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A system for equitable workload distribution in clinical medical physics.

Minsun Kim1, Eric Ford1, Wade Smith1

  • 1Department of Radiation Oncology, University of Washington Medical Center, Seattle, Washington, USA.

Journal of Applied Clinical Medical Physics
|October 26, 2021
PubMed
Summary

A new quantitative system for workload distribution in radiotherapy physics significantly improved equity among physicists. This approach enhances transparency and accountability in effort assignment within clinical settings.

Keywords:
equityleadershipworkload distribution

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Area of Science:

  • Medical Physics
  • Radiotherapy Physics
  • Healthcare Management

Background:

  • Clinical medical physics involves diverse tasks, from routine procedures to development projects.
  • Equitable workload distribution is challenging, especially in large or multi-site clinics.
  • Current methods struggle with the dynamic nature of effort assignment in radiotherapy physics.

Purpose of the Study:

  • To develop and study an equitable workload distribution system for radiotherapy physics.
  • To address the complexities of effort assignment in dynamic clinical environments.
  • To improve fairness and efficiency in physicist workload management.

Main Methods:

  • A working group defined clinical tasks and estimated time using oncology information system data, physicist surveys, and consensus.
  • Introduced 'equivalent workday' (eWD) as a quantitative unit for effort.
  • Developed 'normalized total effort' (nTE) metric to represent individual workload fraction; system implemented and refined over 9 months.

Main Results:

  • Pre-implementation, workload differences reached up to 50% between physicists (nTE 10.0%-15.0%).
  • Post-implementation, individual workload differences were reduced to within 5% (nTE 12.3%-12.8%).
  • System refinements incorporated leave and project time, previously handled informally.

Conclusions:

  • A quantitative system for workload distribution was successfully developed and implemented.
  • Demonstrated significant improvements in workload equity, transparency, and accountability.
  • The system, developed for academic medical centers, shows potential general applicability for other clinics.