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®

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… SpecialtyTopicSocieties GUDo 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 SpecialtyTopicSocieties GUDo not recommend follow-up for patients with clinically inconsequential cysts ACR

Lahey’s Topic Note: – This topic is a little different from the others – Evaluates radiologists recommendations rather than provider’s orders SpecialtyTopicSocieties GUDo not recommend follow-up for patients with clinically inconsequential cysts ACR

What you will need to do: Project Management Become familiar with R-SCAN processes and resources – Available on the ACR website:

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 NameResponsibilities Radiologist AProject lead, manage timeline and updates, coordinate with RIS review cases* Radiologist BReview cases, identify/develop educational resources for referring clinicians Radiologist CReview cases, conduct outreach to referring clinicians RIS ManagerData mine cases x2, pre and post intervention Referring Clinician AOrganizes access to XYZ referring group for intervention

Project Management: Be explicit ActivityPerson responsibleExpected Date of Completion Completed? Meeting #1All participantsFeb 1, 2015 Data Mine #1RIS ManagerFeb 7, 2015 Case Review #1Radiologist A Radiologist B Radiologist C Feb 14, 2015 Meeting #2All participantsFeb 16, 2015 Organize Intervention Radiologist B Referring Clinician A February 26, 2015 Perform Intervention Radiologist CMarch 30, 2015

Project Management: Be explicit ActivityPerson responsibleExpected Date of Completion Completed? Meeting #1All participantsFeb 1, 2015 Data Mine #1RIS ManagerFeb 7, 2015 Case Review #1Radiologist A Radiologist B Radiologist C Feb 14, 2015 Meeting #2All participantsFeb 16, 2015 Organize Education Strategy Radiologist B Referring Clinician A February 26, 2015 * Carry out Education Radiologist CMarch 30, 2015

Project Management: Be explicit ActivityPerson responsibleExpected Date of Completion Completed? Data Mine #2RIS ManagerMay 1, 2015 Case Review #2Radiologist A Radiologist B Radiologist C May 7, 2015 Meeting #3All participantsMay 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 s – 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

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