Patient Information on Submitted Scans: What We Need and Why BeamReaders Cannot Accept Anonymized DICOM Volumes
Submitting scans with patient information
To interpret a scan, our radiologists need to confirm that the images they are reading belong to the correct patient. That confirmation depends on the scan/DICOM file carrying the patient's information matching the information on the case submission. Scans must be submitted with patient information intact, not anonymized.
Keep in mind, BeamReaders handles every scan as protected health information within our secure, HIPAA-compliant platform called VoxDental, and the patient details stay inside that protected environment.
Why does the scan need to include patient information?
When a radiologist opens a case, the first step is to confirm the scan matches the patient submission. The patient information stored inside the scan/DICOM file is what makes that possible. If that information has been removed, the radiologist has no way to independently verify that the volume on screen is the same patient described in the submission. That verification step protects the patient, protects your records, and keeps the report tied to the right chart.
What information needs to be on the file?
The patient information in the scan/DICOM file should match the information you enter when submitting the case, so the two can be reconciled. In practice this means the scan/DICOM file must carry the patient's identifying details (First name, Last name, and DOB), rather than placeholder or blank values.
What does "anonymized" mean here?
An anonymized or de-identified file is one where the patient information inside the scan/DICOM has been stripped out or replaced with blanks or generic placeholders. Many imaging programs can do this automatically during export, sometimes through a setting that is easy to leave on without noticing. The scan images themselves are unchanged, but the information that connects the scan to a specific patient is gone.
How do I make sure my scans aren't anonymized?
When you export from your imaging software, send the original file without applying any anonymize or de-identify option. If your export dialog has an "anonymize," "de-identify," or "remove patient information" setting, leave it unchecked. If you use a saved export preset, check that the preset isn't set to strip patient information. Then, in VoxDental, enter the patient demographics so they match the file. If you are not sure how your specific system exports, our support team can walk you through it.
What happens if I submit an anonymized scan?
Our support team will reach out if we receive an anonymous or de-identified scan.
The interpretation can't start until the scan can be confirmed against the patient on the submission.
Who do I contact for help?
Our support team can help with questions around exporting and getting a scan submitted correctly. Reach them at brsupport@beamreaders.com or 916.771.3505.
If you believe your software to be at issue, please review these additional articles on exporting DICOMs or reach out to your software or CBCT manufacturer for support.