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CASE STUDIES IN CLINICAL PRACTICE MANAGEMENT Integrating a Community Hospital-Based Radiology Department With an Academic Medical Center Cheryl R. Croft, RN, MBA, Richard Dial, BS, RT(R), Gary Doyle, RT(R), Jennifer Schaadt, MBA, MS, Linda Merchant, BS PROBLEM IDENTIFICATION AND BACKGROUND The growing trend in US health care continues to be consolidation. Sixty percent of hospitals are now part of health systems, up 7 percentage points from a decade ago. In fact, between 2007 and 2012, 432 hospital merger-and-acquisition deals were announced, involving 835 hospitals [1]. This article outlines a 5-year imaging asset plan and radiology workflow observation from the integration of a small community hospital in Waycross, Georgia (Satilla Regional Medical Center [SRMC]) with the Mayo Clinic in Florida. SRMC is a 231-bed community hospital with an outpatient imaging center. Waycross’s service area is in rural southeastern Georgia and does not overlap with that of the Mayo Clinic in Florida. The Mayo Clinic is a nonprofit medical practice and research group with locations in Rochester, Minnesota; Scottsdale, Arizona; and Jacksonville, Florida. The practice specializes in managing difficult cases through tertiary care. In March 2012, leaders from SRMC and the Mayo Clinic signed an agreement to integrate SRMC with the Mayo Clinic in Florida. On May 1, 2012, SRMC became the Mayo Clinic Health System in Waycross. 300 The type of radiology practice influences equipment selection on the basis of capital availability, the presence of subspecialties (vascular, diagnostic, neurologic, nuclear, pediatric), education and research affiliations, advances in digital technology and IT-enabled teleradiology coverage 24/7/365, and access to subspecialists (ie, neuroradiology and breast imaging). Smaller, geographically isolated hospitals benefit from teleradiology, but this often requires advanced equipment, data-transfer capabilities, and imaging quality, particularly for specialist interpretation and expertise [2]. These factors must be considered at both institutions when merging radiology departments. Decisions regarding continued outsourcing of teleradiology services or hiring radiologists into a shared radiology service will shape the recruiting, hiring, and equipment decisions for the radiology department. A distinct benefit of the shared service is the ability to use radiologists within the system for subspecialty interpretations, building camaraderie with radiology and other clinical staff members. Equipment standardization is an important component in asset planning, as are training and education. Technologists must be trained and comfortable on all equipment, as this affects their workflow and efficiency, as well as the quality of the images radiologists must interpret. WHAT WE DID Mayo put together a team of clinicians and workflow consultants to review inpatient and outpatient radiology equipment, portable equipment (C arms, portable radiography, and point-of-care ultrasound), cardiac catheterization laboratory angiography, injectors, and echocardiography. For strategic planning, the consultants ran an econometric report using primary and secondary service areas provided by Waycross. Econometrics uses statistical modeling on current population statistics, age, gender, race, economic indicators, payer mix, risk factors, chronic disease incidence, outpatient imaging utilization, and inpatient service-line trends to assist with forecasting and asset management. Current information regarding Waycross’s inventory, including manufacturer, serial and model numbers, equipment description, acquisition date, equipment location, service provider, and coverage and end-of-support status, were put into a spreadsheet (see online Table 1). An on-site visit validated the inventory and provided 1546-1440/15/$36.00 n ª 2016 American College of Radiology http://dx.doi.org/10.1016/j.jacr.2015.07.026 the opportunity to interview stakeholders. Approximately 14 staff