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CHITKARA UNIVERSITY
Fortis, Seshadripuram
Reengenering of the process flow in radiologydept.
Saurabh verma
5/28/2010
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Certificate
This is to certify that Saurabh Verma, a student of MBA Healthcare
Management of Chitkara University has carried out the project onreengenering of process flow in radiology department for Fortis
Hospital, Seshadripuram.
This project work has been prepared as a fulfillment of the requirement for
the degree of MBA Healthcare Management to be awarded by Chitkara
University. This work has not been presented earlier for any other academic
activity.
I wish him all success in life.
Dr. Sonika BakshiProgramme coordinator
MBA Healthcare ManagementChitkara University
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Declaration
I do, hereby, declare that the dissertation entitled Reengenering of process
flow in radiology department is an authentic work developed by me at,
Fortis Hospital, Seshadripuram, under the guidance of Mr. Shubarao and
submitted as a partial fulfillment of the degree of MBA Healthcare
Management to be awarded by Chitkara University.
I also declare that, any or all contents incorporated in this dissertation have not
been submitted in any form for the award of any degree or diploma of any other
institution or university.
Saurabh VermaRoll No. M090710028
MBA Healthcare Management
Chitkara University
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Acknowledgement
I take this opportunity to express my profound sense of gratitude and respect to
all those who helped me throughout the duration of the project. I express my
sincere gratitude and thankfulness towards Mr.Shuba Rao ofFortis Hospital,
Seshadripuram(Banglore) for his valuable time and guidance.
I feel privileged to offer my sincere thanks and deep sense of gratitude to
Dr. Sonika Bakshi, (programme coordinator, MBA Healthcare Management,
Chitkara University), for expressing confidence in me and providing support,
help & encouragement in completing the project.
I am grateful to all my friends for providing critical feedback & support
whenever required.
Last but not the least I thank the Almighty for bestowing his blessings.
I regret any inadvertent omissions.
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Table of content:Abstract
1. About Fortis Healthcare 012. About Fortis Shashadipuram3. Introduction to Radiology 02
4. Research Methodology 044.1.Objectives
4.2.Methodology4.2.1.Nature of study4.2.2.Sample4.2.3.Data collection tools4.2.4.Data analysis
5. Findings: 055.1.For research objective 1 06
5.1.1.Purchase 07
5.1.2.Receiving bay 085.1.3.Storage and redistribution 09
5.2.For research objective 2 12
6. Conclusion: 15
6.1.Summary 156.2.Recommendations 16
7. Limitations & Scope for future research 17
References
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Abstract
The purpose of the report is to understand and improvise the process flow in Radiology
Department in a hospital. In radiology department diagnosis take place using radiation. The
process flow includes fixing of appointment, sending of requisition form, test and giving
report. The process is different for IPD and OPD patients. In research an attempt was also
made to calculate TAT of radiology dept.
The research was carried out at Radiology department in Fortis Seshadripuram. Since, it was
a research to look after the process flow so it was carried out by interviewing the staff of
radiology dept. and taking in primary data available with them for TAT.
The quality and process flow in radiology department. Needs few improvisation, and the
authenticity of data hasto be increased by using the modified process flow and by cooperation
of all the people involved in radiology department services.
The IPD and OPD patients have different process flow and different methods for distribution
of report is used. In this OPD patients are given preference over IPD. Radiology dept, also
catter to people coming for health check-ups and they have the same procedure as OPD
patients with minor differences.
The reporting is done by using normal Microsoft word and is done by radiographer after the
hand written report is given by the Radiologist. This report is also stored as a word file for
future requirement if any.
The process flow in department is efficient but there can be some changes to improve it
further to match the high standards of other Fortis hospitals. Also steps need to be taken to
reduce the TAT along with increasing the authenticity of the data of radiology department,
which is very important to check the functioning of radiology department in future whenever
required.
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Chapter 1
1.1) About Fortis HealthCare:
Globally respected health care organization recognized for clinical excellence and
distinctive patient care
As the mission of Fortis healthcare states Fortis Healthcare Limited, is a leading healthcare
delivery company in India was formed with the vision of "creating a world-class integrated
healthcare delivery system in India, entailing the finest medical skills combined with
compassionate patient care".
