Image Exchange Portal

Transcription

1 Image Exchange Portal Approved By: Date Approved: 25 th January 2011 Trust Reference: C132/2016 Version: Supersedes: Author / Originator(s): Name of Responsible Committee/Individual: Imaging Clinical Business Unit Management Board n/a Latest Review Date April 2014 Helen Lang, Superintendent Radiographer Kevin Mulcahy, Consultant Radiologist Devinder Dhillon, Acting Radiology IT Manager Richard Jordan, Systems Manager, PACS Imaging Operations Group Next Review Date: October 2016 Guidance for Image Exchange Portal Page 1 of 16

2 CONTENTS Section 1 Introduction& Aims 3 2 Policy Scope 3 3 Roles and Responsibilities 3 4 Policy Statements, Standards, Procedures, Processes and Associated Documents 5 Education and Training 8 6 Process for Monitoring Compliance 8 Page 4 Appendices Page 1 Image Exchange Portal Quick Summary. Requesting Images 9 2 Image import form for use within UHL 12 3 Image export form to transfer images from UHL 13 Guidance for Image Exchange Portal Page 2 of 16

3 1 INTRODUCTION& Aims To give clear guidance and reflect the relevant processes involved in the working of the Image Exchange Portal (IEP). 2 POLICY SCOPE 2.1 AllHospital clinicians, Radiologists Radiographers and IT personnel (IBM). 2.2 Staff involved in the processes should have received appropriate training on the operation Portal and should comply with UHL Information Governance policy. 2.3 Records of training should be kept for all those staff required to operate the IEP. 3 ROLES AND RESPONSIBILITIES An overview of the individual, departmental and committee roles and responsibilities, including levels of responsibility and any education and training requirements 3.1 Responsibilities within the Organisation a) IBM b) Imaging and Medical Physics Operational Group c) Superintendent Radiographers d) All staff. It is the responsibility of the above to ensure that the Guidance is updated if and when the processes change. IBM and the Imaging operations group must ensure that all relevant staff are trained and records the training are available when required.. Guidance for Image Exchange Portal Page 3 of 16

4 4 POLICY STATEMENTS, STANDARDS*, PROCESSES*, PROCEDURES* AND ASSOCIATED DOCUMENTS Image Exchange Portal supporting clinicians and improving patient care The Image Exchange Portal (IEP) is a web-based application that allows healthcare professionals to securely transfer patient images from one hospital trust to another. The system has been deployed in increasing numbers of trusts since January 2010 and significant benefits are already being realised for both hospital staff and patients. Transfer of images by electronic means (IEP) is the preferred method of image transfer rather than CD in order to maximise data protection and to improve patient management by ensuring the images are available on PACS (Picture Archiving and Communication System) with any UHL images. Leicester is a now part of the trauma network, radiology have been asked to transfer Images to Nottingham out of hours where a trauma patient is being sent from Leicester to Nottingham. This agreement is for trauma patients in ED only, not for general IEP requests or transfers which remain the responsibility of IBM. It is important to note that In April 2014, it was carefully considered and agreed by the Imaging operational group that a change to establish IT practice was necessary to facilitate timely medical management of patients. Hospital clinicians outside of Radiology would therefore, be granted access to view unverified images on the UHL Picture Archiving Communications System (PACS). It is planned that from May 1 st 2014 these permissions will be granted to hospital clinicians. It is anticipated that this change may reduce the burden on the processes below especially in a medical emergency where timely access to imaging is essential. Despite this change it is critical that the routine processes regarding IEP (set out below) are followed and correct information governance is employed at all times. The transfer of images by the IEP is undertaken by IBM (Offshore team) Guidance for Image Exchange Portal Page 4 of 16

