What Is the Radiology Workflow?

Doctors partner with radiology departments to take imaging studies of a patient’s internal systems. X-rays, MRI scans, and other images ultimately help physicians diagnose and treat patients. For this process to be a success, the radiology workflow must be smooth and efficient.

This workflow encompasses the full cycle from an initial order through archiving the imaging data. Multiple parties take part in the process, including referring physicians, radiologists, technologists, administrative staff, and patients. If you’re looking to improve health outcomes, turnaround times, and department revenue, you’ll need to focus on making the workflow as efficient as possible.

Key Takeaways

• Definition of radiology workflow as the full lifecycle from order entry through archival
• Clear sequencing of stages: order, scheduling, preparation, acquisition, interpretation, reporting, communication, and storage
• Explanation of the multiple stakeholders involved, including referring providers, technologists, radiologists, administrative staff, and patients
• The connection between workflow efficiency and outcomes such as patient trust, turnaround time, accuracy, and departmental profitability
• Framing workflow optimization as both a clinical and operational priority

Find out how to analyze the current state of your operations and make positive changes.

Step-by-step breakdown of the radiology workflow

Radiology workflow refers to the cycle that clinicians and patients go through when ordering, taking, and reviewing diagnostic images. Be mindful of how each of these steps impacts the patient experience. Any type of misstep early in the process can have a ripple effect later on.

Order entry and clinical indication

Healthcare providers need some indication that patient images are necessary. When they order the tests, radiology departments should receive accurate information about the patient’s condition and the necessary modality.

Patient scheduling

Once radiology professionals receive test orders, they need to coordinate with the patient to make an appointment. Prioritize clear, timely communication throughout the scheduling process. For example, appointment confirmation and reminder messages reduce the risk of no-shows.

Consistent communication with healthcare teams also plays a key role in patient satisfaction rates.

Patient preparation

Patients who come to their appointment unprepared could create problems within radiology practices. To prevent delays or the need for repeat imaging, staff should have standardized protocols for preparing patients. For instance, someone needing an MRI scan may have to follow different pre-care instructions than someone receiving a CT scan.

Patient positioning and image acquisition

When the radiology workflow reaches this stage, the technologist plays a vital role. It’s their job to make the patient comfortable while ensuring they’re positioned correctly for the scan. Technologists have to balance patient safety and protocols for efficient imaging.

When the imaging equipment fails to produce a clear scan, proper positioning may be to blame. Repeat scans become necessary, disrupting the normal workflow.

Metadata entry and its downstream impact

Before a radiologist reviews imaging studies, image processing begins with the right metadata. Artificial intelligence looks for key identifiers like exam codes, descriptions of the study, and even protected health information. AI tools can be a game-changer for the field, offering fast insights that enable radiologists to make accurate diagnoses.

In addition to its potential impact on diagnostic findings, accurate metadata is crucial for billing purposes. The billing and payment process could become much more complicated if clinics don’t prioritize accurate metadata.

Image routing, processing, and storage

Standardized protocols ensure that images move through the necessary systems before professionals can proceed. At this stage, they’ll utilize three essential tools:

• Radiology information systems: With an RIS, the radiology workflows can become more efficient. Providers use these systems for everything from scheduling tests to storing orders and even reporting the status of each order.
• Picture archiving and communication systems: Experts use PACS to retrieve, store, and transfer imaging data.
• Vendor-neutral archives: Like a PACS, the purpose of a VNA system is to allow providers to archive and access images. However, it supports all of the formats that PACS vendors use, allowing for seamless interoperability.

These channels make it easy to store and access information, thus contributing to a radiology workflow’s efficiency.

Image interpretation

Following image acquisition and storage, radiologists can step in and view the studies. They often evaluate the images from a dedicated workstation and compare the new data with a patient’s previous studies.

Modern clinics expedite the evaluation process with AI tools. Software assesses the images to point out any abnormalities or trends. With this information in mind, a healthcare professional will review the image and make a final diagnosis.

Reporting and results communication

It doesn’t matter if the studies indicate a serious problem or come back normal. Radiology departments have to give physicians the results promptly. The time it takes teams to report their findings has a major impact on patient care.

Both patients and referring physicians expect results as quickly as possible so they can discuss treatment decisions. Use standardized templates to report all modality results and enhance efficiency.

Post-procedure follow-up

The final step in the radiology workflow is following up with both patients and their referring providers. Would a patient choose to return to the clinic based on their experience? Will providers have issues with the process and think about referring other care teams?

Collecting feedback from both parties helps clinics improve. As teams gather responses from automated surveys or reviews, they can use the feedback to adjust their workflow.

How radiology workflow impacts patient care

There is a clear cause-and-effect relationship between your healthcare workflow and the quality of care. Your operations should center around giving patients the best possible care. If you’re looking to improve in this area, focus on the following goals.

