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Related Experiment Video

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Author Spotlight: Improving Radiation Therapy Access with Radiation Planning Assistant

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Implementation and Evaluation of an Offline RPA-Based Scheduling Visualization Tool for Radiotherapy Under Security

Takuya Ito^1,2, Ryuhei Takeo³

¹Department of Radiotherapy Quality Management, Sanshikai Tomei Atsugi Hospital, Atsugi, Japan. takuya@pioncloud.com.

Journal of Medical Systems

|August 7, 2025

Summary

This summary is machine-generated.

Robotic process automation (RPA) streamlines radiotherapy scheduling by extracting data from electronic medical records (EMR) and radiology information systems (RIS). This automation enhances accuracy and efficiency for staff in radiation therapy centers.

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Area of Science:

Medical Informatics
Radiation Oncology
Process Automation

Background:

Accessing radiotherapy appointment data is difficult due to fragmented systems and strict security policies.
Electronic medical record (EMR) and radiology information system (RIS) data integration is often restricted.

Purpose of the Study:

To develop an automated workflow for capturing and consolidating radiotherapy scheduling information.
To improve the efficiency and accuracy of radiotherapy appointment management in hospitals with IT restrictions.

Main Methods:

Developed an offline robotic process automation (RPA) workflow using a no-code environment.
The RPA robot captured data directly from the graphical user interfaces (GUIs) of EMR and RIS.
Consolidated data into a four-week Excel calendar without requiring back-end system modifications.

Main Results:

RPA workflow runs completed in a median of 3.9 minutes, listing 36 appointments daily.
Identified two manual omissions compared to a legacy whiteboard system.
Staff survey indicated significant reductions in documentation time, workload, and error frequency.

Conclusions:

A GUI-level RPA approach offers a secure, rapidly deployable solution for radiotherapy scheduling.
This method enhances scheduling accuracy and staff efficiency, particularly for small- to medium-sized centers with strict IT policies.
No back-end database integration is required, making it a lightweight and accessible automation solution.