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Using standardized workflows and quantitative data-driven management to reduce time interval from simulation to

Naichang Yu1, Danielle LaHurd1, Anthony Mastroianni1

  • 1Department of Radiation Oncology, Taussig Cancer Institute, Cleveland Clinic, Cleveland, Ohio, USA.

Journal of Applied Clinical Medical Physics
|January 31, 2024
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Summary
This summary is machine-generated.

Standardizing radiation oncology workflows and tracking time-to-treatment initiation (TTI) significantly reduced treatment delays. This data-driven approach improved efficiency in external beam radiotherapy delivery.

Keywords:
data-driven managementstandardizationtime-to-treatment initiationworkflow

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Area of Science:

  • Radiation Oncology
  • Medical Physics
  • Health Systems Management

Background:

  • External beam radiotherapy involves complex, multi-team coordination.
  • Timely treatment initiation is crucial for patient care and outcomes.
  • Managing the time-to-treatment initiation (TTI) requires robust processes.

Purpose of the Study:

  • To report the experience of establishing a standardized workflow for external beam radiotherapy.
  • To implement quantitative data and metrics for managing TTI.
  • To analyze the impact of a standardized process on TTI in radiation oncology.

Main Methods:

  • A standardized process was implemented in a radiation oncology electronic medical record system (RO-EMR) starting in 2014.
  • Time-to-treatment initiation (TTI) was measured from simulation to treatment start.
  • Data were stratified by treatment technique (3D-CRT, IMRT, SBRT) and analyzed comparing two periods (2012-2015 vs. 2016-2019).

Main Results:

  • The number of treatments increased from 1760 to 2357 annually between the two periods.
  • Median TTI for 3D-CRT, IMRT, and SBRT improved or remained stable.
  • Aggregate TTI significantly reduced from the initial to the later period across all techniques (p < 0.001).

Conclusions:

  • Establishing a standardized workflow and consistently measuring TTI led to reduced treatment initiation times.
  • The implemented process effectively shortened TTI in the early phase and maintained efficiency in later years.
  • Data-driven management of TTI is essential for optimizing radiotherapy service delivery.