Scan Vault: Storing & Managing Scans

Ultrasound Machine Capture & Export Tips

Scan Vault: Storing & Managing Scans

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Ultrasound Machine Capture & Export Tips

Butterfly iQ / iQ+

Recording / clip control

Tap the video-camera icon to begin recording a cine loop; default length is 60 seconds if not stopped manually
Long-press the video button to set a maximum cine length (e.g., 6 s) so recordings auto- stop

Freeze / capture still

Tap the freeze (snowflake) icon to pause live imaging, then tap the camera icon to save a still

Exporting / sharing

From Butterfly Cloud, download studies (cine as MP4/DICOM, images as PNG/DICOM)
In the app, tap Share, choose de-identified or with PHI, select the ScanHub by GUSI app, and tap Send

Tips / cautions

Because the default is 60 s, always stop early; use the max-cine-length option
Check firmware/app support for shorter cine settings; confirm export format (MP4 or

DICOM preferred)

Philips Lumify

Recording / clip control

Prospective loop capture: press Save Loop to capture a short cine (1 to ~10 s); loop length is configurable within preset bounds

Freeze / capture still

Tap Freeze, then Save Image to capture the current frame

Exporting / sharing

Export exams/images/cines to DICOM PACS, network share, local directory, or email
Configure and test a DICOM destination from within the app

Tips / cautions

Verify the DICOM destination is reachable — Lumify shows a red X / green check for connectivity
Keep loops ≤6 s; confirm export format matches your portal (DICOM or MP4)

GE Vscan Air / Vscan Extend

Recording / clip control

Tap Save Loop (circular arrow) to capture a retrospective cine of the last 2–6 seconds
Adjust default duration under Settings → Loop Length (choose 5–6 s); clips save automatically to the current study
Some versions allow Continuous Record for longer procedural clips

Freeze / capture still

Tap Freeze to pause, then Store Image (camera icon) to save; scroll stored images in the review bar

Exporting / sharing

Local: USB/SD card → Export Exam → DICOM, AVI, or JPEG
PACS: select exam → Send to PACS (progress icon shows status)
Cloud/mobile: share via secure cloud link or institutional email from the Vscan Air app

Tips / cautions

Hold the probe steady several seconds before saving (retrospective capture)
Label exam with view and side before exporting; verify destination shows the green ✓
Back up regularly if using local storage; keep firmware/app updated

Generic Portable / Cart-Based Systems

Recording / clip control

Press Cine Loop / Record; most systems buffer the last 5–10 s and save it when you press Store Cine
Set cine length to 3–6 s under Image → Cine Settings to limit file size

Freeze / capture still

Press Freeze, scroll cine memory with arrows/trackball, pick the best frame, press Store

Image; add annotations/measurements before saving

Exporting / sharing

USB: Save to USB → JPEG or MP4
PACS: configure a DICOM node under System → Network → DICOM Settings and test connectivity
Archive: review under Patient → Exam List → Archive Review, then transfer to your workstation or upload to ScanHub

Tips / cautions

Set depth/gain before recording — cine capture can’t fix poor optimization afterward
Use standard presets (Abdomen, Cardiac, OB, Lung); label everything; convert proprietary formats to MP4/JPEG or DICOM
Maintain backups and battery to prevent data loss

Scan Quality Best Practices

“Every scan is a step forward — practice, upload, learn, repeat.”

Which Scans to Upload

Only de-identified files (no patient name or information)
A combination of still images and videos, with multiple files per exam
Make sure your images tell your story; submit a variety of scans, annotated if possible
Include the minimum criteria needed to answer the sonographic questions for primary- care scan types
Submit your best-quality images — or deliberately submit a subpar image with a comment such as “I only got a partial view of the gallbladder in image #2; how do I improve my technique?”

General Best Practices

Optimize first: adjust depth, gain, and focus before recording; keep anatomical landmarks visible
Clips + stills: clips (3–6 s) for motion, compression, physiology; stills for measurements and pathology
Label clearly: view + side + scan type (e.g., “RUQ FAST – Right Kidney Long Axis”)
Scan systematically: upload all standard required views; if incomplete, upload anyway and note what you struggled with
Normal & abnormal: every scan helps learning; prioritize abnormal findings, technically challenging scans, or those you want feedback on
Give the clinical scenario: e.g., “Patient with swollen, painful leg → rule out proximal

DVT”

Ask focused questions: e.g., “Is this artifact or pathology?”
Upload often and iteratively: mentors expect progress, not perfection — use feedback to improve subsequent scans
Know your machine: see Part 6 for machine-specific capture and export tips

Obtaining Images

Time: bring an ultrasound on hospital rounds; ask your medical assistant to room the ultrasound with a patient; start the POCUS exam while collecting history
Confidence: practice what you’ll say to patients — they’re more receptive than you may think
See GUSI’s blog post on overcoming barriers to scanning , or discuss with your fellowship mentor or group leader

Scan-Specific Upload Checklists

See the Minimum Image Criteria document (available to all GUSI POCUS Fellows) for detailed view requirements per scan type.

