Xray Audit Report

Purpose

X-ray Audits are commonly completed only a few times a year. Dental practices with EXAMINE Pro use the X-ray Audit Report to review the number and grade of X-rays by User and Image Type. The report identifies anomalies and provides a snapshot of X-ray acceptability, enabling the practice to manage their Xray quality in accordance with regulatory standards.

It shows the Radiographs taken, the user who took them, the image type, the grades that have been assigned by the user, and the Totals.

Note that the report can only display results if data has been entered by Providers / Radiographers when taking X-rays. This requires appropriate setup of the dropdown menus and consistent use of those menus by the Providers / Radiographers. Both setup and user procedures are described below.

Benefits & Features

Benefits

This report complies with industry best practice for auditing and monitoring the quality of X-rays, allowing practitioners to quickly identify anomalies and take action.
Users are able to audit their X-rays as required by some authorities.

Features

Options to print, preview, or email the report.
Make the report a favourite for accessing quickly from the Report Favourites List.
Accept the default previous month for report period or manually specify a date range.
Opt to show a detailed record of each X-ray captured during the report period to effectively justify the numbers in the report.
X-ray quality rating scale uses both numerals and characters (from best to worst 1/A > 2/B > 3/C).
X-ray images that have been deleted (hidden from the user interface) are still included in the report, as it is likely that these are the very images with a low diagnostic quality.

Requirements & Tips for faster & more successful Xray Audit Reporting

Requirements:

EXACT version 11.3 SP3 or later.
EXAMINE Pro module registered and installed in the practice (the Software of Excellence Digital Imaging team can assist in installation).
The PC from which the report is run must have EXAMINE Pro installed and running.
Required "Extra Info" (User, Grade and Image Type) must have been selected by Providers when taking Xrays (see initial configuration and recording procedure below).

Tips for faster & more successful Xray Audit Reporting

The report may take a while to run however if you feel it is taking an excessively long time please ensure your version of EXACT is V13.368 or newer.
Ensure Examine Pro is open before running the X-ray audit report. The report will try to run Examine Pro but due to load times this may not be accurate or in some cases will look like it runs but not return a result. The best way around this is to ensure that Examine Pro is open from a patient chart screen before running the report.
Run the report on the server, this means that the check for the files can be done quicker as the network is typically less strained by Examine Pro and as the report takes a while it can be left to run while people continue to work. On top of this if you can run this at the end of the day this will help.
Ensure Expro.exe and Dental.exe are included as process exceptions in the sites antivirus software.
Turn off force single CPU in ‘misc. settings’ screenshot below, the settings screen in Examine Pro can be accessed by opening Examine Pro and pressing F10, this will bring up the configuration.

To configure EXAMINE Pro with "Extra Info" options for saving Xrays

To allow the selection of a user when saving an X-ray within Examine Pro the user initials must first be added to Examine Pro, to do this please see the following article for guidance https://soeidental.atlassian.net/wiki/spaces/PHS/pages/452526781 .

You may also wish to configure the format of the grading, for example setting it to an “A” or “N” format to do this please see the following article for guidance https://soeidental.atlassian.net/wiki/spaces/PHS/pages/1657864299.

Provider procedural requirement when saving X-rays

To ensure that the report is complete and accurate, when they save X-rays Providers need to consistently add the required information from the dropdown options, please see the following article for additional guidance on this https://soeidental.atlassian.net/wiki/spaces/PHS/pages/1657962631 .

To run the Xray Audit Report from the Reports screen

Select Administration > Reports to display the Reporting screen with a list of EXACT reports.
To locate the Xray Audit Report in the list, either
- Click the Name column once or twice to sort in reverse alphabetical order, and it should be listed right at the top ("Xray"), or
- Select the Group column to sort by group, and locate it in the Practice Management Group
The report parameters window displays:
The default From and To date range is the previous month up to today.
The Show Detail checkbox is unchecked by default but retains user settings. If ticked this will include a Detail section within the report listing individual patients who have had X-rays in the specified period.
Set the parameters and then choose an output option (Print, Preview, Email)

Sample Xray Audit Report

This report is from a practice where Examine Pro has been configured with extra information options that the Providers capture when taking X-rays. The summary shows the Radiographs taken, the user who took them, the image type, the grades that have been assigned by the user, and the totals.

The Detail section of the report will list all the patients who have X-rays in the specified period, the provider to who took the X-ray, the image type, the grade and the exposure settings used if specified.