Preparing Anonymized Exams for AFIP - DOC by hcj


									                              Preparing Anonymized Exams for AFIP
        LSUHSC-S Policy and HIPAA regulations require that we properly remove any
identifying information from ePHI (electronic Protected Healthcare Information) that will be
removed from our control. When you prepare your CD to take to AFIP, it is very important to be
sure that you do this correctly. The folks at AFIP will know if it is not, and may not accept your
disk. The file room has been trained on creating anonymous disks properly, but they do not make
them routinely. It is in your best interest to check the disk you will be taking, not only to be sure
you can pull up the images (that they were created as a true DICOM image set), but also to be
sure there is no identifying information saved. Note that at this time we are unable to remove the
study date, and our institution name seems to still show up in every series after the first. Until the
software is improved, there is nothing we can do about this. AFIP has also requested that the disk
you bring only have the DICOM data on it, and no auto-run viewers.

    1. Determine which exams you want to take with you.
    2. Provide this list to the file room, and request that the disks be anonymized. You can tell
        them that if they are not sure how to do this, to call Bill Gregg, 56237.
    3. They will give you a disk with the procedures on it, but this disk has an auto-run viewer
        on it as well, and AFIP does not want this.
    4. Take this disk to the John Braud pc (Radlib4) in our library, and place it in the top
        DVD/CD tray.
    5. It will try to run the viewer, which you should let it do. Once it is up you can open a
        study to verify that identifying information has been removed. If you notice something
        that wasn’t, please take the disk back to the file room and have them do it again correctly.
    6. Close the viewer, and put a blank CD into the second CD tray.
    7. Use the RecordNow software (which may have come up in response to the blank CD
        being put in) to create a new CD with just the DICOM data on it. Note that there may be
        other CD burning software on the pc, which you can feel free to use. This document will
        describe the use of RecordNow.
    8. If RecordNow did not open automatically, click the RecordNow icon in the task bar or
        from the Programs menu.
    9. Click on ‘Create a Data Disk’.
    10. Be sure the CD drive is the one selected as the drive to burn to in the ‘Device to Write
        To’ area. If it isn’t, click the ‘Change’ button and select the CD burner. Then click
    11. The ‘Add Files and Folders’ window will come up with a yellow note telling you how to
        add the files you want.
    12. Click on the ‘Add Files and Folders’ button, and a dialog box will pop up for you to
        browse to the data you want to add.
    13. Click on ‘My Computer’ in the list, then click on ‘DVD/CD-RW Drive (:D), and you will
        see all the files and folders on the disk the file room made.
    14. Highlight the ‘DICOM’ folder, then hold down the control key and highlight the
        DICOMDIR file also. Only those two items should be highlighted. You should see both
        of these items in the ‘File Name’ field.
    15. Click the ‘Add’ button to add them to the list of things to be written to your blank CD.
        You will see them show up in the ‘Add Files and Folders’ window. If for some reason

F:\pdf\add71cce-6f48-4ffe-bc19-477ed0711792.doc 3/10/2010 2:41:15 AM
        you only got one of the two items you need, simply do steps 12-14 again and select the
        one you did not get, and add it to the list.
    16. Once you have both items selected, click the ‘Next’ button at the bottom of the window
        to start the burning process. You may see a dialog box warning you about recording
        being a sensitive process, and not to do anything while the disk is being burned. Although
        the computer is fast enough to multi-task even during CD burning, it is wise to heed the
        advice when your source is not on the hard drive. Click ‘OK’.
    17. You will see the progress bar indicating the state of the burn, and the verification of the
        disk afterwards. Once it is done, it should pop out the CD tray for you to grab the disk.
        You have the option to make a second copy if you want some added security.
    18. To verify that your DICOM data can be read, put the CD into the CD drive on Radlib
        (first or copy doesn’t matter). You can remove the disk that the file room burned for you
        from the DVD drive on Radlib4 also. For some reason Osiris won’t install on Radlib4,
        but it is on Radlib.
    19. Open the Osiris DICOM viewer (freeware), and select the CD drive, and then select ‘List
        Patients’. The disk will be read (takes a few minutes), and then you will see your exams
        listed. You can go in and pull up the studies to be sure they can be displayed (you are on
        your own to muck around with Osiris).
    20. If all looks good, you can take your DICOM CD(s), and even the CD the file room gave
        you, to AFIP. If you label these disks, just put your initials and AFIP on each. On the
        disk(s) you created, write DICOM ONLY to distinguish them from the one with the auto-
        run viewer on it so you will know which disk to give them.

F:\pdf\add71cce-6f48-4ffe-bc19-477ed0711792.doc 3/10/2010 2:41:15 AM

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