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Improving linear accelerator service response with a real- time electronic event reporting system.

Jeremy D P Hoisak1, Todd Pawlicki, Gwe-Ya Kim

  • 1University of California San Diego. jhoisak@ucsd.edu.

Journal of Applied Clinical Medical Physics
|September 11, 2014
PubMed
Summary

A new vendor support model significantly reduced linear accelerator downtime and treatment cancellations. Direct electronic notifications to vendor engineers improved response times, enhancing clinical operations.

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Area of Science:

  • Medical Physics
  • Radiation Oncology
  • Healthcare Operations

Background:

  • An in-house event recording system tracked linear accelerator (LINAC) performance issues.
  • Clinical physicists received email notifications for logged technical events.

Purpose of the Study:

  • To evaluate improvements in clinical operations using a new LINAC service and support model.
  • To compare the new model with the previous service approach.

Main Methods:

  • A pilot project involved sending electronic event notifications directly to vendor engineers.
  • Quantitative comparison of event logs and oncology information system data before and after the new model's implementation.
  • Focus on "machine-down" events, analyzing vendor response time, downtime, and treatment cancellations.

Main Results:

  • Median vendor response time decreased from 45 to 8 minutes.
  • Downtime per event reduced from 45 to 20 minutes.
  • Treatment cancellations decreased by 68%.

Conclusions:

  • The new service model, with direct electronic vendor notification, significantly decreased LINAC downtime and patient treatment cancellations.
  • Reduced vendor response and fewer on-site visits improved overall clinical operations.