r-scan project management* jennifer broder, md assistant professor tufts medical school lahey...

R-SCAN Project Management*

Jennifer Broder, MDAssistant Professor

Tufts Medical SchoolLahey Hospital and Medical Center

Burlington, MA

www.acr.org/rscan

* This presentation is a condensed version of the talk Dr. Broder presented at ACR 2015 Crossroads of Radiology®

What you will need to do: Project Management

• Decide: Which project is right for your group?– Which topic is most relevant to your practice?– Is there actually a problem?

• Near impossible to motivate participation if not

– Is it a priority for the department administration/section head?

• Who will back you up if you run into trouble?

– Is it a priority for the referring clinicians?

R-SCAN Topics

• We chose…Specialty Topic Societies

GU Do not recommend follow-up for patients with clinically inconsequential cysts

ACR

Lahey’s Topic

• Why this topic?– Massachusetts utilization data suggests very high usage of pelvic

ultrasound– Large hospital system; RIS search by ICD-9 codes demonstrated

over 600 pelvic ultrasounds per year reporting ovarian cysts– Recommendations from the Society of Radiologists in Ultrasound

now available regarding management of adnexal cysts• Follow up is not recommended for simple cysts up to 5 cm in

premenopausal females

Specialty Topic SocietiesGU Do not recommend follow-up for patients with

clinically inconsequential cystsACR

Lahey’s Topic

• Note:– This topic is a little different from the others– Evaluates radiologists recommendations rather than

provider’s orders

Specialty Topic SocietiesGU Do not recommend follow-up for patients with

clinically inconsequential cystsACR

What you will need to do: Project Management

• Become familiar with R-SCAN processes and resources

– Available on the ACR website:

www.acr.org/rscan

Project Management: Get to Know the R-SCAN Process

Project Management: Get to Know the R-SCAN Process

Project Management: Get to Know ACR’s Tools

• Log in to your dashboard with your ACR login

Project Management: Get to Know ACR’s Tools

• Dashboard = Step-by-step guidance • Allows you to register for any and all topics

Project Management: The R-SCAN Dashboard

• Connect directly to ACR Select from the dashboard to score your cases

Project Management: ACR Select

• Scoring the cases in ACR Select automatically generates reports.

Project Management: Online Data Collection Forms

Submission of “Project Completion Form” triggers notification to the ABR

Project Management: Educational Resources

Project Management: Your Team

• Develop your team wisely • Think through each member’s role before

you start.– Which radiologists will you work with?

• Who needs to participate in planning?• Who will review cases?• Will these individuals participate fully and in a timely

fashion?• If they don’t, do you have department leadership

(section head/chairperson) support to back you up?

Project Management: Your Team

• Which referring clinicians should be included in the project?

– Do you need to contact the leadership of your referring clinicians?

– Should the referring clinicians be involved in planning the project? Or be involved only as targets of the intervention?

– How are you going to communicate with them?

Project Management: Your Team

• What administrative support will you need? – Never underestimate the value of talking to your

RIS/IT folks before you start – Understand what your options are for how to

find the cases relevant to your project

Project Management: Making Your Plan

A 3-meeting format is useful here.• Meeting 1: Plan details

» Member roles» Scope of project» Timeline» Intervention

• Data entry• Meeting 2: Review results, plan intervention in detail • Intervention• Data entry• Meeting 3: Review results, discuss outcomes and next steps

Project Management: Be explicitName Responsibilities

Radiologist A Project lead, manage timeline and updates, coordinate with RIS review cases*

Radiologist B Review cases, identify/develop educational resources for referring clinicians

Radiologist C Review cases, conduct outreach to referring clinicians

RIS Manager Data mine cases x2, pre and post intervention

Referring Clinician A Organizes access to XYZ referring group for intervention

Project Management: Be explicitActivity Person responsible Expected Date of

CompletionCompleted?

Meeting #1 All participants Feb 1, 2015

Data Mine #1 RIS Manager Feb 7, 2015

Case Review #1 Radiologist ARadiologist BRadiologist C

Feb 14, 2015

Meeting #2 All participants Feb 16, 2015

Organize Intervention

Radiologist BReferring Clinician A

February 26, 2015

Perform Intervention

Radiologist C March 30, 2015

Project Management: Be explicitActivity Person responsible Expected Date of

CompletionCompleted?

Meeting #1 All participants Feb 1, 2015

Data Mine #1 RIS Manager Feb 7, 2015

Case Review #1 Radiologist ARadiologist BRadiologist C

Feb 14, 2015

Meeting #2 All participants Feb 16, 2015

Organize Education Strategy

Radiologist BReferring Clinician A

February 26, 2015

* Carry out Education

Radiologist C March 30, 2015

*This is a more complicated task that may have to have its own explicit timeline

Project Management: Be explicitActivity Person responsible Expected Date of

CompletionCompleted?

Data Mine #2 RIS Manager May 1 , 2015

Case Review #2 Radiologist ARadiologist BRadiologist C

May 7, 2015

Meeting #3 All participants May 14, 2015

Project Management: The Timeline

• Timeline and deadlines – Mutually agreed upon explicit dates – In writing

• Giving people less time to accomplish a task usually increases the likelihood it will get done

Project Management: The Timeline

• Group should meet weekly, even if virtually.– Weekly updates including

• Timeline• What’s completed• What’s pending• What’s delinquent

– May be just bulleted emails– Helps hold people accountable

Summary

• R-SCAN provides the topic, tools, and educational resources

• Bulk of your time is spent – Building relationships with your referring providers – Demonstrating how you add value to patient care

• Proactive project management is the key to successful completion

Questions?

Contact: RSCANinfo@acr.org