Electronic Chart Recording for Gamma Knife Stereotactic Radiosurgery

Radiation oncology departments are uniquely susceptible to additional challenges when transitioning from paper to electronic chart recording systems. The Gamma Knife stereotactic radiation therapy system has additional complexities stemming from limited network connectivity to other computer systems used within the department. The goal of this project is to transition from paper charting to completely electronic charting.

To accomplish the digital transformation, our department created a detailed mapping of the paper workflow, converted all documents digitally, implemented a paperless printing solution, and established a digital platform for document processing. Throughout each step, we intended to preserve the integrity of the high-quality treatment workflow in our department by focusing on (1) enhancing the multidisciplinary aspects of the treatment workflow; (2) ensuring protected health information security; and (3) maintaining efficient patient care.

Electronic signature software and a digital printer were installed to overcome technical hurdles. All paper documents, such as the written directive, stereotactic radiosurgery-frame measurements, and physics consult, were converted to electronic documents mainly using spreadsheet applications. Based on clinical implementation and practice, all goals were met which enhanced the treatment workflow by allowing less time spent on documentation and more time with the patients.

With technical planning and coordination from all team members, we demonstrated that the implementation of electronic chart recording systems can be achieved for Gamma Knife radiosurgery treatments that enhance the treatment workflow, provide flexibility for staff, and allow for greater multidisciplinary communication.