Radiology Group: CT/MRI Scheduling, Prep Reminders & Structured Reporting Pipeline with MEDICALL AI®

Abstract

An EU radiology group deployed MEDICALL AI® to schedule CT/MRI per protocol, send preparation reminders, and provide real-time status updates to patients and referrers. Built-in AI transcription converted dictations into structured notes synced to RIS/EHR and drafted reports for physician approval. After six months: +85% scheduling accuracy, −40% wait times, 2.5× faster report delivery, +26% referrer satisfaction.

Company Profile

Name: Radiology Group (anonymized) · Region: EU · Industry: Imaging · Size: ~350 staff · Contact volume: ≈ 15,000 calls/month · Modalities: CT, MRI incl. contrast protocols.

Starting Point & Challenges

• Heterogeneous scheduling across sites/modalities. • Prep compliance gaps (fasting, metformin hold, metal checks). • Long waits and info gaps for patients/referrers. • Silos between telephony, RIS/EHR, and calendars. • Time-consuming dictations without structured fields.

Objectives

Protocol-driven scheduling (indications/contraindications), reduce waits/cancellations, structured reporting pipeline, transparent status updates, secure document delivery, EU residency & GDPR.

Solution: MEDICALL AI® for Radiology

Voice agents capture indication, prior imaging, contrast risks (allergy, GFR), implants/metal, and sedation needs. Booking via protocol templates and resource calendars. Pre-exam reminders/checklists. Real-time status: "arrived," "scan started/completed," "report available." AI transcription converts dictations into structured notes (e.g., location, findings, impression) and drafts reports for physician sign-off.

Functional Highlights

• Protocol-driven slot allocation (CT/MRI, contrast, sedation). • Prep reminders (fasting, metformin, metal, creatinine). • Live status for patients/referrers incl. ETA notifications. • Transcription→structured note→report with RIS/EHR sync. • Escalations for red flags (contrast reaction, GFR threshold).

Integrations

RIS/EHR via HL7®/FHIR® (Patient, Appointment, ServiceRequest, Observation, DiagnosticReport, DocumentReference), calendars (Microsoft 365/Google), telephony via SIP/SBC, IAM via SAML/OIDC/SCIM, webhooks (status/alerts).

Security & Compliance

TLS 1.2+ in transit, AES-256 at rest, RBAC (least privilege, just-in-time), mandatory 2FA, tamper-evident audit logs. GDPR: data minimization, pseudonymization, retention/deletion; DPA & DPIA completed. EU data residency.

Rollout & Change Management

Week 1–2: discovery, protocol mapping, KPI definition. Week 3–4: RIS/EHR integration, calendar sync, SIP/SBC, IAM. Week 5: pilot (two sites, A/B). From week 6: phased rollout, playbooks, training (2×120 min), QA sampling.

Results (after 6 months)

• Scheduling accuracy: +85%. • Patient wait times: −40%. • Report delivery: 2.5× faster (sign-off→delivery). • Referrer satisfaction: +26%. Additionally: fewer cancellations due to better prep, clearer comms, and reduced rework.

KPI Definitions

"Scheduling accuracy" = match of slot/protocol/patient requirements. "Wait time" = check-in→scan start (median). "Report delivery" = sign-off→delivery. "Referrer satisfaction" = CSAT/NPS among referrers.

Quality, Training & Operations

Playbooks, multilingual prompts, continuous flow tuning; SLOs for availability/response; planned maintenance windows; incident response ≤ 72 h.

Governance & Reporting

Weekly service reviews, monthly steering. Dashboards: SLA, utilization, no-shows, prep compliance, TAT, escalations. Versioned flows with controlled rollback.

Business Impact

Better slot utilization, fewer last-minute cancellations, faster reporting cycles, higher satisfaction among patients and referrers.

Lessons Learned & Next Steps

Strict prep checklists materially reduce cancellations. Next: self-service booking, predictive arrival/peak models, expanded contrast-safety questions.