P064] The role of the medical physics expert in the implementation of a dose management system

Abstract

Purpose Dose management systems are useful tools to automatically collect and analyze patient radiation doses. They provide the possibility to medical physics experts (MPE) to easily detect abnormalities and optimize doses, without spending time and energy in collecting data. More and more hospitals installing these tools to fulfill the legal requirements. Due to its complexity, mainly different professional teams that have to work together, implementing a dose management system in a hospital needs to be treated as a project. An MPE may participate to the implementation of the dose management system not only as the final user, but also as consultant, project manager or a combination of these. The aim of this work is to present the typical steps of the project “Dose management system” and examine the role and responsibilities of the MPE in each of these steps. Methods The project is divided in six major steps: initiation, definition, planning, execution, control and follow-up. Results In the beginning of the project, the MPE has to determine if and how a dose management system would benefit the hospital. Next, the MPE shall define the specific needs of the hospital, evaluate the different options of the market and contribute as an expert to the acquisition of one of these systems. Prioritization of the tasks, such as which modalities should be connected, is essential. Before starting working with the dose management system, the MPE should perform a quality control on the modality connections, such as correct data transfer and integrity, configuration of the diagnostic reference levels, etc. At the end of the project, all members of the team (radiologists, technologists, MPE, etc.) have to know their tasks and be trained to use the new system. The assessment of the project should be communicated to the hospital managers. Conclusions The MPE is a key-role player in the implementation of a dose management system. Perhaps the most difficult part for the MPE is to realize that their role in dose management has evolved.