The Challenge
Although our client had implemented a picture archiving and communication system (PACS), the benefits of the migration had not been achieved, as the hospital still maintained two separate methods of viewing films. Their challenges of high costs and management issues persisted, and they faced the following specific issues:
- Multiple storage locations existed to support file availability
- Medical staff had to leave their location to view files
- Secure and timely access to files and record integrity was virtually non–existent
- Delays resulted in a decline of timely and quality patient care
- No system to monitor the requests or location and availability of files
- Resources and overhead costs to support file rooms were not reduced
- Current delivery schedules could not support storing current files
The Solution
The client partnered with Radiology to implement the Total Archiving Program (TAP™) and received the following services:
- Files in all locations were purged and indexed by Radiology personnel to ensure file integrity
- Files were relocated to a Radiology operations facility for on–demand recall via Teleradiology, enabling image viewing within minutes of request
- Radiology established a VPN connection to support comparative review in the client's existing PACS enterprise
- Comparative study's recalls were transmitted to the client PACS enterprise in DICOM format including all DICOM demographics to ensure data mapping for image display and routing to the new digital archive
- Client was provided a unique TAP Database Management program to verify all patient files, request patient image recall and track all patient jackets contained in the TAP program
- When required, the entire patient jacket would be delivered to the client the next morning
The Benefits
Through the Radiology TAP solution, our client achieved their goals of providing quality image distribution and availability, reducing lost films, increasing space and file security, and reducing ancillary staffing and costs. A few of the specific benefits realized were:
- All files were made available in multiple locations at the same time via the PACS enterprise
- 24/7 access to all files for radiology and medical staff utilizing soft copy display technology
- Medical staff are now able to view medical files at their desks, eliminating delays and enabling hospital personnel to support direct patient care
- All confidentiality, destruction and reclamation of film files after retention expiration are handled by Radiology in accordance with JCAHO, HIPAA and EPA
- Radiology files are now sequestered and maintained in a secure environment
- Patient jackets are no longer moved between multiple locations
- Onsite file room storage issues and the need for offsite locations and management were reduced
- A strategic migration path for converting analog film to digital PACS
- All future file room functions are handled by Radiology, eliminating hospital staffing requirements and costs associated with constantly shuffling files from one location to another