Technical note: An automated document verification tool in radiation oncology EMR: Application for LDR prostate...

This study aims to illustrate how a script-based automated tool can efficiently verify documentation for LDR prostate brachytherapy.

An in-house Python-scripts-based tool was developed to automatically verify the specific checklists, aligned with our institutional practice guidelines for prostate seed implants (PSI). The scripts, compatible with our radiation oncology information system, could be executed with an optional web-based middleware to access and evaluate Aria documents. Optimized based on data from the previous 400 patients, the automated tool was applied to a random cohort of 50 LDR patients. It evaluated the adequacy of specific EMR documents by performing checks for data completeness, consistency, and allowable value range. We analyzed the efficiency of using this tool against conventional manual checks in two LDR processes: seed ordering and monthly audits for our PSI programs.

The automated tool effectively performed chart checks on the involved PSI documents. Human errors, such as typos and inconsistent information, were identified in 7 out of 50 patients during the seed ordering process and in 2 out of 50 patients during the monthly audit. Meanwhile, this automation reduced the majority of manual chart-checking time by an average of 5 and 10 min per patient for these processes, respectively. The anticipated efficiency gains will continue to accrue as more check items are digitalized and assessable to the scripts.

The implementation of an automated tool tailored for LDR prostate brachytherapy has demonstrated its efficiency benefits. Such an approach can help other clinics substantially enhance routine chart checks, periodic audits, and other applications in similar clinical settings.