Managing DICOM de-identification profiles with DICOM Manager

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  • Published by Viedoc System 2026-11-03
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Introduction

This lesson describes the DICOM Manager role, which is responsible for how DICOM de-identification is performed for a study, the DICOM profile builder, and the main tasks that can be performed in it.

In Viedoc, Clinic users can upload Digital Imaging and Communications in Medicine (DICOM) files and Viedoc de-identifies them during upload. Users can upload ZIP archives with DICOM files, and the system automatically de-identifies each file according to the DICOM profile configured for the study. A DICOM Manager sets up this profile in Viedoc Admin before uploads begin, defining how Protected Health Information (PHI), as defined by the DICOM Standards Committee, and the DICOM PS3.15 tags are handled. This includes pixel masking and controlled handling of sensitive fields (for example, birthdate). Clinic users can read and review the planned de-identification profile for each file before upload, but cannot make any changes.

DICOM Manager role and permissions

The DICOM Manager role is a system role in Viedoc Admin. This role is intended for users responsible for managing the complete de-identification profile for a study. The DICOM Manager role is responsible for:

  • Defining DICOM tag handling and metadata actions

  • Setting the requirement for pixel de-identification

  • Editing and updating the profile when any requirements change

  • Configuring the de-identification profile to the relevant study before uploads begin in Viedoc Clinic

All updates are recorded in the admin audit trail.

For more information about assigning users to system roles, see Managing users.

Working with DICOM de-identification

You can only access the DICOM profile settings if you have been assigned the DICOM Manager role in Viedoc Admin.

Starting from a predefined template, the DICOM Manager can configure all of the DICOM de-identification profile requirements according to the needs of the study. This allows clinic users to upload DICOM images without needing detailed knowledge of de-identification standards or configuration settings.

Configuring a DICOM de-identification profile

You can manage your DICOM de-identification profiles from the Study overview page.

To configure a DICOM de-identification profile:

1 Select the toolbox icon on the Study overview page to open the Configure DICOM de-identification dialog:
2

The Configure DICOM de-identification dialog opens. Under DICOM Settings, Profile settings is shown, with your Profile name field and the following options:

1. De-identification rule set (PS 3.15 Basic Profile)

2. Profile options

3. Pixel de-identification

Select:

  • Profile options to add your requirements (Overlays) to the PS 3.15 Basic Profile, and the Pixel de-identification management rules you require.
    Note! You must set up a new profile for each study you have access to.
    Under Pixel de-identification, select how burned-in pixel data is handled when Clinic users upload files. Burned-in data is text that is part of the image itself, for example, a patient name printed on a scan.
3

Select Tag configuration to view all of the DICOM tags from the PS 3.15 Basic Profile, in the Tag, Attribute name, VR (Value Representation), Before and After, and the Action columns.

In the Tag configuration dialog, for each tag, a planned action is shown:

  • Remove (tag deleted)
  • Blank (tag is retained but its value is replaced with an empty or zeroed value)
  • UID replace (UID replaced with a newly generated UID)
  • Replace (the tag's value is replaced with a dummy or placeholder value).
  • Keep (the tag is retained as is).
  • Map (the tag's value is set to a value that Viedoc already holds for the subject, either replacing the existing value or adding the tag if it is not present in the file).
  • Trim (reduces a date already in the image to its year. For example, 19741012 is changed to 19740101). This applies to date DA VRs only

Note!

  • Viedoc resolves the selected value for each subject when a DICOM file is uploaded in Viedoc Clinic, using that subject's own data in the study. Clinic users can review the resolved values before uploading, but cannot change them.
  • The value you map to a tag must fit the size limit of that tag. For example, a tag with the VR SH can be a maximum of 16 characters. If the subject key is longer than the limit, Viedoc leaves the tag blank. Make sure that the subject keys in your study fit the tag you select.

Select Reset to default to remove the tags that are not part of the PS 3.15 Basic Profile
4

You can select Map for tags in the PS3.15 Basic Profile and for tags you add, if the tag has a string VR (LO, LT, PN, SH, ST, UC, or UT).

Note! You cannot select Map for the following tags:

  • Study Instance UID, Series Instance UID, and SOP Instance UID
  • The tags that record the de-identification itself: Patient Identity Removed, De-identification Method, and De-identification Method Code Sequence

To map a tag on the Tag configuration dialog:

  1. In the dropdown menu under the Action column, select Map.

The Map value dialog opens:

A Source field is shown.

  1. Select from the following values from your study to add to the tag:
  • Study name
  • Site code
  • Subject key
  1. Select Save mapping.

Note! The de-identification audit record includes a Mapped entry for every tag where Map is applied. The audit record does not include the tag's original value.
5

To add a new tag on the Tag configuration dialog, select Add new tag.

The Add new tag dialog opens. Fill in tag, attribute name and select a VR (Value Representation), then select Add tag.
6

Select Save settings. The Study overview page opens and a confirmation message is displayed to inform you that the DICOM settings have been successfully saved.