From the pursuit of this mission emanates a passion to excel. At Fortis they have assembled
the finest talent in medicine, whether doctors, nurses, technicians or management
professionals across a wide spectrum of functions. They are backed up by state-of-the art
facilities and support infrastructure in each of the hospitals, which enables them to deliver the
highest quality of care.
Fortis Healthcare Limited, while it is one of Indias leading chain of Hospitals is
benchmarked to international standards and achieves quality through the relentless adherence
to protocols observed in some of the world's leading hospitals. Fortis Healthcare is engaged
in providing the latest in internationally recognised medical care to patients with a variety of
ailments and medical conditions.
The Network consists of Super Speciality Hospital Hubs that concentrate on one or more
specialities. These hospitals are interconnected to a larger network of multi-speciality
hospitals that ensures patient access to expert care for any speciality.
Within a little over8 years, Fortis Healthcare has grown as one of the largest and
internationally recognised healthcare chain. Now,Fortis healthcare limited, is a chain of 62
hospitals network of tertiary and quaternary level hospitals with super-specialty focus and
multi-specialty backbone.
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1.2) About Fortis Seshadripuram(Banglore):
Fortis Hospital Seshadripuram is a manifestation of the founders vision of medical care. An
environment where some of the best medical professionals doctors, nurses and technicians
dispense quality medical treatment.
The hospital, located at #65, 1st Main Road, Seshadripuram, Bangalore is a multi-speciality
hospital. It is also a centre of excellence in Advanced Urology with specialized facilities for
Urology, Nephrology and related concerns.
We provide a complete range of the latest diagnostic, medical and surgical facilities for the
quality healthcare of our patients. We are equipped with high end infrastructure and
equipment to provide excellent medical care for the community.
Facilities:
y 60 bedded Multi-Speciality medical centre with Day care facilities
y Diet clinic
y Physiotherapy
y 24 hour Emergency Care
y 24 hour well equipped ambulance service
y Diagonostics
o Comprehensive Lab medicine
o Radiology X-Ray, Ultrasound, Doppler
o NIC ECG, 2 DEcho, TMT, Holter
o EEG
o Urodynamics
y 24 hours pharmacy on the premises
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y 3 well equipped Laminar Flow Operation Theatres with all facilities (dragger lights
and pendants)
y Patient Care Areas to suit all economies
o 9 bedded ICU
o 6 bedded CCU
o 2 General wards - 12
bedded, 8 bedded
o 2 Suites
o 14 Deluxe rooms
o 2 Private rooms
o 7 Semiprivate rooms (14
beds)
o 10 bedded dialysis center
running 24 hours
Specialities
y Renal Sciences
o Urology
o Nephrology
y General Surgery
y General Surgery
y Plastic Surgery
y Oncology
y Gastroenterology
y Dermatology
y Neurology
y Pulmonology
y Neurosurgery
y Internal Medicine
y Gynaecology and Obs
y Orthopedic & Trauma Care
y Dentistry
y Psychiatry
y ENT
y Vascular surgery
y Cardiology
y Preventive Health Checkup
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CENTRE OF EXELLENCE:
y Andrology and infertility
y Endourology
y Lap Urology
y Laser Urology
y Lithotripsy
y Pediatric Urology
y Reconstructive Urology
y Uro Oncology
y Laser Surgery
y Dialysis
y Lithotripsy
y Key Hole Surgery
y Enodoscopy and endoscopic
Surgeries
y Micro Surgery
y Hepatobilliary Surgery
.
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1.3) About Radiology Department:
Radiology is a branch of medicine that deals with the use of radioactive substances in
diagnosis and treatment of disease. It is the process of working and viewing inside the human
body without breaking the skin. By using radiant energy, which may take the form of x rays
or other types of radiation, we are able to diagnose and treat many diseases and injuries. Both
diagnostic and therapeutic radiology involve the use of ionizing radiation (Beta, Alpha,
Gamma, and x rays), with the exception of the MRI, which uses a magnetic field rather then
radiation.
Radiology is classified as being either diagnostic or therapeutic. Diagnostic radiology is an
evaluation of the body, by means of static or dynamic images or anatomy, physiology, and
alterations caused by injury or disease. Other images may be obtained by using ultrasound or
MRI, or by recording the activity of isotopes internally administered and deposited in certain
parts of our body. This practice is called nuclear radiology or nuclear medicine.This include
such techniques as a PET scan, or positron emission tomography, which uses patterns of the
positron decaying to study metabolism reactions in the body.
