Patient Safety

PV QA 3 - Poster Viewing Q&A 3

TU_26_3068 - Novel Use of an Online Research Database for Dosimetry Workflow Tool at a Busy, Multi-Site Clinic

Tuesday, October 23
1:00 PM - 2:30 PM
Location: Innovation Hub, Exhibit Hall 3

Novel Use of an Online Research Database for Dosimetry Workflow Tool at a Busy, Multi-Site Clinic
S. Tanny, M. Kilpatrick, and C. Zerrillo; SUNY Upstate Medical University, Syracuse, NY

Purpose/Objective(s): Design and implementation of a multi-user dosimetry workflow tool ("whiteboard") that integrates multiple sites for increased planning efficiency.

Materials/Methods: The whiteboard needs to capture and share data with users along the treatment planning process, including therapists, dosimetrists, billing specialists, research associates, physicists, and physicians. The whiteboard also requires strict privacy protections, flexible user access, and customizable roles. Users should be able to access and update information within the record in accordance with their specialty, and this data should be immediately available to all users. This whiteboard also needs to be accessible by geographically disparate locations so that our facility can utilize this at all of our four treatment sites across five different treatment machine types.

Results: We utilized the online research database program REDCap to construct a project which described all the steps of the treatment planning process from simulation to patient start. REDCap allows multiple users to access a project simultaneously, is implemented and maintained by our institution to guarantee patient data protection, and can be accessed through an internet browser without additional software installation. The project tracks when the patient was simulated, the status of fusions, contours, and plans, the status of insurance authorization, and which patients are on research protocols. Users are able to interactively update records without conflicting with each other, track where all patients are in their planning, and share information such as intended start date or treatment type with users in other departments. Use of a dynamic workflow control increased the efficiency of dosimetrist peer review between the 4 sites that are using this tool, as well as improved coordination between dosimetry, billing, and protocol research associates to ensure patients were being tracked between offices effectively. Data collected within this tool can also be utilized as the basis for quality improvement projects. As a brief example, over the five months this tool has been utilized, the average time for an IMRT patient from the day of simulation to treatment start was 9 days, with 1 day for the resident to contour, 2 days for the attending to finalize targets, 3 days for planning, and 3 days for plan review, approval, and QA.

Conclusion: We have developed an online dosimetry workflow control tool utilizing free-to-use software that is accessible across multiple sites with minimal management overhead. This tool eliminated the need for dosimetry, billing offices, and satellite locations to all maintain redundant patient lists that were inconsistently updated. Our dosimetry workflow procedure is also capable of capturing quality improvement metrics, such as time from simulation to start, minimum baselines for the plan development, and the date and extent of peer review in the planning workflow.

Author Disclosure: S. Tanny: None. M. Kilpatrick: None. C. Zerrillo: None.

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