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November 5 , 2007

A 14-Step RIS/PACS Selection Process
Radiology Today
Vol. 8 No. 22 P. 14

Editor’s Note: This article is adapted from a white paper originally published by Merge Healthcare and reprinted with permission.

Executing these steps throughout the RIS/PACS selection process will help achieve a smoother, more efficient experience and quicker implementation starting point for your facility. Follow the steps below and document the information uncovered as your facility works through these steps.

1. Lay out a timeline of when the key actions need to be completed. Consider the target dates you have in mind for these key actions and start backwards from the system “go live” date. Determine how long each action will take internally and discuss timing and expectations with your vendor and possibly other vendors, depending on the integrations you will require. Plug the specific actions and dates in your timeline.

2. Determine the key person/team managing the RIS/PACS selection, as well as the key person handling the implementation. The implementation project manager should be included on the selection team. Make this team small but effective. Solicit the opinions of key users with certain areas of expertise at the appropriate times. For example, bring in your scheduler to review the product’s scheduling functionality. Also, have radiologists review the diagnostic workstation and keep your facility’s IT manager in the loop throughout the entire process.

Typically, you cannot expect to please all users. It is also unrealistic to expect to find a system that is a perfect match with your facility. You will achieve positive results with a system that is a 90% fit.

3. Determine the specific workflow and business objectives you want to achieve by implementing a RIS/PACS. Typical objectives include the following:

• increase efficiencies in workflow and image routing distribution;

• integrate or automate front office and billing processing with electronic claims submission to accelerate cash flow and reduce lost charges;

• increase understanding of the revenue stream through reporting capabilities, allowing for increased marketing opportunities and more referrals;

• reduce film storage, retrieval, and distribution costs;

• improve communication between radiologists and transcriptionists to reduce errors and improve report turnaround time; and

• increase referring physician satisfaction and repeat business by a quicker scheduling process, faster report delivery, and easy access to patient information and status tracking.

4. Determine the criteria (in order of priority) for selecting the RIS/PACS based on your needs. Some common criteria include the following:

• overall approach to radiology workflow;

• specific functionality (scheduling, diagnostic workstation tools, billing, etc);

• interconnectivity, interoperability, and integration capabilities within the RIS/PACS, as well as to external systems and modalities;

• implementation approach (Oftentimes, this is not given enough weight.);

• support services; and

• vendor’s company structure, philosophy, people, future product path, and industry alliances.

5. Research and shop around. Search the Internet. Talk to peers. Talk to vendors and ask questions. Ask vendors to provide you with a quote. Determine pricing ranges and models and discuss licensing arrangements. Make sure you are looking at the same functionality, interfaces, and services when comparing vendors.

6. Review a product demonstration. Most vendors can conduct a software demonstration via the Internet, which can speed up the process and allows more convenience when scheduling staff. Make sure the vendor shows or explains your key selection criteria items.

7. Narrow your selection down to three vendors that most closely meet your needs.

8. Conduct an on-site vendor meeting to review the proposal and have in-depth conversations regarding the vendor’s system deployment. After reviewing the vendor’s quote, determine the total system cost, including software, hardware, interfaces, implementation, training, and support.

9. Select your “vendor of choice” based on your previously defined selection criteria and research done so far.

10. Thoroughly check references.

11. If necessary, have your vendor of choice arrange a visit to a site using their product to confirm that your choice is a good one and help finalize the selection process. Having well-defined selection criteria will eliminate the necessity to go on multiple site visits, which can be costly, time-consuming, and confusing.

12. Determine and execute your internal management action steps required to complete the agreement. This stage is typically when the process is delayed. If no plan is set in motion, it is easy to miss the targeted contract execution date and subsequent “go live” date.

Although this seems obvious, executive commitment to the purchase prior to the start of the selection process will help ensure timely contract execution and system implementation.

13. Negotiate price, terms, and conditions.

14. Sign and execute the agreement.

— Merge Healthcare develops medical imaging and information management software and services. Merge’s solutions use technologies designed to accelerate market delivery for original equipment manufacturer customers and improve imaging productivity and enhance the quality of patient care for end users. For additional information, visit www.mergehealthcare.com.