Patient delays in MRI departments: Why and how to improve it 

Introduction

In radiology departments, delays in Magnetic Resonance Imaging (MRI) procedures can lead to workflow inefficiencies, prolonged patient wait times, loss of appointment slots, and decreased overall productivity. To address these delays effectively, a multifaceted and holistic approach is required—one that considers the entire patient pathway, from the booking of the scan to the final issue of the report. This article explores specific strategies to overcome these delays, with a focus on optimising communication, patient positioning, and the integration of advanced technologies. 

Efficient operation of imaging departments is crucial for timely diagnosis, managing patient expectations, and ensuring effective treatment planning. Delays in MRI procedures not only inconvenience patients but also strain resources and negatively impact the quality of healthcare delivery. Two key factors contributing to these delays are poor communication—both among staff and with patients—and improper or “lazy” patient positioning/scan explanation, which often necessitates repeated scans or prolongs the acquisition process. This article will explore these two primary areas of concern, offering practical solutions to mitigate these issues. 

Understanding the Causes

Delays are a persistent challenge for every imaging department, often occurring daily and significantly affecting the reputation of hospitals, clinics, and national health services worldwide. These delays frequently stem from a combination of high patient volume, poor communication, technical issues, and staffing challenges. Overbooking and tight schedules, common in departments trying to meet high demand, can backfire when patients arrive late, fail to show up, or require more time due to complex conditions. Technical malfunctions or maintenance issues with MRI machines further contribute to delays, particularly when the equipment is outdated or in need of repair. Additionally, a shortage of trained personnel or inefficient workflows can slow down the process, especially during shift changes or when staff are overworked and lacking “patience”. 

Patient-related factors, such as the need for longer preparation times, anxiety, or claustrophobia, also complicate the schedule. Administrative issues, like poor communication between departments or with patients, incomplete documentation, and workflow bottlenecks, exacerbate these delays. External factors, including transport delays, emergencies, and strict adherence to safety protocols and regulatory guidelines, can further disrupt the schedule, making it difficult to maintain efficiency. 

The most common sources of delays, however, often boil down to inadequate communication and poor patient positioning/scan explanation. Whether the communication breakdown occurs between staff members or between staff and patients—whether in person, over the phone, or through other media—the result is the same: inefficient operations and frustrated patients and staff. Improving these areas requires a deliberate focus on clear, direct, and consistent communication, as well as ensuring that patient positioning is done correctly the first time. 

What can you do?

A critical approach to reduce delays is to conduct a thorough pre-scan assessment at the time of booking. This assessment should anticipate challenges related to patient positioning by evaluating the patient’s physical condition, mobility, and any contraindications. Effective communication during this phase ensures that patients arrive prepared, and that staff can organise the work environment to accommodate specific needs, whether that involves extra padding, specific positioning tools, or uncommon positioning techniques. This preparation can significantly reduce delays on the day of the examination. 

Ongoing training and skill development for radiology technologists are equally crucial. Well-trained technologists can anticipate and proactively address issues, optimising patient positioning and workflow efficiency, especially during times of stress. This training should focus on both technical skills and communication strategies, enabling technologists to manage patient interactions effectively and reduce the likelihood of repeat scans. 

The integration of advanced imaging technologies, such as AI-powered real-time motion correction, is another effective strategy. These technologies help to reduce delays by dynamically adjusting for patient movement, thereby improving diagnostic accuracy and minimising the need for repeated imaging. While the initial investment in these technologies may be significant, their long-term benefits in terms of productivity and patient care are undeniable. 

Lastly, fostering a culture of patient-centred care is essential. Managing patient expectations through transparent and honest communication is key to building trust and empathy. When delays occur, clearly explaining the reasons to patients can help maintain their understanding and cooperation. This approach not only enhances patient satisfaction but also contributes to a more positive overall experience. 

Many factors contributing to delays, such as traffic or equipment malfunctions, are beyond the department's control. However, these challenges can be mitigated with proper communication and preparation as well. By having systems in place that allow staff to confidently manage these situations, departments can maintain efficiency and keep patients informed. 

Conclusion

In conclusion, overcoming delays in MRI and radiology departments requires a strategic focus on optimising communication, patient positioning, and technological integration. By ensuring clear, effective communication with both peers and patients, departments can better manage expectations and reduce the need for repeat scans. Implementing standardised protocols, ongoing training, and advanced technologies will further streamline workflows, enhancing overall efficiency and delivering timely, high-quality care to patients. 

Samuel Oliveira 

20th August 2024