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IJHCQA
25,4 Application of Six Sigma
methodology to a diagnostic
imaging process
274
Mehmet Tolga Taner
Department of Health Care Management, Uskudar University, Istanbul, Turkey
Received 11 January 2011
Revised 22 March 2011 Bulent Sezen
Accepted 7 June 2011
Department of Business Administration, Gebze Institute of Technology,
Kocaeli, Turkey, and
Kamal M. Atwat
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Abstract
Purpose – This paper aims to apply the Six Sigma methodology to improve workflow by eliminating
the causes of failure in the medical imaging department of a private Turkish hospital.
Design/methodology/approach – Implementation of the design, measure, analyse, improve and
control (DMAIC) improvement cycle, workflow chart, fishbone diagrams and Pareto charts were
employed, together with rigorous data collection in the department. The identification of root causes of
repeat sessions and delays was followed by failure, mode and effect analysis, hazard analysis and
decision tree analysis.
Findings – The most frequent causes of failure were malfunction of the RIS/PACS system and
improper positioning of patients. Subsequent to extensive training of professionals, the sigma level
was increased from 3.5 to 4.2.
Research limitations/implications – The data were collected over only four months.
Practical implications – Six Sigma’s data measurement and process improvement methodology is
the impetus for health care organisations to rethink their workflow and reduce malpractice. It involves
measuring, recording and reporting data on a regular basis. This enables the administration to
monitor workflow continuously.
Social implications – The improvements in the workflow under study, made by determining the
failures and potential risks associated with radiologic care, will have a positive impact on society in
terms of patient safety. Having eliminated repeat examinations, the risk of being exposed to more
radiation was also minimised.
Originality/value – This paper supports the need to apply Six Sigma and present an evaluation of
the process in an imaging department.
Keywords Six Sigma, Radiology, Image, Repeats, Cost, Health services, Quality improvement, Turkey,
Medical diagnosis, Image scanners
Paper type Research paper
found and the patient receives inappropriate treatment or no treatment, those errors
can lead to a number of types of adverse events.
In this study, technical strategies offered by the Six Sigma methodology are
implemented in a radiology unit to eliminate the repeated procedures.
Although the process improvement in radiology departments using Six Sigma
methodology has been studied by many researchers in the literature (Benedetto, 2003;
Cavagna et al., 2003; Chan et al., 2005; Chen et al., 2005; Corn, 2009; Elsberry, 2000;
Gorman et al., 2007; Kang et al., 2005), this study is the first attempt to apply Six Sigma
in a medical imaging department in Turkey.
Define phase
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The hospital administration considered the application of Six Sigma from the
perspective of improving the quality and capability of current processes as well as
the ability of processes to deliver patient care and safety. Thus, having taken the
administrative support of the hospital, the radiology unit decided that Six Sigma
was the best way to achieve their goals and a project team was assembled and
trained in the methodology, led by an experienced consultant. Having gone through
Six Sigma training, black-belts and green-belts formed a multidisciplinary and
comprehensive team in the hospital. The project lasted for one year and examined
the data of the initial four months in the radiology department. First, main errors in
the workflow were defined. The entire operation was examined including the
equipment’s calibration times, capacity (number of patients per week), time
constraints related to bringing the patient to the equipment room and delivering the
film to the patient, the amount of annual maintenance to equipment, the
radiologists’ years of experience, age of the equipment and training given for
properly calibrating the equipment were all considered for their potential impact on
the performance of the radiologists (Figure 1).
A suppliers, inputs, process, outputs, customers (SIPOC) diagram is generated
(Table I). Critical to quality (CTQ) factors are established by examining the voice of the
staff. Bias and accuracy are considered as proximal antecedents as they are the strong
direct predictors of efficiency. Distal variables are the correlates of factors affecting in
the work place determined by conducting an employee satisfaction survey among the
technologists, radiologists and physicians (Tables II and III). The critical-to-quality
(CTQ) characteristics for distal independent variables are the proximal independent
variables and for proximal independent variables, CTQ is the efficiency.
Departmental workflow was drawn (Figure 2). Current workflows pertaining to
different equipment were examined separately. For example, CT involves the following
multi-step process:
.
the patient arrives;
.
the patient receives any necessary preparation by the technologist;
.
the examination is performed by the technologist;
.
the films are printed;
.
the radiologist interprets the images, edits and signs a report;
IJHCQA
25,4
278
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Figure 1.
Overview of the Six Sigma
implementation in this
study
.
the film and report are sent to the physician and to the patient’s chart; and
.
the physician writes an overall report.
incompetent physicians. In most cases, the physicians had chosen to write the orders for
examination on a piece of paper. This incompetency often resulted in radiologist’s having
Transportation £ £
High patient volume £ £ £
Malfunction of RIS/PACS system £ £ Table II.
High workload £ £ £ Factors affecting the
Lack of teamwork £ radiologist, technologist
Lack of respect £ and physicians in the
Lack of continuous education £ £ work place
280
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Figure 2.
Work flowchart and
failure modes
no electronic information of the appointment in order to examine the patient. This had
actually been the main cause of waiting time and delayed diagnosis in the department.
