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Exam Name Mapping Guide – A Useful Tool

Exam Name Mapping in the DIR is one of the most important, yet under-appreciated, duties for those managing their facility’s DIR program. It is important inter-exam mapping is maintained. By that I mean similar studies should be assigned to the same RPID. Sounds easy, but it isn’t for a variety of reasons. First and foremost, the DIR’s RPIDs are based on RadLex Playbook developed by RSNA to provide a standard system for naming radiology procedures. The RadLex Playbook is highly granular, which is necessary when naming exams. However, that level of granularity makes maintaining DIr exam name mapping consistency a challenge as nearly all RPIDs are presented as a mapping option to DIR users.

For example, below is a table of all Lower Extremity RPIDs available in RadLex, many including details such as Right or Left. This is necessary in a name, but not so much when assigning an exam to the DIR. Also, note that there are several possible RPIDs that could be assigned for a Tibia Fibula exam.

  • RPIDs 25-30: CT LE with laterality and contrast choices (6);
  • RPIDs 2042 – 2050; CT Tibia Fibula with laterality and contrast choices (9); and,
  • RPIDs 3468-3470; CT Tibia Fibula with contrast choices (3);
    • and that does no include the more generic RPIDS also included in the table.

Staff assigned mapping duties often find it difficult to determine to which RPIDs similar exams have been assigned, which can lead to inconsistent mappings. This means one person could assign TibFib exams to the RPIDs 25-30, another could choose the 2,xxx series RPIDS, yet someone else could select the 3,xxx series RPIDs or even some of the generic ones. In my experience, not only is this possible, it is fairly common.

I encourage all facilities using the DIR to pay particular attention to their Exam Name Mappings by

  1. Reviewing them for consistency; and,
  2. Developing a Mapping Table of codes in use at your facility for reference purposes when mapping any unmapped studies as they arise.

These two steps will go a long way towards ensuring higher levels of inter-exam naming consistency.

Here is an example of one of my Mapping Tables. The box on the left indicates which categories of RPIDs for which I developed specific Mapping Tables. The box on the right represents my Mapping Table for Multiphase body exams which I want people using when mapping any new unmapped exams in this category. Obviously, if a completely new and different exam arises, we’d look for a more appropriate RPID, but the reality is that most newly unmapped studies end up being a new version of a previously mapped exam. This helps ensure the new version is assigned to the RPID we want used.

I have made my basic set of tables available for purchase on my website for $24.99. This includes my recommended RPIDs for all Types shown above. It also allows you to modify them for your own purposes. Compared to the amount of time you’d spend developing your own, $25 is a bargain. However, there is no reason you can’t build it yourself, and I encourage you to do so. You’ll make the lives of those who perform your Exam Name Mapping so much easier, and have a much more consistent set of assigned RPIDs.

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Change Coming To Your NRDR Login

All ACR National Radiology Data Registry (NRDR) users, including those that use the ACR’s Dose Index Registry, should receive the email copied below alerting users to a Dec 1st email which will prompt them to change their NRDR login. Please read the email below for more details.

If you have any issues I’ve found the NRDR Help Desk very responsive. You can contact them at nrdr-support@acr.org. Of course, you can also contact Dose Registry Support Services if you need help on this or any other Dose Index Registry issue.

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Dear NRDR User:

As part of the ongoing commitment by the ACR® to enhance our systems and protect NRDR participant data, the National Radiology Data Registry (NRDR) will institute single sign-on (SSO) technology on Dec. 1, 2020. The login enhancement, called ACR Login, employs technology from SSO market leader Okta that allows you to easily access your NRDR account, while keeping your information safe. This change will impact your NRDR login.

When Will This Happen?

On Tuesday, Dec. 1, you will receive an email prompting you to “Activate Your ACR Login.”  Once you click on the link, you will need to create a new password and a select a form of multifactor authentication to add an additional layer of security to your account. You will use this new information to access NRDR going forward. 

Action Required

Look for an email from “ACR” on Dec. 1, then create your new password and select your multifactor authentication to access your NRDR account.

Questions?

Learn more about the new ACR Login. If you have any questions, please contact nrdrsupport@acr.org

Sincerely, 

The ACR NRDR Team

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New Scanner Dose Review – A Unique DoseID Service

Generally speaking, today’s scanners are much more dose efficient than the ones they are replacing. When a site installs a new scanner I like to provide them with an overview of just how their doses changed so they can share their success within the institution.

