Program Information
Workflow Monitoring for a High Volume Radiation Oncology Center
S Laub1*, M Dunn2 , G Galbreath3 , S Gans4 , M Pankuch5 , (1) CDH Proton Center, Warrenville, IL, (2) Proton Collaborative Group, Warrenville, Illinois, (3) ProCure Treatment Centers Inc., New York, NY, (4) Northwestern Memorial Chicago Proton Center, Warrenville, Illinois, (5) Northwestern Medicine Chicago Proton Center, Warrenville, IL
Presentations
MO-D-213-1 (Monday, July 13, 2015) 1:45 PM - 2:45 PM Room: 213
Purpose: Implement a center wide communication system that increases interdepartmental transparency and accountability while decreasing redundant work and treatment delays by actively monitoring treatment planning workflow.
Methods: Intake Management System (IMS), a program developed by ProCure Treatment Centers Inc., is a multi-function database that stores treatment planning process information. It was devised to work with the oncology information system (Mosaiq) to streamline interdepartmental workflow.
Each step in the treatment planning process is visually represented and timelines for completion of individual tasks are established within the software. The currently active step of each patient’s planning process is highlighted either red or green according to whether the initially allocated amount of time has passed for the given process. This information is displayed as a Treatment Planning Process Monitor (TPPM), which is shown on screens in the relevant departments throughout the center. This display also includes the individuals who are responsible for each task.
IMS is driven by Mosaiq’s quality checklist (QCL) functionality. Each step in the workflow is initiated by a Mosaiq user sending the responsible party a QCL assignment. IMS is connected to Mosaiq and the sending or completing of a QCL updates the associated field in the TPPM to the appropriate status.
Results: Approximately one patient a week is identified during the workflow process as needing to have his/her treatment start date modified or resources re-allocated to address the most urgent cases. Being able to identify a realistic timeline for planning each patient and having multiple departments communicate their limitations and time constraints allows for quality plans to be developed and implemented without overburdening any one department.
Conclusion: Monitoring the progression of the treatment planning process has increased transparency between departments, which enables efficient communication. Having built-in timelines allows easy prioritization of tasks and resources and facilitates effective time management.
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