members were interviewed, including radiology managers, lead technologists, department leaders (operating room, emergency department, intensive care unit), and schedulers. The interviews were informal, designed to ascertain equipment preferences, service issues, hours of operation, and staffing. Interviews were conducted in the respective departments to better understand equipment location, facility layout, and patient and staff workflow. The information from the interviewees, inventory analysis, and econometric data provided a foundation for determining the replacement priorities; other considerations included the following: n n n n n n Clinical obsolescence: Newer technology provides enhanced features, such as digital versus analog technology. Advantages of digital technology include faster turnaround times, higher productivity, faster acquisition of images, better spatial resolution, and reduced radiation dose to patients and staff members. Redundancy: The number of devices that can back up a device is inversely proportional to its need for replacement. Standardization: Training hours and the associated training costs are reduced with equipment standardization. Service hours: Unscheduled service of equipment prohibits patient access. Radiation dose: Does the equipment have lower dose capabilities and radiation dose monitoring software as per XR-29 regulations? [3] Utilization: Utilization is an indicator of clinical need, reflecting the level of device sophistication and/ or clinical applicability. It is also a direct indicator of device availability. High utilization is typically correlated with patient wait times, scheduling delays, and backlogs. Utilization calculations were calculated for all equipment (see online Table 2). It is important to note that utilization percentages calculated are not synonymous with CMS utilization rates. CMS sets a predetermined rate (currently 90%) estimating the percentage of time imaging equipment is used in the outpatient setting to calculate the technical component. The percentage is used for all modalities and is inversely proportional to reimbursement levels (ie, the higher the equipment utilization, the lower the reimbursement). Our inventory analyzed 61 devices. Online Table 3 lists the equipment to be retired, replaced, or redeployed; various decision criteria; as well as the associated savings in operating costs of $452,324. An additional potential benefit exists because equipment can be redeployed from the Jacksonville campus to the Waycross campus, resulting in significant savings in capital expenditures. After the completion of the asset management plan, consultants examined general radiology (radiography and fluoroscopy) workflow. The goal was to identify areas for standardization and to prepare for the conversion from computerized radiography, in place at Waycross, to digital radiography (DR), used at Jacksonville. Clinical areas observed at both facilities included outpatient-inpatient radiology, portables, fluoroscopy, and operating room C arm. Currentstate workflow maps were mapped at both Jacksonville and Waycross. A future-state radiology workflow for Waycross was developed using DR and integrating best practices from both institutions. The differences Journal of the American College of Radiology Croft et al n Case Studies in Clinical Practice Management from computerized radiography to DR workflow were minor in comparison with the workflow differences from the facility design, the patient population, and radiology information system and PACS vendors. At Waycross, there is uniform use of the current technology to its full functionality, with automated quality control mechanisms in place, and the addition of DR will further streamline the efficiencies in the central radiology department, with the largest impacts on the portables, C arms, and operating rooms. Certain workflow practices done in Jacksonville evolved from maximizing patient throughput. On specific days of the week, the outpatient clinic performs in excess of 345 