Leveraging web-based interface systems with institutional databases to improve compliance with survivorship care plans.

Abstract

161 Background: ASCO’s Clinical Oncology Clinical Expert Statement on Cancer Survivorship Planning addressed the importance of using survivorship care plans (SCPs) to improve survivors’ care. Evolving information technology strategies, such as web-based systems, offer real-time reporting tools to track providers’ adherence for completion of SCPs. Our abstract reports on the creation of a web-based system to monitor survivors’ care. Methods: Ongoing audits of SCPs indicated broad variation in compliance rates with SCPs. The institutional benchmark for compliance was set at 90%. Yet, FY 2014 rates ranged from 7-97%, X= 84%. To address low or non-compliance rates, our institution selected a commercially available system as the IT intervention to improve compliance with SCPs. Core metrics identified were arrived appointments, missed appointments, completed SCPs, and transitions to survivorship status. To collect data, we used existing institutional databases with information on medical health, scheduled appointments, and other clinical documentation tools were used to collect data. Descriptive statistics were used to analyze and present data. Results: The current design of the Survivorship Performance Scorecard provided a centralized system for reporting data from 11 survivorship clinics. An exploratory review found 18 Passport templates across the 11 clinics, 188 OrderSets, and 986 scheduling codes were used in planning survivorship clinical services. Procedures for patient transition to survivorship clinics were defined in OrderSets, which were reviewed to identify appropriate fields for inclusion in the report. To ascertain compliance, procedures were developed to link arrived appointments with completed SCPs. Final reports will display all metrics by clinic, provider, and other patient level data. After the system goes live in late 2015, the systems benefits and shortfalls will be analyzed. Conclusions: This evolving tool offers a practice-based method for collecting data elements to monitor compliance with SCPs’ completion standards. Future work will focus on designing an alert system to inform providers when compliance rates are below the 90% compliance benchmark.