Radiologist Feedback Collection

We collect feedback from the interpreting radiologist for exams that are considered to be quality deficient.  The radiologist’s time and attention are valuable resources that cannot be significantly diverted from the primary work of interpreting exams. 

Keys to Collecting Radiologist Feedback

In QAISys^®, there are four keys that make it practical for the radiologist to provide feedback:

1. Only a few exams require feedback.
2. Providing feedback is quick and efficient.
3. Feedback is confidential and protected.
4. Feedback is utilized and is consequential.

The first key is that feedback is needed only for flawed exams (typically between 1% and 3% of exams).  This means that the radiologist might provide feedback on an average of one or two exams a day.

The second key is an efficient input mode.  This can be accomplished in a variety of ways as discussed in subsequent sections on this page.  Submitting feedback with QAISys^® is a “fire-and-forget” communication meaning that unless there is some urgent issue that must be immediately resolved there is no need for the radiologist to take further action regarding the communication.* 

The third key to collecting radiologist feedback is to assure confidentiality.  Since QAISys, Inc. is a Patient Safety Organization, radiologists can have confidence that the information provided will not be utilized to harm them, the technologist, or the healthcare organization.

The fourth key to obtaining radiologist feedback is to assure the radiologist that the information provided is consequential.  By incorporating the information into ratings that provide statistical context and enable common cause analysis, QAISys^® enables managers to make full use of the information to help minimize future occurrences of the quality detraction.  With QAISys^®, many radiologists find that the simple task of occasionally submitting feedback is well worth the benefit of having their concerns being effectively addressed by management.

Feedback Modes

QMS is designed to facilitate various modes of feedback collection.  The model that is applied is determined by the capabilities and preferences of each client.  There is no need to consider these modes exclusive.  It may be optimal to provide radiologists more than one option for feedback submission.

PACS-integrated Feedback Submission Model

QAISys, Inc. offers a simple utility that can be integrated with the interface of your PACS.  This is an efficient feedback model wherein the radiologist submits feedback by opening a simple dialogue box from the PACS interface.

The user name, password, and accession number are automatically pre-filled.  The radiologist can enter a simple note conveying the nature of the quality detraction to the quality manager.  This will send a feedback entry record to a data file that is subsequently sent to QMS.  The radiologist may even more quickly create a feedback entry record by simply selecting “Submit” without typing a note.  This simple “tag” will prompt the quality manager to investigate the exam further at the time of converting the feedback into a quality detraction within QMS.  See QAISys Method>Radiologist Feedback Conversion

Voicemail Feedback Submission Model

The client may designate a voicemail account for radiologist feedback.  This would enable the radiologist to simply speed-dial to the account from any phone and then dictate the exam accession number and feedback.  QMS provides a Feedback Entry Page that allows a manager or administrative assistant to transcribe feedback from the voicemail into QMS.  This page also sends email or text message notification to client-defined recipients.

Other Feedback Submission Models

There really is no limitation to the variety of communication modes.  Some 3^rd party PACS-integrated communication systems are helpful for real-time communications.  Data from these communications can be captured into a file and sent to QMS.  We have some clients whose radiologists prefer to convey feedback via email or even hand-written notes.  We are currently developing a smart-phone application that will provide yet another option for feedback submission.  One important consideration for all forms of communication is that they remain secure and in compliance with HITECH and HIPAA regulations.