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Imaging scans are the core service of the diagnostic centre. All four scan types (CT, MRI, Ultrasound, X-Ray) are recorded as Clinical Procedure records. The most important step is attaching the result image to the record immediately after the scan is taken so the radiologist can review it. Who does this:
  • Pre-scan preparation: Nursing User
  • Performing the scan and attaching the result: Nursing User / Radiology Technician
  • Reviewing images and interpreting results: Healthcare Practitioner (Radiologist)
Requires: A booked Scanning appointment with the correct service unit assigned.

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The Four Scan Types

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Step 1: Pre-Scan Preparation

Before the scan begins, the nursing team prepares the patient. This is done using the Nursing Checklist (if configured) or through verbal screening. For MRI: Screen for metal implants, pacemakers, and claustrophobia. Confirm no metal jewellery or clothing fasteners. For CT with contrast: Check for contrast dye allergy (especially shellfish allergy or prior reaction). Set up IV cannula, prepare contrast dye and syringe. For X-Ray: Fit the patient with a lead apron to protect non-target areas. Ensure female patients in the reproductive age group have confirmed they are not pregnant. For Ultrasound: Confirm preparation requirements (fasting for abdominal USG, full bladder for pelvic USG). Record vital signs via Vital Signs if not already done.

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Step 2: Creating the Clinical Procedure Record

Open Consultation in the workspace and click Clinical Procedure, then click New. Alternatively, open the patient’s Scanning appointment and click Create Clinical Procedure from the action buttons. This prefills patient details automatically.
New Clinical Procedure form showing patient, procedure template, service unit, and consumables fields

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Key Fields

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Consumables

The consumables used for each scan type are pre-configured in the Procedure Template. They appear in the Consumables Used table. Verify the quantities are correct for the scan being performed:

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Step 3: Performing the Scan

Perform the scan according to your centre’s clinical protocol. When the scan machine produces the image file:
  1. Export the image from the scan machine (DICOM viewer or direct export).
  2. Save the file locally on the workstation.

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Step 4: Attaching the Result Image

This is the most critical step in the scan documentation workflow. In the Clinical Procedure record, find the Result Image field (this is a custom field at the centre). Click the upload icon or the paperclip icon next to Result Image.
Clinical Procedure record with the Result Image field highlighted, showing the upload button to attach the scan image file
  1. Select the scan image file (JPEG, PNG, DICOM export, or PDF).
  2. Wait for the upload to complete.
  3. The attached file name appears next to the Result Image field.
The radiologist can now open this record, click the Result Image link, and view the scan image for reporting.

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Step 5: Completing the Procedure

Once the scan is done and the image is attached:
  1. Set the Status to Completed.
  2. Record the End Time.
  3. Click Submit.
A submitted Clinical Procedure record is locked and becomes part of the patient’s permanent medical record.
Submitted Clinical Procedure record showing Completed status with the result image attached

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Radiologist Review

After the scan is submitted, the radiologist opens the Clinical Procedure record to:
  1. Click the Result Image link to view the scan.
  2. Add their interpretation in the Clinical Notes or the linked Observation record.
  3. Prepare the Diagnostic Report (see the Diagnostic Reports page).

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Clinical Procedure Field Reference

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Best Practices

  • Attach the result image before setting the status to Completed. A completed scan without an image attached is an incomplete record.
  • Always assign the correct service unit. If multiple MRI rooms are available, the correct room must be on the record so the radiologist knows which machine was used.
  • For contrast CT or MRI, record in the clinical notes whether contrast was actually administered (patient may refuse or have a reaction). This is important for the radiologist’s report.
  • If a scan needs to be repeated (poor image quality or patient movement), create a new Clinical Procedure record for the repeat scan. Do not overwrite the first record.
  • X-Ray film usage is tracked per procedure. If the scan required more than the standard number of films, update the consumables quantity before submitting.