ris pd256 pms pre-go-live checklist v1.2

Project Managers Pre-Go-Live Checklist (RIS_PD256)

Project Managers Pre-Go-Live Checklist (RIS_PD256)This document provides a summary of the tasks that should be completed by project managers before a HSS RIS system goes live.

Authors: Maggie Buckley, Emma Savage-Mady, Helen Richards

Version: V1.22

Issue Date: 12 July 2007

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Document ControlTitle


AuthorMaggie Buckley, Emma Savage-Mady, Helen Richards

Date: 30/05/2007

File Ref.

RIS_PD256_PMs_Pre-Go-Live_Checklist_v1.2.doc

Approval Sign-off (For formal issue)Owner Role Signature Date Issue

Approver Role Signature Date Issue

Review PanelName Role

Change History

Issue Date Author / Editor Details of Change1.0 30/05/2007 MaggieBuckley,Emma

Savage-Mady,Helen Richards

First version

1.1 03/07/07 MaggieBuckley,Emma Savage-Mady,Helen Richards

Amended following review by CSC

1.2 12/07/07 Helen Richards Amended following further review by CSC



1 Introduction.............................................................................5

2 Go-Live Project Manager Tasks.............................................62.1 Hardware.........................................................................................................6

2.2 XR Settings.....................................................................................................6

2.3 Staff.................................................................................................................7

2.4 Referrers/Referrer Links/Referral Sources......................................................8

2.5 Security Settings.............................................................................................8

2.6 Sites................................................................................................................8

2.7 Departments....................................................................................................9

2.8 Rooms.............................................................................................................9

2.9 Exams Per Hospital.........................................................................................9

2.10 Diary Set Up...............................................................................................10

2.11 Exam Codes..............................................................................................10

2.12 Dates On Call.............................................................................................10

2.13 Exam Validation.........................................................................................10

2.14 Nuclear Medicine.......................................................................................10

2.15 Reporting Phrases.....................................................................................10

2.16 Post Exam Defaults...................................................................................11

2.17 Status.........................................................................................................11

2.18 Formats......................................................................................................11

2.19 Workflow....................................................................................................11

2.20 System Management.................................................................................12



1 IntroductionThis document provides a summary of the tasks that should be completed by project managers before a HSS RIS system goes live.

These tasks include checking the RIS system configuration, assisting the site in developing appropriate workflows and ensuring that the system administrators have enough knowledge to safely manage their RIS system.



2 Go-Live Project Manager Tasks

For CSC sites, some of these tasks are done prior to Deployment Testing. However it is usually necessary to check that all settings, config etc. have been transferred from test to production. The following checks should be made on the production environment.

2.1 Hardware

Ensure that the Trust’s IT department are in possession of an up to date guide to install CRIS.

Check that all PCs meet at least the minimum spec as outlined in the documentation.

Check that radiologists will have access to a PC for reporting, prior to PACS go live (PACS equipment in their offices may not have CRIS installed at this point)

Check that the trust have performed document scanning, at booking in and using add image.

Check all document sizes have been set up on document scanners– A4 and A5 where necessary.

Check that trust have managed to get labels out of a label printer and that print size is set up correctly. If they have different models of label printer, check that they have tested all of them.

Check that trust have installed and set up report/letter/document printers where necessary.

Check that speechmikes are installed and that a test dictation has been made to check volumes. Also check that all buttons on the speechmike function correctly. Refer to RIS_PD 961 if necessary

Check secretaries footpedals are installed and working. Check that screen resolution allows footpedal controls to remain on screen (if not hide undo/redo buttons in XR settings) Refer to RIS_PD 961 if necessary

If barcode readers need re – programming (eg having been used with a legacy system) remind trust IT to acquire the necessary documents.

2.2 XR Settings

Ensure that FTP settings are correct – FTP host, user ID and password

Ensure that Location.PASIdentifier, etc is set up with site’s NACS code plus all other appropriate NACS codes



Ensure that Location.PACSIdentifier, etc is set up with site’s NACS code

Check Match to PAS and CRIS are set (unless bi directional PAS interface or no PAS interface)

Request Card scanning is set up

Check accession number is set to Exam Key

Check Accession no. digits is set to correct number for PACS vendor

Check Accession no. prefix is set to NACS code

Check digital dictation, scanning etc are set up to their own relevant folders on u1

Location.VolumeType – explain to site that this can be set according to site or terminal to be radiology, PACS (no film) etc.

Consider how site wish to use temporary bags, eg. every event in a temp bag or every event in main bag

Reception.CollectRoom = YES - Force room collection if the site has an existing PACS, or give the site the option to set it in preparation for PACS go live.

Does site wish to have ‘warn for unreported images’ set on certain PCs

Finish.FocustoTrack = YES unless the site has a PACS system when it should be = NO, but show trusts how to set when PACS goes live.

Ensure that GENERAL.PasswordExpiryDays is set to 90 rather than 9999.

REPORT.AllowBlank = NO for correct usage

RECEPT.OnCallTimes=01234 = 1700 Until 0900, 56=0900 Until 0859 (or relevant site specific on call times) NOT 0900 Until 0900 as this will not work.

STATS.Localdirectory - should have an appropriate destination eg C:/cris3

2.3 Staff

Go through resetting passwords.