Therefore, physicians should provide adequate and timely information to radiologists.
The team determined the factors affecting the radiologist, technologist and
physicians in the work place (Table II) and while examining a patient (Table III).
The fishbone diagrams for CT (Figure 3), PET (Figure 4), MRI (Figure 5) and
ultrasound (Figure 6) indicating the equipment parameters were drawn. Although
Diagnostic
imaging process
281
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Figure 3.
Fishbone diagram (CT)
Figure 4.
Fishbone diagram (PET)
IJHCQA
25,4
282
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Figure 5.
Fishbone diagram (MRI)
Figure 6.
Fishbone diagram
(ultrasound)
interior design of different equipment involves different parameters, the type of errors Diagnostic
involved and root causes of repeated examinations are similar. This was followed by imaging process
the collection of data to measure the current sigma level. Data were collected on a daily
basis. Comparisons between data were made both in daily and weekly basis.
Frequency of repeated examinations, patient volume, root causes of the delays and
repeats, calibration times and delivery time of films were recorded.
283
Analyse phase
Failure trends over a four-month period were monitored and recorded. The team
utilised the failure mode and effect analysis (FMEA) to break down the process into
individual steps: potential failure modes, effects, likelihood, causes, frequency of
occurrence, control, and detection, so that the team members could look at key drivers
in the process based on the past experience. Failure data in each step together with
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25,4
284
repeats
Table IV.
IJHCQA
285
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Figure 7.
Pareto diagram
Improve phase
Functionality of RIS/PACS system was improved by training the physicians on how to
use the electronic system effectively. Training was also conducted on radiologists and
4 3 2 1
25,4
286
Table VI.
IJHCQA
Potential causes of
Malfunction of RIS/PACS system 3 4 12 Yes Yes Conduct training to physicians, radiologists and technicians
Employ a full-time IT engineer
Improper positioning of patient 3 3 9 Yes Yes Conduct training to radiologists on safe techniques for
proper positioning of patient’s body, head, forehead, chin
etc.
Unnecessary movement of patient 2 2 4 Yes Yes Remove clothing from the injured part and place clothing
first on the injured side
Bad image quality 2 2 4 Yes Yes Reduce the variations of performance in the equipment by
taking quality control and assurance actions
Infrequent calibration 1 2 2 Yes Yes Properly calibrate equipment prior to and during usage to
ensure proper calibration levels
Anatomy of patient 1 1 1 Yes Yes Conduct training on 3-D anatomy to technologists
technologists on the equipment (e.g. calibration), patient care and positioning the Diagnostic
patient, and film reading. As this training program was implemented, recent concerns
were finally addressed and a better workflow was put in place. In addition, a full-time
imaging process
IT engineer who had knowledge in the networking infrastructure, IT, departmental
workflow and data management, was employed.
One frequent cause of repeats was identified to be the unnecessary movement of the
patient during the examination because of pain. This problem was often faced with the 287
elderly and children. Technologists made sure to instruct them to remove their clothing
from the injured part and place clothing first on the injured side.
All equipment were properly calibrated prior to and during usage to ensure proper
calibration levels and scheduled for regular maintenance.
Technologists often face with unusual anatomy of patient such as morbid obesity or
a physical deformity. Therefore, they were given training on 3-D anatomy so that they
can perform necessary imaging procedures involving placement of needles, catheters,
etc., into proper anatomy of patient.
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Calculations. A six sigma process is a process that produces 3.4 defective parts per
million opportunities (DPMO). Normal distribution underlies the statistical
assumptions of the Six Sigma model. An empirically-based 1.5 sigma shift is
introduced into the calculation. In order to calculate the DPMO (see Table VII), three
distinct pieces of information are required:
(1) Number of films produced.
(2) Number of repeat opportunities per film.
(3) Number of repeats.
The formula to obtain DPMO is as follows:
DPMO ¼ðNumber of repeats £ 1; 000; 000Þ=ðNumber of repeat opportunities=FilmÞ
£ Number of films produced
Changes ultimately improved the overall uptime and productivity of the unit’s
diagnostic imaging services. After the improvements, the sigma level was recalculated
and found to be 4.2. The higher level of sigma indicates a lower rate of errors and more
accurate/efficient process. Rolled throughput yield was calculated by multiplying the
monthly yields and found to be 94.8 per cent between August 2009 and November
2009.
Control phase
This phase was begun once the improvements in the workflow had been established
and appeared to be working. The importance of monitoring the results during this
phase had become a departmental policy. This phase had been the most critical key to
realities. In the US, the business of radiology in all its various forms is growing at a rate
of 10 per cent each year, driven by an aging population and increasing demand for
services. This growth is continuing to strain the ability of healthcare organisations to
maintain adequate services. Thus, diagnostic imaging departments and facilities must
recruit experienced radiologists for increasing diagnostic accuracy and cost
effectiveness.