examinations, compared with the average of 215 examinations. The high variability is a result of specialty clinic practices on certain days as well as hospital volumes. Because many patients travel great distances to Mayo Jacksonville, every effort is made to perform examinations on the clinic days, rather than scheduling separate visits. To accommodate these patients, keep patient wait times down, and maintain patient satisfaction, batching of certain clinical processes is done. Such processes would not be applicable to Waycross. As health care focuses on efficiencies and cost containment, facilities look to standardize where possible to improve workflow and clinical processes. Unique to radiology is whether to standardize imaging protocols across facilities. Imaging protocols outline in detail all the technical aspects of examinations. The use of standardized imaging protocols assists physicians in developing a subjective mental calibration for brightness and contrast levels seen on images. The disadvantage, however, lies in the difficulty of 301 enforcing the acquisition method across time and different institutions. Protocols are static and do not incorporate equipment or technology changes, patient factors, or techniques. As such, the use of standardized protocols applied across all facilities may be clinically impractical, resulting in longer scan times and an overall decrease in productivity [4]. The productivity, workload, technology, and scan complexity is inherently different in outpatient imaging centers, community hospitals, and tertiary care centers, even within the same system or network [5]. As such, standardization of protocols should be based on these considerations, providing the best imaging in a cost-effective and timely manner. OUTCOMES There is no shortage of case studies detailing successful and failed mergers, acquisitions, and integration. Most address culture to some degree, stating that attention to cultures should not be neglected, with involvement of all staff members, leaders, and management. A successful merger process also depends on attentive interactions with the external environment and the provision of an internal dynamic environment, fostering satisfaction and productivity of the entire staff [6]. The patient, community, and culture represent the external environment. With health care reform and increased coverage, the external environment and patient expectations become increasingly important as patients direct their own care, bear more responsibility for their care costs, and have more choices. Hospitals cannot eliminate radiology services, and almost all physician decisions are aided by imaging. Therefore, it is important to achieve a balance of integration to provide diagnostic accuracy in a timely and cost-effective manner while maintaining patient focus care and quality outcomes. ADDITIONAL RESOURCES Additional resources can be found online at: http://dx.doi.org/10.1016/ j.jacr.2015.07.026. REFERENCES 1. Cutler DM, Morton FS. Hospitals, market share, and consolidation. JAMA 2013;310: 1964-70. 2. Ritzer RJ. Subspecialty radiology: beyond the debate. Radiology Business Journal. Available at: http://www.radiologybusiness. com/topics/business/subspecialty-radiologybeyond-debate. Accessed August 14, 2015. 3. National Electrical Manufacturers Association. New MITA Smart Dose standard enhances dose optimization and management in CT equipment. Available at: http:// www.nema.org/news/Pages/New-MITA-SmartDose-Standard-Enhances-Dose-Optimizationand-Management-in-CT-Equipment.aspx. Accessed April 2014. 4. Bui AT. Medical imaging informatics. New York: Springer Science & Business Media; 2009. 5. US News & World Report. Available at: http:// health.usnews.com/helath-news/hospital-oftomorrow. Accessed October 4, 2014. 