking the radiology department, hospital wards, outpatient clinics, laboratories, family doctors' clinics, and so on, permitting simultaneous consultations on different sites and almost instant reporting from specialist radiologists at a distance. The data sets that need to be transferred are huge but some of the technical obstacles are now being overcome and the past few years have seen some hospitals move to a filmless state. The more common pattern, though, will be a piecemeal approach. PACS and teleradiology certainly provide a quicker imaging service. How soon a total PACS will save money for a hospital operating budget is less clear.

The impact of a picture archiving and communication system on nuclear medicine examination interpretation

Radiographic correlation is essential for many of the examinations performed in nuclear medicine. The purpose of this study was to evaluate the impact of a picture archiving and communications system (PACS) on the function and efficiency of a nuclear medicine department at a tertiary care institution. We evaluated 250 consecutive noncardiac nuclear medicine imaging examinations and asked the interpreting physician the following questions: (1) Was PACS used in the interpretation of the study? (2) Did the use of PACS expedite examination completion or aid in study interpretation? And (3) Did the use of PACS permit a definitive diagnosis to be made? PACS was accessed for correlative radiographic images in 155 of the 250 (62%) nuclear medicine examinations. Images available on PACS for review aided in study interpretation in 74% (115 of 155) of cases. The use of PACS was thought to expedite examination completion in 55% (86 of 155) of cases. The system was accessed but not operational in only 1% of cases (2 of 155). PACS provides reliable, rapid access to multimodality correlative radiographic images that aid in the interpretation of nuclear medicine examinations. Such systems also increase the efficiency of a nuclear medicine service by allowing timely and conclusive interpretations to be made.

Picture archiving and communication systems and vascular surgery: clinical impressions and suggestions for improvement

The purpose of this study was to determine the acceptance and clinical utility of a large scale picture archiving and communication system (PACS) for vascular surgery. Questionnaires and one-on-one interviews were conducted with physicians and nurses in the department of vascular surgery at the Baltimore VA Medical Center where PACS has been in routine, hospital-wide use for more than 2 1/2 years. The perceptions of the clinical staff were assessed to determine the efficacy of PACS in comparison to the conventional film based alternative for the practice of vascular surgery and suggestions for improvements were solicited. There was consensus among the vascular surgery staff members that the use of PACS enhanced their clinical practices, both in and out of the operating room (OR). Vascular surgeons heavily rely on image display in the OR as a "road map" to help determine their operative approach and to guide their surgery. PACS offers unique intraoperative imaging capabilities including rapid image retrieval and improved archival, cine review, the ability to modify image contrast, and the ability to obtain direct quantitative measurements of the degree of vascular stenosis. The increased accessibility and availability of images throughout the hospital enables improvement in time management and in patient care.

The full-scale PACS archive. A prerequisite for the filmless hospital

PURPOSE

Increasing percentages of digital modalities in radiology, in particular of digital image acquisition in conventional radiography, call for digital reporting, communication, and archiving techniques. These techniques are prerequisites for the "filmless" hospital. The first 2 have been covered extensively in the literature and by vendors. However, as regards online digital image archives there are still no satisfactory concepts available in the medical field. The present paper puts forward some suggestions as to how this situation could be improved.

MATERIAL AND METHODS

Analyses of radiology operations consider the prevailing PACS (picture archiving and communication system) archive concepts that use optical discs to be too small, too slow and too cumbersome to manage and therefore unable to function as comprehensive image archives for filmless hospitals. We suggest borrowing and adapting the well tested archive technologies from space research and the oil and broadcasting industries which have much higher capacities and speeds and better software interfacing possibilities. With such technologies the needs of filmless hospital operations can be met.

RESULTS

A feasible concept for a transition strategy from conventional analog to digital archives is presented. Model calculations of the necessary investments and potential savings, including generous placement of viewing stations in the entire hospital, indicate amortization periods of 3.8-4.8 years.

CONCLUSION

Alternative technologies for digital image archives already today make full-scale PACS for filmless hospitals technologically and conceptually feasible and financially mandatory.

A cost-analysis of computed radiography and picture archiving and communication systems in portable radiography

A total of 40,000 portable examinations are performed each year at Shands Hospital (Gainesville, FL), a 570-bed teaching hospital. Radiographs are obtained using a screen-film combination with the films digitized for transmission to displays in four intensive care units. A cost-analysis of replacing screen-film with computed radiography (CR) integrated into a filmless picture archiving and communication system (PACS) network was performed. Equipment requirements included two CR units, three high-resolution dual monitor displays, and an archive to store 3 months of image data. The capital costs were amortized over a 5-year period. Capital and operating costs of the proposed expansion to the existing PACS network, together with anticipated cost savings, were determined. The maximum data transfer rate for portable examinations was 150 MByte per hour and approximately 400 GByte of image data are generated each year. These figures were used to determine the hardware requirements for handling the acquisition, transfer, and display of the images. Annual costs of the proposed expansion were about $220,000. Cost savings were achieved by elimination of film, including its handling by technologists/library clerks, and amounted to about $200,000 per year.