Training of the staff resulted in an increase in patient volume and decrease in
repeated examinations by 9.5 and 84.12 per cent, respectively. It also resulted in
reductions in patient’s turnaround times. Patients’ waiting time, which had averaged
22 minutes from when they had arrived until they began being processed, was reduced
to 7 minutes on average. Repeated examinations due to positioning of the patient or
movement of the patient was eliminated. Competency on the RIS/PACS system was
improved. The decrease in repeated examinations resulted in the fall of scrap film
costs. Quality and interpretation of the images was improved. Distribution of the
survey resulted in the reorganisation and improvement in staff scheduling.
Departmental efficiency is improved.
The hospital management understood that achieving optimal efficiency, service
quality, customer satisfaction and financial success in diagnostic imaging required
more than the installation of superior equipment and RIS/PACS system. It also entails
adopting a performance-improvement approach that incorporates both a technical and
cultural strategy to realise significant, and long-term results. Therefore, additional
recommendations for the imaging department to avoid radiologic malpractice can be
listed as follows:
(1) Establish a clear understanding of current operations.
(2) Focus on key metrics and success factors such as the calibration of the
equipment.
(3) Do not underestimate the importance of the control phase. Always monitor the
process.
To conclude, the adoption of Six Sigma helped the hospital management and the
imaging department to evaluate several processes, determine the risks involved and
correct the errors before adverse events took place.
Glossary Diagnostic
.
Bias. Deviation of results or inferences from the truth, or processes leading to imaging process
such systematic deviation.
.
Bottleneck. Equipment working continually with work to be processed still
waiting.
.
Failure modes. Different ways in which the process or sub-process can fail to 289
achieve its purpose.
.
Rolled throughput yield. A measure of yield throughout an entire process.
.
Sensitivity. The proportion of persons with the disease who are correctly
identified by defined criteria.
.
Specificity. The proportion of persons without a disease who are correctly
identified by defined criteria.
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Abujudeh, H.H. and Kaewlai, R. (2009), “Radiology failure mode analysis: what is it?”, Radiology,
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1. Armin Töpfer, Patricia Leffler. Anforderungen, Konzeption und Beispiele für Null-Fehler-Qualität im
Krankenhaus durch Six Sigma 799-832. [Crossref]
2. Thelina Amaratunga, Julian Dobranowski. 2016. Systematic Review of the Application of Lean and Six
Sigma Quality Improvement Methodologies in Radiology. Journal of the American College of Radiology
13:9, 1088-1095.e7. [Crossref]
3. Sezai Çelik, Mehmet Tolga Taner, Gamze Kağan, Masum Şimşek, Mehmet Kemal Kağan, İbrahim Öztek.
2016. A Retrospective Study of Six Sigma Methodology to Reduce Inoperability among Lung Cancer
Patients. Procedia - Social and Behavioral Sciences 229, 22-32. [Crossref]
4. Premaratne Samaranayake, Ann Dadich, Kate J Hayes, Terrence Sloan. 2015. Patient-journey modelling
and simulation in computed tomography. Business Process Management Journal 21:5, 988-1014. [Abstract]
[Full Text] [PDF]
5. Sandra G. Leggat, Timothy Bartram, Pauline Stanton, Greg J. Bamber, Amrik S. Sohal. 2015. Have
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process redesign methods, such as Lean, been successful in changing care delivery in hospitals? A
systematic review. Public Money & Management 35:2, 161-168. [Crossref]
6. Bruce H. Matt, Heather K. Woodward-Hagg, Christopher L. Wade, Penny D. Butler, Mimi S.
Kokoska. 2014. Lean Six Sigma Applied to Ultrasound Guided Needle Biopsy in the Head and Neck.
Otolaryngology-Head and Neck Surgery 151:1, 65-72. [Crossref]
7. Jami L. DelliFraine, Zheng Wang, Deirdre McCaughey, James R. Langabeer, Cathleen O. Erwin. 2014.
The Use of Six Sigma in Health Care Management. Quality Management in Health Care 23:4, 240-253.
[Crossref]
8. Can Öztürker, İbrahim Şahbaz, Zeynep Karaarası Öztürker, Mehmet Tolga Taner, Şükrü Bayraktar,
Gamze Kağan. 2014. Development of a Six Sigma Infrastructure for Trabeculectomy Process. American
Journal of Operations Research 04:04, 246-254. [Crossref]
9. İbrahim Şahbaz, Mehmet Tolga Taner, Üzeyir Tolga Şahandar, Gamze Kağan, Engin Erbaş. 2014.
Elimination of Post-Operative Complications in Penetrating Keratoplasty by Deploying Six Sigma.
American Journal of Operations Research 04:04, 189-196. [Crossref]
10. Cyndy B. Levtzow, Monte S. Willis. 2013. Reducing Laboratory Billing Defects Using Six Sigma
Principles. Laboratory Medicine 44:4, 358-371. [Crossref]
11. Tolga Taner Mehmet. 2013. Application of Six Sigma methodology to a cataract surgery unit.
International Journal of Health Care Quality Assurance 26:8, 768-785. [Abstract] [Full Text] [PDF]
12. Jami L. DelliFraine, Zheng Wang, Deirdre McCaughey, James R. Langabeer, Cathleen O. Erwin. 2013.
The Use of Six Sigma in Health Care Management. Quality Management in Health Care 22:3, 210-223.
[Crossref]