5 Normal working hours are 08:00 to 17:00 (Monday to Friday), Saturday Urgentrequest for A&E patients and the Glenfield CDUout of hours is supported by UHL Radiology, overseen by the Senior Radiographers and Superintendent Radiographers. Please see the process (Appendix 1) Images sent on CDROM (with a viewer tool) should be accessible on any computer. The IBM (Offshore team)(requestor) completes a simple request form on IEP containing the patient data (minimum data set required). This enables the providing trust to ensure it is sending the correct images back. The operator at the providing trust receives the request for the patient study in IEP and identifies the relevant study on their PACS workstation. The study is attached from the PACS to the request, and then sent to the IEP server. o The study is then available at the requesting trust. Time for transfer will depend upon the urgency of the request & number of request currently being processed. o From the IEP dashboard, the providing trust is notified when the study has been successfully made available for the requesting trust. IBM (Offshore team) downloads images from the IEP gateway and uploads the images to UHL PACS, creating an entry on the Radiology Information System (RIS). The RIS entry will clearly identify the images as imported and the report will have standard wording. Imported image from external source Please refer to performing hospital site for original report. Any addendum subsequently added to the report will be UHL generated. Process for Image Transfer All studies that are to be uploaded to UHL PACS, irrespective of their route of arrival into UHL, must be entered on RIS as part of the process, IBM (Offshore team). The patient must therefore be registered on HISS prior to sending the request for upload of images to PACS to enable this. Requesting Images that are outside UHL: UHL requestor contacts the IBM (Offshore team): Via request form (see attached appendix 1) or details to IBM (Offshore team). Information required must include: patient Name, DOB, Address, S number, (and NHS number if available), exam(s)& event date(s) and The Trust from which the images are required The person requesting the images to be sent on IEP 1. IBM (Offshore team)requests the images electronically from the sending Trust using the IEP 2. Providing Trust uploads the Images to the IEP. Guidance for Image Exchange Portal Page 5 of 16

6 3. IBM (Offshore team) downloads images from the IEP gateway please be aware of waiting time as this gateway is national and downloads can take some time. 4. IBM (Offshore team) uploads the images to UHL PACS and records the event on RIS as an import, using the exam code provided by the referring Trust (the event date on CRIS is the date the images were acquired not the date transferred or downloaded to PACS). Each imported examination requires a unique entry on CRIS. 5. IBM (Offshore team) notifies the UHL requester that the images are available.this notification will be via using a call ref no. for audit purposes. Images on IEP without a request form or missing details. IBM (Offshore team)will either contact UHL requestor if these details are available within the IEP request message or; Contact remote/sending Trust via IEP for the above details. Complete steps 4, 5 &6 as above If the IBM (Offshore team) are enable to establish the appropriate details via the above process within 2 weeks, the process will be aborted. Sending images from UHL to outside recipients: The UHL sender contacts the IBM (Offshore team); Via request form (see attached appendix 2) or details to ( address required) Details of the patient images to be sent; o S Number (and NHS number if available) o Date of exam(s) o Exam(s) o To which Trust o The recipient at the receiving Trust The IBM (Offshore team)will upload the images to the IEP Gateway and notify the receiving Trust and the UHL requester by . Authorisation and Registration of the image details onto RISand PACS system by UHL staff Irrespective of the method of transfer all incoming images require a formal (written) request to authorise the transfer. This will ensure good information governance practice is followed and electronic information is only available for the purpose required. Image transfers (electronic or CD) can be initiated by a clinician external to the trust or by approved UHL staffusually by an to the IBM (Offshore team)or completion of the attached form, (approved staff include clinicians, secretarial staff, MDT/clinic coordinators etc) Receipt of images by electronic transfer (or CD) does not ensure that the images will be uploaded into the Trust image data storage system (PACS).Images will only be Guidance for Image Exchange Portal Page 6 of 16

7 uploaded into PACS if the formal request has been received and only if the minimum data required is provided to enable the upload see below. Patients must already be registered on HISS and the requestmust include the following details: S number (Hospital No)(and NHS number if available) Patients Name, Patients Address, Patients DOB, The name of the hospital from which images are to be received The dates and modalities of the examinations required to be uploaded (Please note: In the absence of specific details, all DICOM images available on the disk or IEP will be uploaded.) The authorising UHL staff s contact details. All requests for image uploads will be recorded on the imaging IT helpdesk system. Guidance for Image Exchange Portal Page 7 of 16

8 5 EDUCATION AND TRAINING REQUIREMENTS All staff involved in the IEP process should have received either training directly from the Application manager IBM responsible for the Picture Archiving Communications System (PACS) or cascade training delegated to another senior member of staff. 6 PROCESS FOR VERSION CONTROL, DOCUMENT ARCHIVING AND REVIEW This document will be uploaded onto SharePoint and available for access by Staff through INsite. It will be stored and archived through this system. This guidance document will be reviewed after 2 year in order to incorporate any changes in practice. This will be reviewed by a Superintendent Radiographer and will be approved by the senior management structure. Guidance for Image Exchange Portal Page 8 of 16