One of my clients installed a new scanner a few months ago so I prepared my report for them. Their new scanner was imparting doses that were 30% to 80% lower than their previous scanner, depending upon the study group (RPID). That is, with the exception of one study – CT Brain. The doses for CT Brains were about 30% higher on the new scanner than they had been on the scanner they replaced. This seemed counter-intuitive to me so I decided to look into it a little further

My initial review found that CTDIvol was essentially identical between the two scanners. However, Total DLP was approximately 30% higher. The chart below plots both CTDIvol and Total DLP for CT Brain w/o Contrast studies for both the old scanner and the new scanner. Each dot represents a single study, and plots both the study’s CTDIvol and Total DLP. As you can see, the CTDIvol was consistent between scanners.  However, Total DLP was markedly higher on the new scanner.

CTDIvol essentially represents base scanner settings while DLP is based on CTDIvol, but then adds a scan length component (hence the name Dose Length Product).  Was it possible the protocol or some staff could be setting up the scans so they are scanning further (above and/or below) the desired area on the new scanner than they used to scan on the old one?  Were there other factors causing the increase?

To answer these question I ran the DIR’s Exam Detail Report which details the scan parameters of each irradiation event within a study, and includes data such as actual scan length, pitch factors used, kVp and scan rotation time.

The table below represents 3 studies from the old scanner in the top heavy-bordered section, and 3 studies from the new scanner in the lower heavy-bordered section. Each study is grouped using the same color-coding within each section.

The Exam Detail Report confirmed that the old and new scanner used approximately the same CTDIvol per study, but the new scanner’s Total DLP is approximately 30% higher than the scanner it replaced. It also showed that

  • The new scanner uses 3 irradiation events where the old scanner used 2 events
    • probably two scouts and one study acquisition event;
  • Scan length of the acquisition stage is longer on the new scanner;
  • Pitch is set to .625 on the new scanner (Spiral) and 1.0 on the old scanner (constant angle);
  • kVp is the same on both scanners; and,
  • Scan rotation is .75 seconds on the new scanner and 1 sec on the old scanner.

My role is not to recommend specific protocol changes. My role is to help facilities identify potential opportunities for dose reductions and point them in the right direction. To that end, I shared this information with the site so they could work with their radiologists, physicists, and application specialists to determine if there is an opportunity to reduce image dose while maintaining image quality. Perhaps the CT Brain protocol in use is the protocol this site wants and needs. But again, what struck me was that virtually ever other study group had significantly lower doses on the new scanner, except CT Brain. On that fact alone, I felt it was worth reviewing the exam details.

Given the information above, do you see a potential to reduce these doses? If so, where?

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Please keep Dose Registry Support Services in mind if you or your facility are looking for a low-cost, staff-friendly, and Joint Commission compliant dose monitoring solution. or more information visit www.doseregistry.com or email me by clicking here.  

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COVID-19 Impact Modeling Template for Radiology Groups and Imaging Centers

One of Radiology Executive’s primary responsibilities is to monitor and report on the financial health of their organizations. Given that many of imaging facilities and departments are ceasing to perform screening and other non-urgent imaging a Radiology group and Imaging Center cash flows could be seriously eroded. Some are reporting a 30% to 40% loss of volume, or more. Radiology executives should be modeling the near and mid-term impact these volume decreases have on cash flows at least through the end of the year. 

Historically, most community-based groups and physician owned imaging centers don’t retain a high level of cash reserves, which means they are exposed to sudden cash flow disruptions. Depending upon how long this COVID-19 related volume loss continues, Radiology groups and Imaging Centers could find themselves in a negative cash flow situation that erodes their cash reserves. 

Radiology groups and Imaging Centers need to take proactive steps to 1) understand the size of the potential impact; and 2) takes steps to ensure they have enough cash available to them to continue operations. 

I created a Cash Reserves Modeling template and am making it available here free of charge.

Click here to download. Instructions are included.

[A couple of people have asked if I provide consulting services to help them analyze their practice’s exposure. I am certainly willing to help in any way I am able. Click here to send me an email if you would like to discuss how I can help.]

The template allows users to estimate the impact anticipated revenue losses may have on group practices’ and imaging centers’ cash reserves across 5 different Scenarios. Users need to input historical revenues for both screening services and non-screening, historical expenses, and their current cash balance. The model allows users to enter different base loss percentages for Screening services (often 100% initially) and non-screening services (some are reporting up to a 30% to 40% loss in non-screening imaging services). The model uses varying “Recovery Rates” to create 5 different recovery Scenarios. Default recovery rates are provided. The template auto-calculates tables and a line chart based upon the variables entered.  

