Based on the 2025 Interoperability Standards Advisory from the U.S. government, Digital Imaging and Communications in Medicine (DICOM) has the highest adoption rating for exchanging medical imaging data between imaging modalities and Picture Archiving and Communication Systems (PACS). As a healthcare provider, this means there’s a good chance that DICOM files are already part of your practice’s workflow, especially if you regularly work with medical images.
To make sure that you or your team can access them when necessary, X-rays, CT scans, MRIs, ultrasounds, and other imaging studies need to be properly stored, retrieved, and shared. However, doing so can easily add to your practice’s administrative workload.
Fortunately, you don’t necessarily need a clinical employee to handle every step of the process when you can delegate such a responsibility to a medical virtual assistant (VA).
So, can a medical VA actually manage DICOM files?
What Are DICOM Files?
Used to store and exchange medical imaging information, DICOM lets you and your team gain a better understanding of an image through a standardized format.
Unlike a regular image file that simply visualizes what is being scanned, DICOM files also include information about the patient and other details that you may need while reviewing them.
Can Medical Virtual Assistants Manage DICOM Files?
Given how technologically competent medical VAs are, they can very well manage DICOM files as long as the responsibilities you assign to them are administrative.
For example, if you’re waiting for a patient’s recent CT scan, your VA can either wait for it or follow up with the imaging facility. Once the scans are received, they can follow your practice’s existing workflow for making it available to the relevant providers.
This can be especially useful for practices that regularly receive medical images from multiple facilities and need someone to keep track of them.
What DICOM Tasks Can’t You Delegate to a Medical VA?
Although medical VAs can manage DICOM files, there are limitations to what they should do with them.
Despite their healthcare background and knowledge, medical VAs are administrative team members by default. So unless they have the appropriate clinical qualifications, they shouldn’t be expected to interpret X-rays, MRIs, or any medical image. They also shouldn’t diagnose patients or make treatment recommendations based on information from DICOM.
For example, your VA can make sure a patient’s CT scan is ready for clinical assessment. But determining what that specific scan shows should be a responsibility in your bucket or that of another qualified healthcare professional.
Ultimately, the distinction comes down to the nature of the responsibility. Managing the file is mostly ‘administrative,’ while interpreting its clinical contents isn’t because it requires extensive, formal healthcare expertise.
Can Medical VAs Handle DICOM Files While Staying HIPAA-Compliant?
DICOM files can contain protected health information (PHI), which means anyone handling them needs to follow the appropriate privacy and security requirements.
However, working remotely doesn’t necessarily prevent a medical VA from handling PHI. Similar to your in-person staff, they can be given access to the systems and patient information necessary to perform their responsibilities.
Your practice should have clear procedures for how DICOM files are accessed, transferred, and stored. Your VA should also use approved systems and follow your practice’s security policies whenever they handle patient information.
Proper HIPAA training is equally important. If you hire a VA independently, you’ll need to make sure they’re prepared to work with sensitive patient information. Alternatively, healthcare-focused VA companies may provide HIPAA training and compliance support for their VAs.
What Should You Look for in a Medical VA?
If DICOM file management will be part of your VA’s responsibilities, healthcare experience is one of the most important qualifications to consider.
Your ideal VA should be familiar with medical terminology, patient privacy requirements, and common healthcare workflows. Experience with EHR systems and PACS can also be valuable, although they may still need to be trained on the specific software and processes your practice uses.
Apart from technical knowledge, attention to detail is equally important. Your VA will be working with patient records and medical images from different sources, so they need to accurately organize information and follow your established procedures.
Communication skills are also necessary because the role may involve coordinating with imaging centers, hospitals, and members of your practice.
Should You Hire a Medical VA to Manage DICOM Files?
Whether you should delegate DICOM file management ultimately depends on how your practice uses medical imaging.
If you only handle medical images occasionally, your existing staff may be able to manage the workload without additional support. On the other hand, if managing DICOM files is taking up a considerable amount of your team’s time, a medical VA is worth considering.
However, a VA isn’t a replacement for the healthcare professionals who interpret medical images. Instead, they can take administrative responsibilities off your team’s plate so your qualified clinical staff can focus on the work that requires their expertise.
If you’re looking for a more convenient way to find administrative support, consider partnering with My Mountain Mover. Our VAs are not only HIPAA-compliant and matched specifically for your unique needs but are also pre-trained on the tools healthcare practices use, including DICOM files.
By integrating medical VAs from My Mountain Mover, you can delegate the management of DICOM files without adding to your current workload or that of your existing in-person, clinical team members.
FOOTER IMAGE
Frequently Asked Questions
Can I open a DICOM file on a regular computer?
Yes, but you’ll generally need a DICOM-compatible viewer or software to properly view the medical image and its associated information.
Can patients request copies of their DICOM files?
Yes. Under HIPAA, patients generally have a right to access medical images that are part of their designated record set.
How long should my practice keep DICOM files?
This depends because there is no single retention period that applies to every practice. Requirements can vary based on state law, specialty, payer requirements, and the type of medical record involved.