Show how to add new users, end date etc.



Go through how to add a ‘radiologist’ if they are not a user but will need to be assigned via ‘Radiologist’ field on post processing screen e.g. cardiologist

Show how to change groups, use of multiple access groups

Demonstrate roles and how to add eg. nuclear med

2.4 Referrers/Referrer Links/Referral Sources

Adding Referrers – go through requirements for each type of referrer, also if there any local SHA based rules for format etc.

Go through Referrer link

Adding GP practices

Remind them to remove SHA code to find doctors who appear to be ‘missing’

Show them NHS website and links to NACS for searching for referrers

2.5 Security Settings

Prior to security release, show them how to create new groups and amend/add relevant security settings

Explain that on a shared instance, baseline settings should not be changed – a new group should be created

Ensure that groups are created as relevant for nuclear med, portering, ‘view only’ for non radiology access, stats users only etc.

2.6 Sites

Check that site table is correctly set up for each site and that patients can be attended from each site.

Check that the filing method is set correctly for each site

If filing by attendance number and changing the year, ensure start date is set.

If legacy filing used attendance number, ensure filing numbers are set to start at a similar number (eg +500)

If the Trust do not create separate Film Bags for each hospital/site – i.e. Have a Trust packet - Ensure that the ‘Film Store’ for each Hospital is set to the lead site code –



i.e. Main Hospital or elect a lead site to ensure that only one packet is created and utilised across the Trust.

2.7 Departments

Explain how this is linked to letters and rooms etc.

Check that department codes and department text codes are matched

Check that department text has been created for each area with separate directions/instructions

2.8 Rooms

Check that Department code is in for outputs

Check that mobiles, intensifiers have been included. Suggest separate entries for each piece of equipment where necessary – especially if intensifiers need Dicom worklists

If necessary, suggest that an ‘external’ room be created for review of other hospital images, MDT etc

For PACS sites check that a Digitiser room has been set up if required

The trust should be reminded that any changes to room config on production should be passed on to their PACS vendor if PACS integration is due to begin or has started

Ensure that relevant rooms have been created for ‘Independent Sector Providers’ such as Alliance Medical, Lodestone, ATOS – i.e. AM for each Site to ensure Statistics can be gathered using room.

Please note: This is required for the National Diagnostic Waiting Times returns.

2.9 Exams Per Hospital

Check that this has been set up once outputs are loaded.

Check that preps are in appropriate codes, check correct rooms on each.

Ensure site knows about Prep Times and Max Wait

Ensure scan reason set up eg. for obstetrics



2.10 Diary Set Up

Talk about diaries and advise on the most appropriate way to set them up, etc.

Ensure that site understand how to create diaries, modify diaries, add comments etc.

2.11 Exam Codes

Explain about letter names, real exam.

Groups – but only for stand alone sites

Inform trust how to apply to have new codes added, where necessary

2.12 Dates On Call

Get sites to complete this, for example:- 25/12/07 – Christmas Day, etc.

2.13 Exam Validation

Check that there is no unwanted validation on exam codes.

Tell trust at datacentre sites that validation cannot be used

2.14 Nuclear Medicine

Talk to standalone sites about completing the Isotope and Chemical tables

ARSAC limits and wastage.

Ensure their users have all necessary roles and security settings

2.15 Reporting Phrases

Check table and go through how it works

Explain about setting auto verify

Discuss if sites require the use of diagnosis/museum codes.



2.16 Post Exam Defaults

Go through setting this up, do a couple with the site and then leave them to it.

2.17 Status

Stand alones can make some changes but we advise that perhaps they should talk to the other sites in their SHA just in case they eventually go to a datacentre. Other sites should request changes via their RIS administrators group.

Ensure that Statuses are set up correctly for Waiting Times Stats – Patient Change and DNA Card Returned.

2.18 Formats

Explain how everything is put together. Go through how to make changes to letters etc. Usually make the changes on site - depends on the site of course, though most of them pick it up ok, especially if you make them drive.

Ensure that site have suitable partial booking, DNA letters etc

Make sure that the trust have checked all their preps properly- ie. for all departments they will be booked for, in patient, child, female, male as relevant

2.19 Workflow

Fully explain and demonstrate PAS linking, before appointments go live and during go live period. Ensure that datacentre sites fully understand the implications of the single CRIS record. Encourage trust staff to print out and distribute the relevant CRIS crib sheet.

Check that, during appointments go live, staff are aware of the importance of entering correct request dates, dates on waiting list etc.

Remind staff to amend the ‘on call’ flag as appropriate if they are performing data entry at weekends or ‘out of hours’.

Depending on diary set up, special mode may be necessary to transfer appointments from a legacy diary to the new CRIS diary. The PM should assess if ‘special’ mode would be useful, but remind trust staff that this mode should NOT be used routinely.

Advise on the use of groups and exam validation (not for datacentre sites) where the PM feels it will benefit the trust.



2.20 System Management

Check that the system manager has access to the patient merging and correction crib sheets. If possible, demonstrate the necessary procedures and reinforce the importance of correct PAS linking.

Ensure that the system manager knows how to run the system stats, especially diagnostic waiting times, so stats can be produced in the period before post go live training.

Check that the system manager understands the necessary routes to take to raise a support call


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