Please keep Dose Registry Support Services in mind if you or your facility are looking for a low-cost, staff-friendly, and Joint Commission compliant dose monitoring solution.

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DoseID: An affordable, effective, and staff friendly Dose Monitoring Solution

DoseID is an affordable, turn-key CT Dose Monitoring service for hospitals, health systems, imaging centers, and physician practices. Our DoseID service leverages your participation in the ACR’s Dose Index Registry to comply with The Joint Commission’s requirements to create Expected Dose Ranges for every study and then identify individual exams that exceed their expected range; and, it does so with little daily impact on staff and without having to purchase an expensive third-party solution.

  • Does your current solution require you to pay large annual maintenance fees or have dedicated staff to operate it?
  • Is your current solution complex and difficult to use, often to the point it goes unused? 
  • Is department management and/or staff frustrated with your current solution? 
  • Is your department struggling to understand or meet the Joint Commission’s requirement to establish expected dose ranges for every CT exam, identify studies that exceeded the upper threshold, and then review and analyze CT dose incidents – incidents? 
  • Would you like a less expensive solution that actually provides you with actionable information your staff can use?

If you answered “yes” to any of the above questions take a look at our DoseID program. We provide a yearly service at a cost less than many facilities spend in 1 to 3 months on other solutions, and we do most of the work for you. No hardware or software to purchase; no upfront costs; and, no long-term commitments. 

Our DoseID program is one of the most cost-effective and user-friendly CT dose optimization programs available designed to meet the Joint Commission’s dose incident identification requirements. We are able to do this because we leverage your participation in the ACR’s Dose Index Registry.  The DIR is a powerful tool, yet many facilities fail to grasp its utility or take advantage of it. We help you leverage your participation in it to optimize your doses and meet TJC’s requirements, and do so at a fraction of the cost of other programs.   

Don’t misunderstand – the expensive third-party platforms are wonderful products, particularly for health systems with large budgets and the staff to use them. I would never discourage anyone from purchasing one if they have the resources to purchase and use them. However, that is not the world many small to mid-sized community hospitals find themselves in today. DoseID is designed to meet the needs of facilities that want an effective program, but one which is also affordable and easy to implement and understand.   

Our DoseID service requires no up-front costs, no hardware or software to buy, and there are no annual maintenance or support fees to pay. Because this is a service, we do the work for you and work directly with staff to identify dose reduction opportunities. Simple, but very effective. Click here to see what our customers are saying.

For more information visit www.doseregistry.com or email me by clicking here.  

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Free 2 CE course: “Using the DIR to Implement an Effective CT Dose Monitoring Program and Meet The Joint Commission’s Dose Incident Identification Requirements.”

I just published the FREE independent study course I wrote of earlier titled “Using the DIR to Implement an Effective CT Dose Monitoring Program and Meet The Joint Commission’s Dose Incident Identification Requirements. The course consists of a 100 minute video presentation followed by a 16 question exam.  Registered Radiologic Technologists successfully completing the course will earn 2 CE credits.  However, anyone interested may take the course without taking the exam.  The course is available at www.doseregistry.com

Click on the Course title in the Featured Course menu along the right border.

Note: Users wishing to enroll in the course should first create an account on the website, then login and enroll in the course.    

In this course, I share with you

  • Why dose monitoring is important;
  • 4 of the most useful DIR Reports and how to generate them, including the new Interactive reports;
  • Tips to make Exam Name mapping easier, including how to use the Bulk Mapping option;
  • Success stories others have had using this approach, which provides additional insight for using the DIR;
  • Advice on assigning User Roles; and,
  • How to use the DIR to meet TJC’s Dose Incident Requirement without the need for expensive third-party dose monitoring systems.

As you will hear, the Dose Index Registry is a powerful tool. We only need to understand how to use it and what it is telling us.  At the end of this course you will have enough information to implement an effective, low cost dose monitoring and optimization program at your facility.  My real objective is to have Radiologic Technologists BECOME LEADERS in dose reduction within their institution.  The success stories you will hear are technologist-generated success stories which, in many cases, were then broadly shared within their organizations. 

