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Author Spotlight: Improving Radiation Therapy Access with Radiation Planning Assistant

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[Multimodal document management in radiotherapy].

H Fahrner¹, S Kirrmann, F Röhner

¹Klinik für Strahlenheilkunde, Radiologische Klinik, Universitätsklinikum Freiburg, Robert Koch Str. 3, 79106, Freiburg, Deutschland.

Strahlentherapie Und Onkologie : Organ Der Deutschen Rontgengesellschaft ... [Et Al]

|November 8, 2013

Summary

This study successfully integrated all documents into a digital workflow, automating processes and eliminating paper. This enhances efficiency and traceability in patient record management within the operating schedule system (BAS).

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Area of Science:

Medical Informatics
Healthcare Administration
Digital Transformation in Healthcare

Context:

The integration of paper-bound and digital documents into a unified digital environment is crucial for modern healthcare operations.
The operating schedule system (BAS, "Betriebsablaufsystem") serves as a central platform for managing patient treatment planning and workflow.

Purpose:

To embed all document qualities into a digital environment within the operating schedule system (BAS).
To integrate documents from various sources, automate workflow steps, and ensure traceability of document import.
To transition towards a paperless workflow by digitizing documentation and automating the generation of patient-related documents.

Summary:

A multidisciplinary working group analyzed document qualities and modeled them into the departmental workflow (BAS).
Specifications were implemented in a test environment by the clinical and administrative IT group and subsequently introduced into clinical routine.
The system successfully embedded all relevant documents into the departmental workflow via continuous processes, handling over 15,000 documents post-implementation.

Impact:

Achieved a fully digital workflow, embedding all relevant documents and automating approximately 5000 patient aftercare appointment letters annually.
Enabled the generation of patient record extracts in PDF format for healthcare insurer controlling purposes.
Significantly reduced reliance on paper documents, improving efficiency and data management within the radiation oncology department.