DVT

Views: CFV, GSV confluence, FV/DFV bifurcation, and PV/trifurcation
Clip vs still: clips for compression; stills optional
Doppler: can help assess flow if compression is equivocal
Pitfalls: mistaking artery for vein; not compressing enough
Best practice: label structures (R/L, CFV, GSV, FV, DFV, PV)

FAST

Views: RUQ, LUQ, pelvis both planes, subxiphoid
Clip vs still: clips beneficial; stills optional
Pitfalls: missing windows; missing inferior pole of right kidney; gain too high in suprapubic view
Best practice: always fan through the entire recess

AAA

Views: long & short axis, sweep to bifurcation
Measure: outer-to-outer wall
Clip vs still: still for diameter measurement; clip to show continuity proximal → distal
Doppler: helps identify structures
Pitfalls: mistaking IVC for aorta; not applying enough pressure
Best practice: identify celiac trunk, hepatic/splenic artery, SMA, and renal arteries

Gallbladder

Views: long & short axis, neck, CBD; patient in multiple positions
Measure: wall thickness; CBD inner-to-inner
Clip vs still: clip for stone rolling, wall edema, CBD identification; still for wall thickness and CBD measurements
Doppler: to identify structures required for CBD
Pitfalls: mistaking duodenum for gallbladder; inadequate fasting → contracted GB
Best practice: zoom in when measuring wall thickness and CBD

Echo

Views: PLAX, PSAX, A4C, subxiphoid (aim for at least three), and IVC
Clip vs still: clip always for contractility; still for effusion or EPSS measurement
Measure: M-mode for EPSS
Doppler: for valves, regurgitation, or insufficiency
Pitfalls: foreshortening LV; wrong orientation
Best practice: heart fills ~⅔ of screen; chambers anechoic

MSK

Views: long & short axis; dynamic motion; contralateral comparison
Clip vs still: clip for dynamic tendon movement; still for measurements
Doppler: power/color for increased flow
Pitfalls: anisotropy (tendon looks hypoechoic if probe not perpendicular)
Best practice: label structures; compare contralateral side

Lung

Zones: anterior, lateral, posterior
Clip vs still: clip for sliding and B-lines; still for M-mode
Pitfalls: artifacts won’t appear if probe isn’t perpendicular to pleura
Best practice: label; overgain for better artifacts

GI (Appendix)

Target: appendix → compressibility, blind end
Measure: diameter (>6 mm abnormal)
Clip vs still: clip to show peristalsis; still for diameter measurement
Doppler: power/color to assess increased flow
Pitfalls: small bowel loop mistaken for appendix

Renal

Views: both kidneys + bladder, long & short axis
Measure: bladder volume
Clip vs still: clip through the whole kidney; still for length and hydronephrosis grading
Doppler: differentiate vessels vs hydronephrosis; twinkle artifact; ureter jets
Pitfalls: not fanning through the entire kidney; always check both kidneys
Best practice: fan through entire kidney and bladder, anterior-posterior and superior- inferior

Soft Tissue

Views: long & short axis
Measure: size and depth
Clip vs still: clip to show swirling (pus); still for depth measurement
Doppler: assess vascularity
Pitfalls: not enough gel (compresses the lesion)
Best practice: measure volume of abscesses

OB – 1st Trimester

Views: uterus sagittal + transverse, adnexa
Landmarks: gestational sac, yolk sac, embryo with heartbeat
Measure: CRL, MSD, FHR (M-mode only)
Clip vs still: clip required; still for CRL and FHR
Pitfalls: scanning with an empty bladder
Best practice: do not use any Doppler modality during the 1st trimester

OB – 2nd & 3rd Trimester

Views: BPD, HC, AC, FL; placenta; AFI/MVP
Measure: biometrics, amniotic fluid, FHR
Clip vs still: stills for biometry; clips for fetal lie, placental edge, and fetal wellbeing
Pitfalls: incomplete views; not using Doppler when measuring AFI or MVP
Best practice: have the LMP and assess fetal weight

Common Pitfalls Across All Scans

Uploading only stills — reviewers prefer clips for motion/compression (stills-only is appropriate where connectivity is poor)
Clips longer than 6 seconds — harder to review, wastes storage
Missing key views (e.g., only RUQ in FAST, only long axis in AAA)
Unlabeled clips — reviewers can’t confirm anatomy (especially MSK)
No measurements where required (AAA, OB, renal)

Maximizing Feedback Value

Upload both normal and abnormal examples when possible
Ask 1–3 focused questions (e.g., “Is this a B-line artifact vs a true B-line?”)
After feedback arrives, revisit the original scan, compare comments to your images, then rescan and re-upload with improvements

Final Checklist Before Upload

Cine loop ≤6 s recorded
Still images saved for measurements
Labels complete (view, side, scan type)
Measurements included (AAA, OB, renal, GB, etc.)
Clinical notes/questions written
Exam submitted & synced in ScanHub

Accessing the Portal

Open your browser and go to https://scanhub.upscan.com (Chrome or Safari recommended).
Sign in with your GUSI credentials.
You’ll land on your Dashboard, showing your progress.