6. McGinnis RM. Merging two universities: the Medical University of Ohio and the University of Toledo. Acad Med 2007;82: 1187-95. Cheryl R. Croft, RN, MBA, Richard Dial, BS, RT(R), are from the Mayo Clinic Health System in Waycross, Waycross, Georgia. Gary Doyle, RT(R), is from the Mayo Clinic in Florida, Jacksonville, Florida. Jennifer Schaadt, MBA, MS, and Linda Merchant, BS, are from Siemens Corporation, Malverne, Pennsylvania. The co-authors served as consultants to Mayo Clinic Health System and received compensation for these services. Cheryl R. Croft, RN, MBA: Mayo Clinic Health System, 1900 Tebeau Street, Waycross, GA 31501; e-mail: croft.cheryl@mayo. edu. 302 Journal of the American College of Radiology Volume 13 n Number 3 n March 2016 Journal of the American College of Radiology Croft et al n Case Studies in Clinical Practice Management Table 1. Asset management inventory 302.e1 Building Main/OIC Main/OIC Main Department RAD RAD US Location RAD RAD Main RAD Main Echo Main Echo Main Echo OIC US Main Cath lab Main Cath lab Main Cath lab CCL1 Main Cath lab CCL2 Main CT Main CT OIC CT Main Main OIC OIC CT CT CT DEXA CCL2 Device Type Computed radiography PACS Radiofrequency ablation systems Radiographic units, mobile Scanning systems, US, cardiac Scanning systems, US, cardiac Scanning systems, US, cardiac Scanning systems, US, general purpose Injectors, contrast media, angiography Injectors, contrast media, angiography Radiographic/ fluoroscopic systems, cardiovascular Radiographic/ fluoroscopic systems, cardiovascular, UPS Injectors, contrast media, CT Injectors, contrast media, CT Injectors, contrast media, CT Scanning systems, CT Scanning systems, CT Scanning systems, CT Densitometers, bone DK2077 Acquisition Date 12/10/2008 8/1/2004 1/1/2008 Age (y) 6.6 11.0 7.6 Service Provider Provider 1 Provider 2 Provider 3 Coverage Parts/labor Support Vendor E 503-5400 4/1/2009 6.3 Provider 4 Parts/labor Vendor H V77626 6/1/2006 9.2 Provider 4 Vendor H V77623 6/1/2006 9.2 Provider 4 Vendor H VI3330 1/1/2011 4.6 Provider 4 Vendor H 116625435 4/1/2013 2.3 Provider 4 Warranty Vendor A IH-525501-001 6/1/2011 4.2 Provider 5 Parts/labor Vendor O 61318 1/1/1995 20.6 Provider 5 Parts/labor Vendor T 4888270 4/1/1989 26.3 Provider 5 Parts/labor Vendor Y 91002117 10/1/2011 3.8 Provider 5 Warranty Vendor O 32279 4/1/2009 6.3 Provider 5 Parts/labor Vendor O 35152 2/24/2006 9.4 Provider 5 Parts/labor Vendor O 300703220968 2/24/2006 9.4 Provider 5 Parts/labor 3041 10120 6283 2600 4/22/2009 8/22/2009 12/1/2010 9/30/1995 6.3 5.9 4.7 19.8 Provider Provider Provider Provider Gold Gold Gold Parts/labor OEM Vendor B Vendor C Vendor Vendor Vendor Vendor T T T Q Serial No. EOS 5 5 5 5 (continued) 302.e2 Table 1. Continued Journal of the American College of Radiology Volume 13 n Number 3 n March 2016 Building Main Department Mammo Location OIC Mammo Room 1 OIC Mammo Room 2 Main Mammo Main MRI MRI Main MRI MRI Main NM Main NM Main NM Main NM Main NM Main NM Office Main Main RAD RAD RAD Main RAD Office Main RAD RAD Room 6 OR RAD Device Type Radiographic units, mammography Radiographic units, mammography Radiographic units, mammography Biopsy image-guided stereotactic systems Injectors, contrast media, MRI Scanning systems, MRI Scanning systems, gamma camera Scanning systems, gamma camera, SPECT Scanning systems, gamma camera, SPECT Workstations, gamma camera/SPECT Workstations, gamma camera/SPECT Workstations, gamma camera/SPECT Radiographic units Radiographic units Radiographic units, mobile Radiographic units, mobile Radiographic units Film scanner OEM Vendor J Serial No. 6210 Acquisition Date 7/29/1999 Age (y) 16.0 Vendor J 6540 1/1/1996 Vendor J 6795 Vendor K 1201099 Vendor O Service Provider Provider 5 Coverage Parts/labor 19.6 Provider 5 Parts/labor 1/1/1997 18.6 Provider 5 Parts/labor 1/1/2000 15.6 Provider 5 Parts/labor 10/31/2005 9.7 Provider 5 Parts/labor EOS Vendor T 110498 4/22/2004 11.3 Provider 5 Gold Vendor T 3035 1/1/2005 10.6 Provider 5 Parts/labor Vendor T 4000649 1/1/2012 3.6 Provider 5 Parts/labor Vendor T 453560824741 1/1/2012 3.6 Provider 5 Parts/labor Vendor T 4/22/2009 6.3 Provider 5 Parts/labor Vendor T 8/22/2009 5.9 Provider 5 Parts/labor Provider 5 Parts/labor Provider 5 Provider 5 Provider 5 Parts/labor Parts/labor Parts/labor Vendor