R-SCAN Project Management*
Jennifer Broder, MD
Assistant Professor
Tufts Medical School
Lahey Hospital and Medical Center
Burlington, MA
* This presentation is a condensed version of the talk Dr. Broder presented at ACR 2015 Crossroads of Radiology®
www.acr.org/rscan
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
Specialty
Topic
Societies
GU
Do not recommend follow-up for patients with
clinically inconsequential cysts
ACR
• 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
Lahey’s Topic
Specialty
Topic
Societies
GU
Do not recommend follow-up for patients with
clinically inconsequential cysts
ACR
• Note:
– This topic is a little different from the others
– Evaluates radiologists recommendations rather than
provider’s orders
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 explicit
Name
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 explicit
Activity
Person responsible
Expected Date of
Completion
Meeting #1
All participants
Feb 1, 2015
Data Mine #1
RIS Manager
Feb 7, 2015
Case Review #1
Radiologist A
Radiologist B
Radiologist C
Feb 14, 2015
Meeting #2
All participants
Feb 16, 2015
Organize
Intervention
Radiologist B
Referring Clinician A
February 26, 2015
Perform
Intervention
Radiologist C
March 30, 2015
Completed?
Project Management: Be explicit
Activity
Person responsible
Expected Date of
Completion
Meeting #1
All participants
Feb 1, 2015
Data Mine #1
RIS Manager
Feb 7, 2015
Case Review #1
Radiologist A
Radiologist B
Radiologist C
Feb 14, 2015
Meeting #2
All participants
Feb 16, 2015
Organize
Education Strategy
Radiologist B
Referring Clinician A
February 26, 2015
* Carry out
Education
Radiologist C
March 30, 2015
Completed?
Project Management: Be explicit
Activity
Person responsible
Expected Date of
Completion
Data Mine #2
RIS Manager
May 1 , 2015
Case Review #2
Radiologist A
Radiologist B
Radiologist C
May 7, 2015
Meeting #3
All participants
May 14, 2015
Completed?
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