Timeliness in diagnosis and treatment

Faster image analysis and reporting means fewer delays for patients. Minimize the time it takes from the scheduling process until they receive their diagnosis. Once they have a proper diagnosis, their physician can start discussing treatment plans and walk them through the next steps.

Enhanced patient experience

Patients can feel anxious or confused before imaging. Proactive communication could reduce their anxiety and let them know what to expect. Going into their appointment with a full understanding of the process makes for a better overall experience.

Improved accuracy and reliability

Standardizing your protocols helps reduce human error or misinterpretation. Work on optimizing your image quality and reporting standards so patients receive accurate diagnoses.

Cost effectiveness

An inefficient workflow could directly impact the patient’s finances. For example, errors during image acquisition may require repeat scans. Not only will it take more time to reach a diagnosis, but additional appointments mean more medical bills.

Improving your workflow is a realistic way to keep the experience cost-effective for patients and your bottom line.

Benefits of an improved radiology workflow

Improving your workflow doesn’t just benefit the patient. Your entire practice can reap the following advantages:

• Minimal interruptions: Enjoy smoother daily operations and prevent frustrating delays as patients go through the entire cycle.
• Improved patient perceptions: Clear communication lets patients know exactly what to expect and helps them feel confident in your care.
• Improved staff perceptions: Your own team will have more time for patients when you address the most stressful aspects of the workflow. Staff morale may improve as a result.

Radiology workflow challenges

Enhancing your workflow won’t always be easy. Some systemic barriers pose problems for teams that treat a high volume of patients. Some of the biggest obstacles facing radiology professionals include:

• Electronic data exchange barriers: Incomplete data transfers make it difficult to coordinate with referring doctors. As a result, staff face delays while completing a manual workaround.
• Billing and coding complexity: Inaccurate metadata could lead to billing errors. Reimbursement delays will likely follow.
• Interpretation pressures: Radiologists could struggle to find a balance when providing fast turnarounds for a high volume of patients. Their reporting should be timely and accurate, which puts pressure on their shoulders.
• Workload balancing: All radiologists in a clinic should have a balanced workload to prevent burnout and inconsistent turnaround times.
• Managing disparate systems: Staff may be limited to more manual processes when they rely on fragmented radiology systems. Use technology that promotes interoperability, such as VNA systems.
• Competing demands: When radiologists have to devote more time to administrative tasks, they’re unable to focus solely on diagnostics.

Common bottlenecks in radiology workflows

Friction typically occurs at select stages of the workflow. Recognizing common bottlenecks and the issues they cause is the key to optimizing your operations. Be mindful of the following issues:

• Missed calls
• Inefficient scheduling
• Incorrect or incomplete metadata
• Delays between image acquisition and interpretation
• Fragmented RIS and PACS systems
• Lack of automated communication
• No-shows and last-minute cancellations

Each of these problems may be limited to a certain stage, but they all impact the remainder of the workflow.

Workflow optimization strategies for every stage

Common bottlenecks don’t have to hinder your operations. Avoid these hurdles by focusing on stage-specific improvements, such as:

• A simpler scheduling process: Self-scheduling options give patients more flexibility, while automated reminders prevent no-shows.
• Standardized technologist protocols: Every radiology tech should follow the same procedures while positioning patients for scans. Automated metadata validation further enhances consistency at this stage.
• Imaging flow optimization: Integration of RIS, PACS, and EMR technology supports a smoother path from acquisition to interpretation.
• Streamlined reporting: Shorten your reporting timeline by using structured templates. Consider implementing speech recognition tools to reduce the need for manual edits.
• Greater coordination: Maintain excellent communication with both patients and healthcare providers by implementing automated notifications.

Key metrics to track for a high-performing radiology workflow

Once you implement new strategies, how can you tell if they’re working? Track the following for a better idea:

• Turnaround time
• No-show rate
• Communication responsiveness
• Repeat scan frequency
• Referrer satisfaction
• Scheduling efficiency
• Modality utilization

The role of AI, automation, and emerging technology in radiology workflows

Practices that leverage automated technology enjoy faster workflows. AI-powered tools detect trends to better prioritize cases. Automated routing promotes enhanced collaboration, and predictive scheduling for staff helps reduce burnout.

How Weave supports radiology departments

Any disruption in the workflow can have a significant impact on patients. Weave’s communication platform helps you stay connected with features like two-way texting, automated reminders, and digital intake tools. Receive a detailed analysis of call logs to continuously improve your phone communication.

With a unified communication and scheduling platform, patients and healthcare professionals can prevent friction. Optimizing the front end of the workflow, such as scheduling and confirming appointments, reduces the risk of patient no-shows. As a result, practitioners can make the most of their resources.

The bottom line

Reap the benefits of an improved radiology workflow with Weave. Overcoming common challenges is made easy with our all-in-one platform. Request a demo today to see how it can enhance your practice.

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