T FW00420540 1/1/1999 16.6 Vendor D Vendor H Vendor H 912287R608 279439WK4 1/1/2011 1/1/2008 1/1/1999 4.6 7.6 16.6 Vendor H 954543WKJ 6/22/2005 10.1 Provider 5 Parts/labor Vendor H Vendor L 912283R209 12/1/2008 8/1/2004 6.7 11.0 Provider 5 Provider 5 Parts/labor Parts/labor 2000 Journal of the American College of Radiology Croft et al n Case Studies in Clinical Practice Management Main RAD Surgery Main RAD Main RAD Room 5 Main RAD Surgery Main RAD Surgery Main RAD Room 3 Main RAD Room 4 Main RAD Surgery Main RAD Surgery OIC RAD Main Main Surgery US Main US Main US Main US Surgery Surgery Radiographic/ fluoroscopic systems, urologic Image digitization systems Radiographic/ fluoroscopic systems, general purpose Radiographic/ fluoroscopic units, mobile Radiographic/ fluoroscopic units, mobile Radiographic/ fluoroscopic systems, general purpose Radiographic/ fluoroscopic systems, general purpose Radiographic/ fluoroscopic units, mobile Radiographic/ fluoroscopic units, mobile Radiographic units Beta/gamma detector Scanning systems, US, general purpose Scanning systems, US, general purpose Scanning systems, US, general purpose Scanning systems, US, general purpose Vendor M c11207h306 1/1/2008 7.6 Provider 5 Parts/labor Vendor N 4411-A0200 3/1/2003 12.4 Provider 5 Parts/labor 109 1/1/1992 23.6 EOS Provider 5 Parts/labor Vendor R 69-2242 3/28/2000 15.3 07/01/1997 Provider 5 Parts/labor Vendor S 69-3427 3/28/2001 14.3 07/01/1997 Provider 5 Parts/labor Vendor T 84936 1/1/1993 22.6 Provider 5 Parts/labor Vendor T 84949 1/1/1993 22.6 Provider 5 Parts/labor Vendor T 867 >17 yrs Provider 5 Parts/labor Vendor T 4716270 >17 yrs Provider 5 Parts/labor Vendor X 8/31/2005 9.9 Provider 5 Parts/labor Vendor P Vendor H PA470-0704040701 13751827 196333YM9 1/1/1998 1/24/1999 17.6 16.5 Provider 5 Provider 5 Parts/labor Parts/labor Vendor H 66401US1 12/1/2007 7.7 Provider 5 Parts/labor Vendor H 77501US5 2/1/2005 10.5 Provider 5 Parts/labor Vendor H 113113US5 9/1/2012 2.9 Provider 5 Parts/labor NA EOS 302.e3 (continued) 302.e4 Table 1. Continued Building Main Department US Location OIC US Main US ICU Main Cath lab CCL1 Main US Main Cath lab CCL2 Main Main/OIC Mammo Mammo Room 1 Main US ED Device Type Scanning systems, US, general purpose, laptop Scanning systems, US, bone sonometry Scanning systems, US, general purpose Injectors, contrast media, angiography Scanning systems, US, vascular Radiographic/ fluoroscopic systems, cardiovascular Table, stereotactic biopsy Computer-aided detection systems, mammographic Scanning systems, US, general purpose OEM Vendor H Serial No. GEL196542 Acquisition Date 10/1/2008 Age (y) 6.8 Service Provider Provider 5 Coverage Parts/labor Vendor I 3123 1/1/1997 18.6 Provider 5 Parts/labor Vendor V 030WNL 12/1/1995 19.7 Provider 5 Parts/labor Vendor A IH-531212-011 11/1/2009 5.7 Provider 1 Parts/labor Vendor Z mls2l1111 4/1/2010 5.3 Provider 6 Parts/labor Vendor Y 11D422U 10/31/2011 3.7 Vendor F Vendor G 96121608 1/1/1999 2/1/2009 16.6 6.5 Vendor U 308 1/1/2013 2.6 EOS 10/01/2016 Warranty Parts/labor Warranty Journal of the American College of Radiology Volume 13 n Number 3 n March 2016 Note: Cath ¼ catheterization; CCL1 ¼ cardiac cath lab 1; CCL2 ¼ cardiac cath lab 2; DEXA ¼ dual-energy x-ray absorptiometry; Echo ¼ echocardiography; ED ¼ emergency department; EOS ¼ end of support; ICU ¼ intensive care unit; Mammo ¼ mammography; NM ¼ nuclear medicine; OIC ¼ outpatient imaging center; OR ¼ operating room; RAD ¼ radiology; SPECT ¼ single-photon emission computed tomography; US ¼ ultrasound. Table 2. Utilization rate calculations Facility Main Main Main Main OIC OIC Main Main Main OIC OIC Main Main Main Main Main Main Main Main Main Office OIC Main Main Main Main Main Main Main Main Main Main OIC Main Main Main Main Main Department Cath lab Cath lab CT CT CT DEXA Echo Echo Echo Mammo Mammo Mammo Mammo Mammo MRI MRI NM NM NM RAD RAD RAD RAD RAD RAD RAD RAD RAD RAD RAD RAD RAD US US US US US US Location CCL2 CCL1 Room 1 Room 2 MRI MRI Room 6 Surgery Surgery Surgery Surgery Room 3 Room 4 Room 