RADIOLOGY
X-RAY
ULTRA SOUND
SCAN/DOPPLER CT & MRI
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Another form of imaging is ultrasound. Ultrasound, which uses very high frequency
sound, is directed into the body. And because the tissue interference's reflect sound,
doctors are able to produce, by use of a computer, a photograph or moving image on a
television. Ultrasound has many application uses on the body, but is more commonly
used in examinations of the fetus during pregnancy, because use of radiation may affect
the outcome of the baby.
And last of the diagnostic imaging tools is the MRI. MRI, which stands for Magnetic
Resonance Imaging. Was a technique developed in the 1950's by Felix Bloch, and is the
most versatile, powerful, and sensitive tool in use. The process of MRI was originally
called NRI (Nuclear Resonance Imaging), but was found to be to confusing due to the
fact that MRI's don't use radioactivity and ionizing radiation. The MRI generates a very
powerful electromagnetic field, which allows the radiologist to generate thin-sectionimages of any part of the body. Also it can take these images from any direction or angle,
and is done without and surgical invasion. Another plus side to the MRI is The time it
take to perform, where as a CAT scan may take 30-60 min. A MRI may only take 15
minutes max.
The CT scan is an advanced form of x-ray technology, the difference between CT and the
traditional x-ray is that where an x-ray compresses three dimensional objects into The CT
scanner consists of two main parts - an x-ray source and a radiation detector located on
opposite sides of the patient's body. These can be rotated in order to obtain images of any
angle. A two dimensional image the CT scan retains the third dimensionThe patientlies down on a couch which slides into a large circular opening. The x-ray tube rotates
around the patient and a computer collects the results. These results are translated into
images that look like a "slice" of the person.People often have CT scans to further look at
an abnormality seen on another test such as an x-ray or an ultrasound. They may also
have a CT to check for specific symptoms such as pain or dizziness. People with cancer
may a CT to look for the spread of the disease.
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1.4) Radiology department in Seshadripuram:
It is 24 hr department.
Services:
X-ray
Ultrasound
Echo
ECG
TMT
Staff:
1 Radiologist Doctor
1 team head
2 radiographers
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1.5) Title:
Reengenering of process flow in Radiology Department.
1.6) Objective:
y To develop the existing process flow in the radiology department.
y To calculate the Procedure TAT of the services of radiology department.
y To calculate Reporting TAT of radiology department.
y To calculate Overall TAT of radiology department.
y To restructure the process flow.
1.7) Operational Definition:
TAT: Turn around time (tat) it is the time taken to complete a procedure and being ready for
re performing that step. It starts from the 1st step of any process and ends when the last step is
performed and is over.
Process Flow:It the sequence of steps that are required to be taken in an ordered sequence
for a process to be performed effectively and efficiently.
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Chapter 2
Review of literature:
Evaluation of performance by radiology faculty is extremelydifficult. Many of the attributes
that contribute to an excellentradiologist are difficult to define and even more difficult
to
measure. A number of difficulties in evaluating physicianperformance in general have been
identified. "Competency" hasbeen defined as a "complex set of behaviors built on the
componentsof knowledge, skills, and attitudes" [3]. It has been suggested
that ideal
performance measures should be evidence-based andbased on agreed-on standards, be
reproducible, be attributableto the individual physician, be encountered in adequate numbers
so that statistical evaluation is meaningful, and be feasibleto collect [4]. For most radiology
departments, identifyingsuch parameters may be difficult. It is often difficult to identify
reproducible, measurable, and available parameters that reflectthe true nature of what it
means to be a "competent" radiologist.
The purpose of our article is to describe a program for performance-based assessmentof
clinical radiology faculty for the purposes of reappointment. Theintent is to create a program
that fosters process improvement,meets JCAHO standards, and minimizes additional
paperwork anddata collection that are not already in process. This programis definitely a
work in progress and is by no means perfector universally applicable to all departments. We
continuallystrive to improve the program. In addition, with rapidly changing technology,
the
targets or parameters that should be measured are constantly changing.We hope that the
description of our program will serve as atemplate for performance-based review of faculty
that otherscan use as a reference in building programs that work for their
own departments.