9 Appendix 1 Image Exchange Portal Quick Summary. Requesting Images Navigate to website: Enter your NHS address and IEP Password, click Login. Confirm secure session. Once logged in, you will be presented with the Home screen (below). The Home screen is where you will find the main commands. The most commonly used commands will be Transfer and History. Note: Transfer is on the top command line whilst History is on the Dashboard, left hand side panel. Transfer tab The transfer will give you two options, to place: 1) New Request 2) New Transfer New Request to request new imagesto UHL (Import) New Transfer to transfer images outside of UHL (Export) Guidance for Image Exchange Portal Page 9 of 16

10 Requesting images 1) New Request:Enter the institution name or pick from the A-Z list using the Pick button. 2) Patient Data:Fill in the mandatory fields (in yellow) and specify the NHS number. It is not mandatory to fill in the patient address field, only when the NHS no is not available then these fields must be completed. 3) Requested Exam Information: In the Additional Comments field enter the details of the images you require, the type of scan/sand dates. Please ensure you specify who the requesting Clinician, Consultant and Department is, else your request maybe declined. 4) DICOM Header Details: Please insert the UHL Patient ID number, S number here. 5) Image Delivery Details: Leave the delivery node as UHLPACSWFM01. Images will arrive straight into our Failed Verification list. Select Priority. Normal is the default. Batch is overnight transfers and Blue Light is only to be used in emergencies. 6) Delivery Requirements: Date of when you need your images by, otherwise can be left blank. 7) Press Submit. History tab The History tab is a useful search tool that allows you to check the progress of your request. It also lets you search whether the images have been previously been sent. Use the History tab and the available search criteria to track the current status and progress of your request. Guidance for Image Exchange Portal Page 10 of 16

11 Action Tab The action tab is very useful. By selecting Details you can find more detailed information about the transaction. You can find or add useful messages here. Statuses New Not looked at yet. Started Transaction acknowledged & is uploading. Downloading Currently downloading into our PACS. Download Request Download is in a que and will start once the other transactions finish. Delivered Delivered to our PACS Failed Verification. On IEP Not on our PACS yet but available to download from IEP after selecting download. Failed Transaction has failed, check details for further details why. Decline Declined by sending Institution, check details for further details why. Guidance for Image Exchange Portal Page 11 of 16

12 APPENDIX 2 - Image import form for use within UHL Request for Import of images to UHL PACS (Impax) Please ensure all fields are completed. Are Studies being imported from CD or uploaded via link (IEP)? If Link Which site / Trust are studies being sent from? If CD Will you be collecting CD or is it for disposal after import? CD Collect/dispose* * delete as appropriate UHL staff contact details Name Comments Contact No Patient Details Name UHLHospital No Address Date of Birth NHS No GP Details Attach UHL hospital label if possible Examinations required on UHL PACS system: Date required by: ****** For use by UHL Imaging IT ****** IBM (Offshore team) Call ref Imaging up loaded by Images fixed up by Guidance for Image Exchange Portal Page 12 of 16

13 APPENDIX 3- Image export form to transfer images from UHL Request for Export of images from UHL PACS (Impax) Please ensure all fields are completed. Are Studies being exported by CD or sent via link (IEP)? If Link Which site / Trust are studies being sent to? UHL staff contact details Name Comments Additional instructions Contact No Patient Details Name UHLHospital No Date of Procedure Exam Code(s) Date of Birth NHS No Date Required ****** For use by UHL Imaging IT ****** IBM (Offshore team)call ref Imaging up loaded by Date Imaging sent Guidance for Image Exchange Portal Page 13 of 16

14 Appendix 4 Guidelines for clinicians required to view unverified Images 1. Log into PACS as normal 2. Select advanced search Guidance for Image Exchange Portal Page 14 of 16

15 3. Add search criteria S No: & His Ris Verified 4 Perform search. Guidance for Image Exchange Portal Page 15 of 16

16 Please Note: It is the responsibility of the clinician reviewing the unverified images to ensure that the image verification will be completed. This will involve creating a call reference using the LAN Desk facility for IMT by calling 8000 to have this scheduled for the attention of IMT. or Any other issues regarding this process should be referred to IMT using the same above. Guidance for Image Exchange Portal Page 16 of 16