Automated planning stage tracking and analysis through an integrated whiteboard system.

Area of Science:

• Medical Informatics
• Radiation Oncology Workflow Optimization
• Healthcare Process Improvement

Background:

• Radiation oncology treatment planning involves complex information sharing challenges.
• Current Oncology Information Systems (OIS) lack adequate tools for task timing and workflow management.
• Delays in radiation oncology can significantly impact patient care and treatment outcomes.

Purpose of the Study:

• To develop and evaluate an electronic whiteboard integrated with an OIS.
• To track, record, and analyze timeframes in radiation oncology treatment planning.
• To address the need for improved workflow and reduced treatment delays.

Main Methods:

• Developed custom software using R on a local web server at Seattle Cancer Care Alliance (SCCA).
• Integrated the electronic whiteboard with the Mosaiq OIS to automatically record time-stamped workflow stages.
• Merged whiteboard logs with diagnostic factors from Mosaiq for significance evaluation.

Main Results:

• Treatment intent, prescription complexity, and nodal involvement were key factors in planning time.
• Contouring and planning times were significantly improved (p<10^-14 and p<10^-11, respectively).
• Overall time to plan completion was reduced by 33% (5.1 days; p<10^-11).

Conclusions:

• Real-time task tracking tools are effective in radiotherapy planning.
• The electronic whiteboard provides data-driven evidence supporting practice change implementation.
• This approach enhances efficiency and potentially improves patient throughput in radiation oncology.