ScanHub screenshot — The web portal Dashboard

Creating a New Exam & Uploading Files

Click Scan Study on the left side of the screen, then Create Scan at top right.
Drag and drop (or click to select) your cine loops (MP4/DICOM) and still images (PNG/JPEG/DICOM). Each file should represent one view (e.g., “RUQ FAST,” “PLAX,” “Popliteal Vein”). Keep each file within the accepted formats and size limit.
Repeat until all files for the exam are uploaded, then click Next.
Select the Scan Type from the dropdown — the page transitions to the submission form.
Fill out the required interpretation fields (scroll to see all). Normal findings appear green; abnormal appear red. Use the patient presentation & clinical question field for scanning/technical issues and questions for reviewers.
Click Submit. You can then go to the Scan List, Scan Details, or create another scan.

Terminology: a “file” is one image or video; a “scan” is all files associated with one patient in one encounter — e.g., a 2nd-trimester OB scan might include amniotic fluid, placenta, fetal position, and heart rate images plus a video showing a single fetus.

Requesting Expert Scan Review

If your fellowship includes GUSI scan review (standard), check “Request Expert Scan counts as one of your paid scans

Review” during file upload — the GUSI team will review with detailed feedback and it

Forgot to check the box? Open the menu button beside the submitted scan in the Scans list and make the request there
Make sure you have enough credits — buy more via the Buy Credits button in the Credit

Information section

Reviews are usually returned within 72 business hours; read detailed feedback under

Reviewed

Managing Submitted Scans

The Scans list shows whether scans were properly submitted or still in draft form; click a scan’s title to reopen and submit drafts later
View, email, or download scans from the actions on the right
You’ll receive an email or in-app notification once a mentor completes the review

Web Tips & Cautions

Keep filenames short and descriptive (e.g., Echo_PLAX_6s.mp4)
Confirm videos play back correctly before submission
If uploads stall: refresh and retry smaller batches (2–3 files), try a different device or network, or upload one file at a time
Very large uploads may fail — trim cine loops to 6 seconds maximum
All uploads are encrypted in transit and automatically de-identified

Uploading Scans: Mobile App

Creating a new scan lets you upload medical imaging files (ultrasound, CT, or other types) for documentation, review, learning, or remote consultation. Watch the companion videos: Scan Upload and Review Tutorial · Scan Upload and Review (dubbed) .

Create a New Scan (3 Steps)

Step 1 – Tap Create Scan. Open the ScanHub app, log in with your GUSI credentials, navigate

to My Scans, then tap + Create Scan in the upper right corner.

Step 2 – Choose a source and study type. Tap any option to upload a scan — select from

ScanVault, Gallery (Photos), Camera, or Video, then choose the study type. Tap Next when done.

Step 3 – Select findings. Select the appropriate findings. Optionally enter a scan identifier and

notes. Tap Next, then Submit. A notification will track the upload progress.

Adding Clips & Stills

Tap ScanVault, Photos, Camera, or Video to select your ultrasound images or clips
Keep each clip 3–6 seconds — no longer — for smoother playback and faster mentor review

Labeling & Organizing

Scan type: e.g., FAST, Echo, DVT, OB 1st Trimester
Views obtained: e.g., PLAX, A4C, short, long, CBD
Relevant findings: e.g., decreased EF, pericardial effusion, gallstones
Comments/questions for your reviewer: “Is this RV enlargement?” · “Does this compression look adequate?”
De-identification: ensure all files are de-identified before submission (ScanHub automatically removes PHI when files are imported via the GUSI workflow)

Submitting & Tracking

Once all clips and stills are labeled, tap Submit Exam (or Sync / Upload).
Confirm the upload reaches 100% — the label “server synced” means it succeeded.
On poor connections, the app stores the upload and automatically retries when the connection is restored.

Pending Scans tab: submitted studies are tagged pending until reviewed
Reviewed Scans tab: scans that have already been reviewed

Reviewing Mentor Feedback

Open the app → My Scans → My Reviewed Scans.
Tap the exam to view mentor notes.
Compare your next scans with the feedback and re-upload improved versions.

Mobile Tips & Cautions

Use Wi-Fi for uploading cine loops; cellular uploads may fail if >50 MB
Upload both normal and abnormal scans for practice
Check that each clip plays correctly before hitting Submit
If you cannot upload via the app, use the web portal (Part 4)