Telemedicine protocols and standards: development and implementation

Telemedicine is likely to adopt rather than create most of its protocols and standards as it becomes an integral part of medical practice. To optimize this process, it will be necessary to understand how to use existing protocols and standards, and influence the development, evaluation, and modification of new ones. We have identified key participants in standards setting activities under the titles of international government, United States government, professional certifying organizations, and independent institutes. We have reviewed their roles in establishing standards for identification of patients and providers, content and structure of patient records, terminology and codes of medical information and records, and transfer of messages and data. We have addressed requirements for storing and viewing images, the impact of image resolution on accuracy of clinical interpretation, the choice of communications protocols to satisfy transmission requirements, the need to link images and text data, and the evaluation of telemedicine systems.

Picture archiving and communications systems (PACS)

Although there has been a recent increase in interest in picture archiving and communications systems (PACS) topics, little has been published to assist the non-technical person in understanding the complexities of the technologies required for a PACS implementation. This issue of Current Problems in Radiology defines each PACS component and explains why each is important in a system design. PACS installations at the University of Florida are used as examples to tie the concepts together. The infrastructure required for PACS consists of the information system interfaces, networks, and databases. Information system interfaces guarantee consistent patient data across all platforms and reduce labor requirements by eliminating duplicate data entry. Data networks move information from the originating location to users around the hospital, clinic, campus, city, or world. In the PACS environment, the data consist of patient and study information as well as images and information about these images. Databases organize the data from multiple sources into a coherent package that can be queried for many different purposes, such as retrieving images, reviewing patient and study information, studying practice statistics, and performing outcomes analysis. PACS components consist of acquisition nodes, archives, and output devices. Acquisition nodes may include "digital modalities" such as CT, MRI, nuclear medicine, and computed radiography (CR), along with devices to convert from analog to digital, such as digitizers and frame grabbers. Options for archives are discussed along with configuration schemes. Output devices include both hard copy (film and paper prints) and soft copy (workstations for display and diagnosis). Finally, a description of the PACS installations at the University of Florida is presented, with comments on some of the difficulties and complexities encountered. A discussion of the cost and benefits of PACS is included, along with a forecast of the future of PACS.

Costs and benefits of picture archiving and communication systems

A picture archiving and communication system (PACS) is an electronic and ideally filmless information system for acquiring, sorting, transporting, storing, and electronically displaying medical images. PACS have developed rapidly and are in operation in a number of hospitals. Before widespread adoption of PACSs can occur, however, their cost-effectiveness must be proven. This article introduces the basic components of a PACS. The current PACS cost-analysis literature is reviewed. Some authors conclude that the PACS would pay for itself, while others find the PACS much more expensive. Explanations for these differences are explored. Almost all of these studies focus on direct costs and ignore indirect costs and benefits. The literature characterizing the indirect costs of PACS is reviewed. The authors conclude that there is a need for uniform, well-defined criteria for the calculation of the costs and savings of PACSs.

Digital imaging at a community hospital: implications for hospital stays and teleradiology

Two key questions for the cost-effectiveness of digital imaging concern its likely impact on average inpatient stays and the prevalence of applications for teleradiology. Little empirical evidence is available because of the state of the technology, but useful evidence can be drawn from conventional imaging departments. This paper reports a survey of admitting physicians and draws inferences about the likely effects of conversion to digital imaging. Published cost estimates for this Canadian community hospital show that conversion to digital imaging is likely to increase medical imaging costs despite shorter examination times. However, digital imaging could produce net savings hospital-wide by improving the efficiency of diagnosis and treatment sufficiently to reduce the length of patient stays. In this sample, no inpatient medical imaging examinations lengthened a stay in a way likely to be averted by digital imaging (95% confidence interval 0% to 2%), and probability testing rejects the hypothesis that digital imaging will reduce hospital stays sufficiently to produce net savings at this hospital. Based on these results, it appears premature to assume that digital imaging will significantly reduce length of stay for most inpatients. On teleradiology, physicians either exchanged films with other medical imaging centres or indicated they would have sent or received teleradiology images for 17% of inpatient medical imaging examinations (95% confidence interval 10-24%). Since outpatient procedures comprise 60% of the medical imaging workload at Victoria General Hospital, further study would be required to estimate overall use of teleradiology.

An analysis of the costs of a hospital-wide Picture Archiving and Communication System with the software package CAPACITY

Within the scope of the Dutch PACS project, the costs of a hospital wide PACS in the Utrecht University Hospital were estimated, with the help of the software package CAPACITY. The cost analysis was based on the most recent specifications of the costs of the equipment, on extrapolations, and on the experience acquired with a PACS prototype in the Utrecht University Hospital. Savings due to a possible reduction in the length of stay, or due to logistic improvements were not taken into account. The results indicate that the extra costs of a hospital wide PACS would amount to 3.2% of the total hospital budget. By taking into account the expected price movements, it is predicted that a hospital wide PACS may allow enough savings to pay itself back, when installed near the turn of the century. The result of this cost analysis depends on a large number of assumptions. Therefore two sensitivity analyses are carried out, i.e., concerning the number of workstations required and concerning the organizational impact of PACS.