Image Service Center

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Services

The Image Service Center (ISC) at Brigham and Women’s Hospital will provide digital and hard copy images to physicians, clinics, researchers and patients in a timely and efficient manner.

Today BWH is 100% BWH so images will be provided on a CD.

The Image Service Representatives will help to facilitate image requirements and provide the necessary request and authorization forms.

By HIPAA (Health Insurance Portability and Accountability Act of 1996) mandate, Image Service Center representatives cannot read radiology reports to anyone, including patients and clinicians.

Hours of Operation

Monday - Friday: 8:00 am - 4:30 pm
Phone: (617) 732-7180
Fax: (617) 732-5300

The Image Service Center is open for all Patient Requests between the hours of 8:00am and 4:30pm Monday – Friday.

The Image Service Center is located in the Nesson Building - Floor L-1.

Radiology Reports

If a patient needs Radiology Reports only without imaging, please call Medical Records at (617) 732-4939.

Patient Release Forms

For images to be released to patients, third parties, attorneys or insurers a signed patient authorization release form must be provided.

Identification

  • All Images will only be released to the requestor.
  • Positive identification must be provided whenever images are requested.
  • The patient must provide their name and DOB or Medical Records Number.
  • Patients must submit a request via fax - (617) 732-5300, mail or in person with name and address of physician or healthcare facility where images are designated to be mailed out.
  • Images may be picked up at the Image Service Center or sent by mail. The Image Service Center does not provide a delivery service within BWH.

Requests for Images

Patients, Physicians, Staff, Researchers and other Third-party Requestors

Images will be provided to Patients on Compact Discs (CDs). When finished with the CD, it is requested that the CD be destroyed. CD’s are not to be returned to the Image Service Center. The requester should allow a period of 24-48 hours between the time of the request and time the request is completed.

The patient must provide their name and DOB or Medical Records Number. Patients must submit a request via fax, (617) 732-5300, mail or in person with name and address of physician or healthcare facility where images are designated to be mailed out.

All image requests will be filled with a CD unless otherwise requested.

Images for Conferences or Clinics are not routinely processed. Images should be reviewed on PACs.

All CDs will have the following information printed on the CD as well as captured in an electronic database for tracking and auditing purposes:

  • Patient Name, Age, and Sex *
  • Medical Record Number *
  • Date of Exam
  • Type of Exam
  • Requestor
  • Date of Request
  • CD ID

For CDs created for research and conferences, the “minimum necessary” standard will be applied, and all patient identifiers (*) removed.

All CDs will be managed and kept secure, consistent with hospital policies related to confidentiality, access and release of medical records and information Each requestor must fill out necessary request and authorization forms.

Refer to BWH Policies:

  1. VIII.5.a. Patient Confidentiality
  2. VIII.5.b. Guidelines for Creating and Maintaining Patient Data
  3. VIII.5.c. Medical Record Guidelines

CDs are to be shredded by the requestor when no longer needed. CDs are NOT to be returned to the ISC for storage/filing.

All Images will only be released to the requestor. Positive identification must be provided whenever images, CDs film and mammograms are being picked up. The Image Service Center does not provide a delivery service.

Viewing Digital Images:

For Physicians, Images are available immediately via the Enterprise wide PACSs system. Images are available to authorized physician staff with appropriate partners healthcare system ID and password.

Request for Images- Researchers

Images will be provided to Researchers on Compact Discs (CDs). When finished with the CD, it is requested that the CD be destroyed. CD’s are not to be returned to the Image Service Center.

  1. Research lists are to be submitted separately from Clinic lists.
  2. Lists must be submitted 5 business days in advance of need.
  3. Requests are limited to twenty (20) names per list.

Films for Attorneys/Subpoenas

Michael DelVecchio
Phone: (617) 278-0647

Image Service Center directly
Phone: (617) 732-7180

Tips when requesting Images

  1. Print or type requests/ lists legibly
  2. Include Medical Record Number Patient name, date and type of study, and physician requesting for.
  3. Designate the contact person with name and phone number.
  4. Clearly indicate the date and time needed.
  5. Arrange time to pick up request.
  6. Have Positive Identification ready as it is required.

CD Importing

Electronic Images from outside institutions/facilities may be stored in the Centricity PACS system. Images will be held for purposes of comparison readings and patient treatment. All electronic outside images will be managed and kept secure consistent with hospital policies related to confidentially, access and release of medical records and information. In addition, a BWH Disclaimer will be attached to all outside studies.

Requests for CDs to be imported after hours that are emergent should be brought to the Emergency Room Reading Room where they will be imported. The requestor is required to complete the CD import request envelope as previously specified.

All studies on a patient’s CD will be uploaded to the PACS system.
Once the images are imported into the PACS system, the CDs are to be shredded, unless requested to be returned to that individual person or service. Outside CDs are not stored in the Radiology Image Service Center. (ISC)

For images to be imported for physicians, and patients, a signed patient authorization envelope must be filled out and provided to the ISC.

When viewing outside facility images on the Enterprise wide PACS system, the quality of the images cannot be assured. The following disclaimer is applied to all imported images.

BWH/DFCI/FH are not responsible for image quality, completeness of exam, accuracy of patient identity, or interpretation of study.

Forms

Request for Images  

Request for Outside Imaging Study CD Import Form