The main emphasis in health care has been on quality and availability but increasing cost
pressure has made cost efficiency ever more relevant for nurses, technicians, and physicians.Within a hospital, the radiologist considerably influences the patient's length of stay through
the availability of service and diagnostic information. Therefore, coordinating and timing
radiologic examinations become increasingly more important. Physicians are not taught
organizational management during their medical education and residency training, and the
necessary expertise in economics is generally acquired through the literature or specialized
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courses. Beyond the medical service, the physicians are increasingly required to optimize
their work flow according to economic factors. This review introduces various tools for
process management and its application in radiology. By means of simple paper-based
methods, the work flow of most processes can be analyzed.
Four main areas of quality need to be addressed for a complete quality and safety program in
radiology: safety, process improvement, professional outcome assessment, and satisfaction.
These areas need to be coordinated by individuals who belong to a quality oversight
committee. Management of the data can be facilitated by using a quality scorecard that posts
relevant data for each operational group within a department. The ultimate goal is a cultural
shift in which all departmental workers assume responsibility for quality and safety
improvements and behave consistently with the core values of the organization. A road map
for thinking about quality and safety issues in radiology allows all of these areas to be tiedtogether.
Standards for TAT:
Procedure: 10mins
Reporting: 15mins
Overall: 25-30mins
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Chapter 3
Research Methodology
3.1) Research Methodology followed:
3.1.1) Nature of study:
In this study both descriptive study and explorative research method has been used.
For a part of study where process flow was to be developed descriptive research was
used as I went through the already existing process. Whereas, for calculating TAT and
developing new process flow explorative research was carried out.
3.1.2) Sample:
For the development of process flow the research was to be carried out by interacting
with the staff of radiology department and there are only people in radiology
department so had to interact with all of them so convenient samplingtechnique was
used.
For the purpose of calculating TAT random samplingwas done by taking recent data
of patients who came to radiology department during the week of project and selected
a data of5
0 patients for this purpose from the total patients who came.
3.1.3) Data collection tools:
The data was collected by researcher himself.
Since already existing process flow was to be developed so secondary data was taken
as it was to based on previous procedure. This data was collected by interviewing the
staff. It was an informal open ended question format interview. And also
observational survey was conducted by the researcher to look after modifications that
can be done to develop new process flow and reengineer it.
(Interview questions in annexure 1)
For the purpose of calculating TAT primary data was used and to capture primary
data and excel format was developed by the researcher as the already existing data
maintainence system with the radiology department wasnt upto mark.
(Previous and new format of excel sheets in annexure 2)
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3.1.4) Data analysis:
The data collected was studied and reviewed by the researcher. For the calculation of
TAT analysis was done by using basic mathematical tools. Which are as follows:
Procedure TAT: (Time at completion of procedure of testing) (Time at which
patient got requisition form filled for testing)
Reprting TAT: (Time at which report was printed) (Time at which procedure was
over)
Overall TAT: (Time at which report was printed) (Time at which patient got
requisition form filled for testing)
For the purpose of developing already existing process flow and developing new
process flow analysis on the basis of interview and observation was done.
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Chapter 4
Findings
4.1) Footfall:
Average Footfall (per day) in the given week:
X-ray:15
Ultrasound:8
Echo:2
TMT:3
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4.2) Process flow:
4.2.1) Process flow of IPD:
The process flow of IPD needs some modification as there are chances of lapses and also
work of GDA is increased by 1st
bringing requisition form and then bringing in the patient so
this can be modified.
Requisition sent from wards
Call made by radiology dept. to wards
Patient is shifted with GDAS
Test done
Patient sent back
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4.2.2) Process flow of OPD:
The process flow of OPD is perfect but some modifications are required when a patient
comes after getting a test prescribed from the doctor in the hospital, as at that time they come
to radiology department without requisition form and hence the data cant be maintained
properly by radiology department.
Patient goes to reception area
Comes to radiology dept. with
re uisition form
Test done
Patient is sent back
Reports handed over by reception
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4.2.3) Process flow of reporting:
Since the report is given in hand written from by the radiologist to the radiographer who then
types the report. This, leads to increment in the reporting TAT so this process flow needs
some modification in this area.