5 Surgery Surgery Device Type Radiographic/fluoroscopic systems, cardiovascular Radiographic/fluoroscopic systems, cardiovascular Scanning systems, CT Scanning systems, CT Scanning systems, CT Densitometers, bone Scanning systems, US, cardiac Scanning systems, US, cardiac Scanning systems, US, cardiac Radiographic units, mammo Radiographic units, mammo Radiographic units, mammo Biopsy image-guided stereotactic systems Table, stereotactic biopsy Scanning systems, MRI Injectors, contrast media, MRI Scanning systems, gamma camera, SPECT Scanning systems, gamma camera, SPECT Scanning systems, gamma camera Radiographic units Radiographic units Radiographic units Radiographic/fluoroscopic units, mobile Radiographic/fluoroscopic units, mobile Radiographic/fluoroscopic units, mobile Radiographic units, mobile Radiographic units, mobile Radiographic/fluoroscopic systems, general-purpose Radiographic/fluoroscopic systems, general-purpose Radiographic/fluoroscopic systems, general-purpose Radiographic/fluoroscopic systems, urologic Radiographic/fluoroscopic units, mobile Scanning systems, US, general-purpose Scanning systems, US, general-purpose Scanning systems, US, general-purpose Scanning systems, US, general-purpose Scanning systems, US, general-purpose, laptop Scanning systems, US, vascular Utilization (%) 58 32 61 61 39 25 81 17 0 31 31 8 2 2 66 8 79 78 30 81 52 48 30 30 30 29 29 16 16 4 3 2 44 40 40 40 40 9 Note: Using a standard utilization rate or benchmark (ie, the number of procedures per year for all equipment is misleading). Best practice is to determine utilization for each individual piece of equipment using procedure volumes, scan times, and procedure types, as there can be large differences in specific equipment utilization due to staff availability, scan type, number of systems, equipment capability, location, and patient variables (ie, obesity, age, acuity, patient status). Abbreviations as in Table 1. Journal of the American College of Radiology Croft et al n Case Studies in Clinical Practice Management 302.e5 302.e6 Table 3. Equipment to be retired, replaced, or redeployed Recommendations C arm OR main (3) Cath lab, main (1) CT main DEXA bone density, OIC Echo, main Portable x-ray, main (3) US main MRI main NM Mammo main Stereotactic breast BX system Mammo OIC (2) Rad fluoro, main (2) Rad fluoro, main Age or Average Age (y) 17 10.9 4.7 18 2.8 15 8.8 9.6 9 18 14 18 21 22 (EOS) Average Replacement Cycle (y)* NA 11 8.3 NA 7.5 NA 8 8.7 12.8 8.5 NA 8.5 13.6 13.6 Utilization of Replacement Unit 30% 32% 61% 25% 0% 29% 40% 66% 30% 8% 2% 31% 8% 4% OP Market Growth % Demographic and Linear NA 10%, 29.1% 10%, 26.7% 3.3%, 27.3% NA NA 5.5%, 55.7% 6.7%, 32.7% 9.1%, 1.5% 4.6%, 8.7% NA 4.6%, 8.7% 6.5%, 24% 6.5%, 24% Redundancy Yes Yes Yes No Yes Yes Yes No Yes No No Yes Yes Yes Operational Efficiencies [ [ Strategic Service Line Growth Vascular Vascular Dose Reduction [ [ [ [ [ [ Neuro, ortho [ [ [ [ [ [ [ [ [ IR IR [ [ [ [ Estimated Service Cost Avoidance, 2014-2015 $9,804 $91,024 $5,940 $15,400 $4,524 $8,111 $157,310 $34,560 $57,774 $11,285 $16,008 $18,096 $22,488 $452,324 Journal of the American College of Radiology Volume 13 n Number 3 n March 2016 Note: BX ¼ biopsy; fluoro ¼ fluoroscopy; neuro ¼ neuroimaging; IR ¼ interventional radiology; NA ¼ not available; OP ¼ outpatient; ortho ¼ orthopedic imaging. Other abbreviations as in Table 1. *Sources: IMV 2010 Nuclear Medicine Market, IMV 2010 CT Lab Market Report, IMV 2010 MRI Market Report, IMV 2011 Interventional Angiography Lab Market, IMV 2013 X Ray/CR/DR Market Outlook Report, and IMV 2013 Cardiac Cath Lab Market Report (IMV Medical Information Division, Inc.); US Markets for Women’s Health Imaging Systems 2012 (Millennium Research Group). Analysis of the U.S. Medical Ultrasound Imaging Systems Market Growth to be Driven by Emerging Market Segments, 2011 (Frost and Sullivan, Aranibar R, Ruppar, D. Analysis of the U.S. Medical Ultrasound Imaging Systems Market. Market Engineering, N9CE-50, December 2011, Available at www.imvinfo.com).