Please share this with your management and technical staff if they would like to learn more about how to use the Dose Index Registry to reduce CT doses and implement a low-cost, yet effective CT dose optimization program and/or meet TJC’s Dose Incident Identification requirements, or simply want free CE.  If  you are a member of a state chapter or national association feel free to share it with them as well.  The course if free for all. 

Sincerely,
Mike Bohl
Dose Registry Support Servicers
mbohl@doseregistry.com

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About the speaker:  Michael Bohl founded Dose Registry Support Services in 2015 to support Radiology Departments’ use of the Dose Index Registry to optimize doses and meet The Joint Commission’s mandate to identify and review Dose Incidents.  Mr. Bohl is a nationally recognized speaker and has extensive experience in radiology group, imaging center, and hospital management.  He has authored several articles, including an article titled Meeting The Joint Commission’s Dose Incident Identification and External Benchmarking Requirements Using the ACR’s Dose Index Registry published in the August 2016 edition of the Journal of the American College of Radiology.  For more information see Mr. Bohl’s LinkedIn profile, visit www.doseregistry.com, or email us by clicking here.

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Coming March 2nd: FREE 2 CE Course – Using the Dose Index Registry . . .

Just a quick note announcing a FREE independent study course Dose Registry Support Services is making available to anyone interested (beginning March 2, 2020).   The course is titled “Using the DIR to Implement an Effective CT Dose Monitoring Program and Meet The Joint Commission’s Dose Incident Identification Requirements.”  

The course is comprised of a 100 minute video presentation followed by a 16 question exam, and is approved by the ASRT for 2 CE credits. The course will be available at www.doseregistry.com on March 2nd.  Users should create an account on the website, then login and enroll in the course.    

Please share this with your management and/or technical staff if they are interested in the Dose Index Registry or simply want free CE. 

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About this course: In this course, we share with you

  • Why dose monitoring is important;
  • 4 of the most useful DIR Reports and how to generate them, including the new Interactive reports;
  • Tips to make Exam Name mapping easier, including how to use the Bulk Mapping option;
  • Success stories others have had using this approach, which provides additional insight for using the DIR;
  • Advice on assigning User Roles; and,
  • How to use the DIR to meet TJC’s Dose Incident Requirement without the need for expensive third-party dose monitoring systems.

About the speaker:  Mike Bohl founded Dose Registry Support Services in 2015 in order to support Radiology Departments’ use of the Dose Index Registry to optimize doses and meet The Joint Commission’s mandate to identify and review Dose Incidents.  Mr. Bohl is a nationally recognized speaker and has extensive experience in radiology group and imaging center management.  He has authored several articles, including an article titled Meeting The Joint Commission’s Dose Incident Identification and External Benchmarking Requirements Using the ACR’s Dose Index Registry published in the August 2016 edition of the Journal of the American College of Radiology.  For more information visit www.doseregistry.com, or email us by clicking here.

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16 facilities (and growing) have made the switch

Lots of interest on our DoseID service at RSNA19, particularly from the physicist community who too often see their clients struggling to implement an effective program and/or have purchased expensive third-party systems that are, for all practical purposes, sitting on the shelf. The ACR’s DIR is all you need, and its (nearly) free. Contact me if you recognize yourself in the previous statement or want to learn how to leverage the DIR to implement an effective and Joint Commission compliant CT dose program. #JCAHO #ct

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Dose Registry Support Services Client Comment

I received this compliment from one of our client’s radiology managers this morning. “Thanks for all the information on this Mike.  I appreciate it!  I think this program is working well and has yielded some great dose reduction opportunities so far.  I also reviewed our dose incidents thoroughly with the JC physician surveyor recently and went really well.  I’m thinking it’s about time for us to schedule the next DIR work-group meeting as well.  Have a great weekend!”  Radiology Dept. Manager This multi-hospital health system was prepared to purchase a third-party platform at an annual cost across the system of between $80k to $100k each year. Instead, they are using our service which costs them less than 10% of what they nearly spent, and that is for all of the hospitals within their system. This means that, collectively, the health system is saving between $70k and $90k each year! Yet, they are have been able to make significant improvements reducing CT doses. If your facility is struggling to use your dose monitoring solution, or only using it to meet the Joint Commission’s Dose Incident reporting requirement, you are spending too much and/or getting too little. Dose Registry Support Services leverages your participation in the ACR’s Dose Index Registry to provide a comprehensive, joint commission compliant, and easy to understand dose optimization program.

Contact us to learn how we can lower your costs.  If you are attending RSNA and would like to meet at some point that week, let me know.