Top 10 Reasons to Switch Your PACS Platform

Here’s a list of the Top 10 Reasons clients consult with Kane for changes to their PACS

1. Server Hardware Failure – Probably one of the biggest reasons why clients ask us for a PACS consultation is hardware failure.  Usually server hardware failure doesn’t happen overnight, but sometimes it does happen quickly. Unfortunately PACS server hardware doesn’t last forever (3-5 years maximum depending on the quality of the initial device) and there can be nothing scarier than discovering that the storage center for all of your digital images for the past several years has failed.

Since in most cases, PACS vendors recommend replacing the server itself (usually repair is not cost-effective) this can be an opportunity to hit PAUSE and research other PACS options that have entered the market since the original purchase (with the understanding that just because you purchased your digital x-ray system from this vendor doesn’t mean you have to use their PACS).

2. Software Compatibility – #2 on the list is compatibility of viewing software with new operating systems and web browsers.  Most clients experiencing this issue had their PACS viewing software installed when Windows XP was the standard OS.  Over the past few years we’ve seen Windows XP turn into Windows Vista and now Windows 7.  In addition, other operating systems like Linux and Apple/MAC have grown in popularity.  What creates frustration is when clients add additional computers in the practice with new operating systems and they can’t view their digital x-ray images.  Or when CDs are burned for patients/clients and they can’t be viewed on newer computers running Windows Vista or 7.

A more unique issue (but a compatibility issue nonetheless) is the incompatibility of digital x-ray browser-based viewers to work in newer web browsers like Internet Explorer 8 and above.  This can affect clients utilizing these tools offsite (for referring clients) or even onsite in a thin-client or remote desktop environment.

Without a simple, automatic path to upgrading existing PACS viewing software these issues are only increasing for PACS users with older XP-based installations and another valid reason to research new PACS platforms.

3. Running Out of Local Drive Storage Space – Given enough imaging volume and time, hard drive space will eventually fill up.  Yes there’s an option to add external devices (that are substantially cheaper nowadays) but the question usually pertains to how the database will respond to this change and will it still be able to track that study information?  Last thing clients want is a “Shelf-management” system in which older, archived studies are manually searched for on a shelf of external hard drives and the doctors have to wait while the server fetches that old data (ie. re-imports it back into the system).

An alternative to this has been data compression (which can probably be the source of another article) and offsite archival.  The offsite archive is a viable option as long as reasons 4 and 5 (below) are not an issue.

4. Paying Too Much for Offsite Archive – unfortunately a lot of early attempts at offsite archive pricing models looked too much like mobile phone calling plans (buy the device and then it’s this much per month + overages + roaming + texting, etc.).  High volume users can sometimes flex their muscles and bargain for the best offsite data archive rates (even though it can be hard sometimes to decipher what is data storage costs and what is service contract costs).  Lower volume users regrettably can get locked into data archive plans with minimum per month fees regardless of a low study volume therefore paying more than necessary.

Fortunately “fee per study” programs are now available which can benefit both high and low volume users alike.  High volume users can accurately separate these service fees from standard digital x-ray service contracts – allowing options for separate competitive bids on the digital x-ray system (DR, CR, etc.) service and PACS data archival.  Low volume users can save a substantial amount by only paying for the study volume performed that month – if only 3 studies where done today, you’re only billed for 3 studies.

5. Data Backup Issues (Control of Data) – It’s 3am, do you know where your data is?  This might sound absolutely shocking, but we’ve actually encountered clients paying offsite data backup services only to find large gaps in the integrity of their data.  Whether a poor internet connection or network firewall or server farm changeover is at fault, the issue has still come out and it’s a concern.  When data is lost, it’s lost.  Period.

A quick way to check the integrity of your offsite data is to run a “no-filter” search on your offsite database and see if there are any gaps.  If there are gaps, contact your offsite archive vendor immediately.

6. Cooler Features – “if it ain’t broke, don’t fix it” has become “if it ain’t broke, change it, because it’s getting stale.”  There are so many more features on today’s viewing software than when PACS was first installed that many client’s are not waiting for problems with their existing PACS platform – they’re changing because the newest and coolest just isn’t offered with their current platform.  Everything from iPhone/iPad mobile app access to restricted user web portals to advanced measurement/markup/modification toolsets is available these days.

Just because things are working, doesn’t mean you’re not missing out.

7. Poor Tech Support Response Time (Downtime) – downtime is the most costly line item of any imaging department.

Take the Kane challenge and see if this scenario applies to you.

8. Practice Management Integration – Practice Management and Electronic Medical Records Systems have started to add new features for integration with existing digital x-ray systems.  Integration of Patient Demographics to the modality and integration of acquired images back to the PMS/EMR are starting to become a more frequent reality.  In addition, cool linkages like DICOM Query of PACS from a dynamic link in the PMS/EMR are allowing fairly seamless integration without the need for major overhaul of either systems.

The good news is that most digital imaging modalities are ready for integration with PMS/EMR, bad news is this probably still isn’t a cheap service from the PMS/EMR.  But still worth the research if practice workflow will benefit.

9. User Licensing – new PACS platforms (especially cloud-based PACS) tout anytime, anywhere access of images.  If your practice can only view from 1 or 2 computers or if you can’t access images offsite, a new platform might securely increase the distribution of your images to anytime, anywhere status.

10. A Stitch in Time (or Sooner is better than later) – When’s the best time to migrate to a new PACS platform?  Sooner rather than later.  Sooner gives the data migration team time to address compressed or corrupt files or even just sheer size of data in a planned, precise manner.  Later means more data to migrate, more risk for existing hardware to crash, and more chance longer-term data is no longer available.  When the building is on fire, you don’t schedule a committee to determine the best way out. Same with PACS migration – It’s easier to discuss platform options without the pressure of looming downtime.