Test done by radiologist
Radiologist gives a report to
radio ra her
Radiographer types the report on
word file
Report print out taken
Radiologist checks the report and
si ns it
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4.3) TAT calculated:
Procedure TAT:
X-ray :11mins
Ultrasound:15mins
Reporting TAT:
X-ray :45mins
Ultrasound:42mins
Overall TAT:
y X-ray :56mins
y Ultrasound:57mins
Thus the TAT of radiology dept. is very high in reporting and overall when compared
to standards set that are given above. So there needs to be some change in the
reporting so that TAT can be reduced and brought in control.
4.4) Steps for Data Entry:
Separate register maintained for x-ray, ultrasound, ECG etc.
Radiographer makes the note of patient number, id, test, time taken.
After few days entry of data is made in excel sheet.
No authenticity of timings and load of entry is increased.
No separate column for time of report making.
The used format is in annexure 2.
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4.5) Shortcomings in radiology department:
Process flow doesnt allow proper time keeping.
Lack of staff/ work distribution.
No proper fixed format of reporting.
TAT in reporting.
Authenticity.
No proper format of data entry.
Delay to call IPD patients for test.
4.6) Conclusion:
In the findings chapter it has been observed that there are lot of modification that are required
in the process flow and the TAT has to be taken a special care and needs to be improved. The
flow is well designed and defined but few modifications are required. It is seen that though
radiology department plays a major role in process flow anad procedure but support of other
departments is required to imorove the services.
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Chapter 5
Conclusion
5.1) Summary:
Fortis Hospitals have gained remarkable brand reputation in a short span of time. It
operates through multi-specialty hospitals, providing healthcare in key specialty areas like
cardiac care, renal care, neuro-sciences, orthopedics, etc. To provide quality service, FHL
differentiated itself with its contemporaries in India by adopting unique hospital design,
services, and programmes that comply with international standards. The demographic shift
and higher longevity of Indian population offered tremendous opportunities to many
private corporate hospitals.
Fortis Seshadripuram is among few new acquisitions made by Fortis Healthcare in last few
years. Since, it was acquired from another hospital chain so few old processes are stioll
being followed which need to be changed and modified. All the processes are in the
process of modification and continual upgradation and check.
The research was based on the TAT and process flow in the radiology department. The
various functions performed by the department are:
i) Testing.
ii) Reporting.
iii) PHC
The radiology department works in a defined way in collaboration with other departments
like nursing, front desk etc. the process flow has some flaws and can be improved further.
With average footfall being not too high so some new methods can be used to improve the
services and the quality of services as risk factor involved is not that high.
The services of the radiology department is dependent on the prescription by on board
doctors of hospital and other doctors also. The process starts from the filling of requisition
form by the front desk or by the nursing station.
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The authenticity of data is not that high as there is no proper maintainence of data and the
record of time is kept by radiographer himself and no where else the time is mentioned so
there are chances of manipulation to keep the data within limits.
The record maintainence is also not done in a systematic way since it is also done by the
radiographer who is already overloaded and does the entry in the excel sheet that is
maintained by them once a week depending on the availability of time with the
radiographer.
Also, the data is mainly maintained in a written format which is prone to manipulations.
the data is maintained on the basis of uhid no. and the no. at which the patient comes to the
radiology department.
For testing if there are IPD and OPD patients at the same time then OPD patients are given
preference. Also, there is a portable X-ray machine in ICU which if required the
radiographer goes to ICU and conducts a test there at that time Radiology dept. is left
vacant.
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5.2) Recommendations:
5.2.1) For Radiology Dept.:
One attendant to be present there or proper work division.
OPD patient should get there radiology test billed before coming for test and carry
requisition form.
From wards a call should be made and requisition form should be sent with patient.
IPD patients should be given preference over OPD.
On requisition form there should be an option of entering time at the time of filing of
requisition form.
Reports should be typed directly by doctor.
Wards should make entry of test on HIS as soon as requisition form is sent.
The report should be typed using HIS system and a proper format is used.
Change in process flow.
(New suggested process flow in annexure 3)
5.2.2) For Hospital:.
Change in reception for lab.
Personal touch till patient leaves the hospital.
Cleaning of lift.
Dress coding (different dresses for GDA and Houskeeping staff)
Loose cash on counters.
Magazines in waiting areas.
Water cooler in OPD waiting.
