Improving MRI Access: A framework for optimizing MRI scheduling templates.

Introduction/background: Within radiology departments, alignment of available imaging capacity with demand across different patient groups helps ensure that all patient populations are receiving timely and equitable care. The objective of the MRI Schedule Optimization project was to implement a 5-step framework to review and update the current MRI schedule templates at the Joint Department of Medical Imaging (JDMI) to ensure optimal alignment with demand across patient populations.

Methods: The project, governed by clinical and clerical stakeholders and operational leadership (Owners), followed a 5-step process: (1) Analysis of baseline data related to MRI demand and current schedule composition (2) Current state assessment of MRI operations via interviews and observations (3) Updating of schedules to align with demand (4) Review of process improvement opportunities (5) Go-live planning and evaluation.

Results: Current state analysis revealed that misalignment of the original schedule with demand was as high as 11% for some divisions. Updated MRI schedules were implemented with a maximum variance from demand of 3%. The updated schedules also allocated 27 additional inpatient slots to respond to inpatient demand. In addition, several process improvement opportunities were identified and implemented to streamline scheduling processes, day of exam workflows and inpatient workflow management.

Discussion/conclusion: The MRI Schedule Optimization project followed a structured framework to comprehensively review and realign the MRI schedules at JDMI to the needs of our patient population by improving access and identifying process improvement opportunities. This scheduling framework can be applied to perform similar schedule update exercises at any radiology department.