Audit of VHA's Imaging Service Scheduling Practices in the South Texas Veterans Health Care System

OIG conducted this audit at the request of Congressman Mike Coffman in response to an allegation that the South Texas Veterans Health Care System (STVHCS) had about 20,000 past due pending radiology orders. To address the allegation, OIG determined if STVHCS had past due radiology orders that required action and adversely affected patients’ quality of care. OIG substantiated the allegation that STVHCS Imaging Service had a significant number of past due radiology orders, although fewer than alleged by the complainant. OIG identified 17,790 potentially past due pending orders with a clinically indicated date before January 1, 2016. OIG projected that as of January 5, 2016, STVHCS had 5,500 patients with 7,200 pending past due orders that were not completed or not scheduled for timely completion. Additionally, OIG estimated STVHCS had as many as 9,500 pending orders that should have been canceled. This occurred because the STVHCS Imaging Service lacked an effective manual hard copy radiology exam scheduling process, a means of ensuring pending orders were canceled when no longer needed, and procedures to address delays and prevent duplicate orders. The STVHCS Imaging Service’s inability to provide patients with timely radiological care adversely affected the quality of care provided to some patients. Office of Healthcare Inspection’s clinical reviews confirmed that delays had minor clinical impacts on 14 patients and an intermediate clinical impact on one patient. OIG recommended the STVHCS Director address STVHCS’s current pending radiology order inventory and strengthen radiology exam scheduling, management, and monitoring controls to prevent future delayed exams. In response to this audit, STVHCS reported it had reduced its pending radiology inventory to only 366 orders as of April 19, 2017. The STVHCS Director concurred with OIG recommendations and provided an action plan to address these recommendations. OIG will monitor the planned actions and follow up on implementation.