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Chapter 6
6.1) Limitations:
y No authenticity of data.
y Lack of collaboration from other departments for carrying out some test runs
of new process.
y Less footfall so TAT cant be authenticised with large data.
y No authenticity of previous secondary data so secondary data cant be used for
the purpose.
6.2) Scope of future research:
y The study can be conducted on the new process flow suggested to radiology
dept.
y If possible test can be conducted for a longer span of time, with more data so
that it can be seen that how radiology department caters to heavy rush which it
hasnt faced till now.
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Annexure 1
Questions asked to staff:
y How is documentation done?
y What is average footfall?
y What is the process of patient coming to radiology department?
y Who all are linke din the process flow of radiology department?
y Who hands over the reports?
y How is data maintained?
y What is the staff strength and working hours?
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Annexure 2Previous data recording sheet:
For timings:
04-12-2010X-RAY
SL NO PATIENT NAME IP/OP IN TIME OUT TIME
1 MR.S.M. HEGDE OP 10-45AM 11-00AM
2 MR.RAGHU OP 11-05AM 11-15AM
3 MRS. SHAKUNTHALA OP 11-00AM 11-15AM
4 MRS. SULEKHA IP 11-20AM 11-30AM
5 MR.MOHD YOUSUF OP 1-45AM 12-15PM
6 MRS.SUSHMA GUPTHA OP 12-20PM 12-35PM
7 MR. MUNISWAMY NAIDU IP 2-30PM 2-45PM
8 MR.SUBRAMNI IP 3-00PM 3-15PM
9 MR. VISHWANATH IP 4-00PM 4-15PM
10 MRS.JAYAMMA IP 6-15PM 6-25PM
11 MR.MADAIAH IP 7-10PM 7-20PM12 MRS. PINKY CHAN DAWAT IP 8-10PM 8-30PM
13 MRS. LAKSHMAMMA IP 8-40PM 9-00PM
14 MR. KRISHNAPPA IP 10-30PM 10-45PM
U/S SCAN
SL NO PATIENT NAME IP/OP IN TIME OUT TIME
1 MR. NADEEM ANWAR OP 12.55PM 1.05PM
2 MR. SHIVANANDA OP 3.15PM 3.30PM
3 MR. MOIZ OP 3.30PM 3.40PM
4 MR. BORAMMA IP 1.55PM 2.15PM
5 MRS. SAROJA IP 2.20PM 2.40PM
6 MR. REHAMATH NAWAZ OP 4.30PM 4.45PM7 MR. PARAMA SHIVAM IP 2.45PM 2.55PM
8 MR.MANJUNATH KUMAR IP 3.00PM 2.55PM
9 MR. SIDDIQI ALDURAI OP 11.10AM 3.15PM
10 MR. MUNISWAMY NAIDU IP 4.50PM 5.00PM
11 MR. KADIRAPPA IP 1.30PM 1.40PM
12 MRS.SUSHMA GUPTHA OP 3.45PM 4.00PM
13 DR. KIRAN OP 1.10PM 1.20PM
14 MRS. SAVITHA KHANDELAWAL OP 12.45PM 12.55PM
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New format:
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ANNEXURE 3
New process flow for IPD:
Call made from wards to
radiolo y dept.
Call made by radiology dept. to wards
callin the atient
Patient is shifted with GDAS
and requisition form
Test done
Patient sent back
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ANNEXURE 4
New reporting process flow:
Test done by radiologist
Radiologist types the report
Radiographer takes the print out
using HIS
Radiologist checks the report and
si ns it
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References:
y Performance-Based Assessment of Radiology Faculty: A Practical Plan to
Promote Improvement and Meet JCAHO Standards
y Methods of process management in radiology]
[Article in German]Teichgrber UK, Gillessen C, Neumann F. Klinik fr
Strahlenheilkunde, Charit Campus Virchow-Klinikum, Humboldt-
Universitt zu Berlin. [email protected]
y Developing a Radiology Quality and Safety Program: A Primer1
1. C. Daniel Johnson, MD,2. Karl N. Krecke, MD,
3. Rafael Miranda,4. Catherine C. Roberts, MD and
5. Charles Denham, MD
y Lane F. Donnelly1
and Janet L. Strife
Landon BE, Normand SLT, Blumenthal D, Daley J. Physician clinical
performance assessment: prospects and barriers. JAMA2003;290:1183 1189
y Fortis healthcare private limited.y Wikipedia.