SU‐E‐T‐31: Development of a Radiation Oncology Patient Flow Dashboard System

Abstract

Purpose: To develop a dashboard for tracking patient treatment plans going through different stages in treatment planning process. Methods: The stages from ‘decision to treat’ to ‘treatment complete’ and the software systems associated with these stages in the treatment planning process were identified. The steps of the treatment planning process that were tracked by the dashboard system was the ‘decision to treat’, ‘CT simulation’, ‘contouring complete’, ‘plan publish’, ‘plan approval’, ‘treatment start’ and ‘treatment end’. The systems where this information was extracted included the booking system (eBooking), treatment planning system (Pinnacle), treatment plan review system (WebPublishing), and record and verify system (MosaiQ). The flags for different activities and the time stamps associated with these activities were extracted from these systems via text file reports in the case of Pinnacle and MosaiQ, and ODBC connections to the database for real‐time data gathering from eBooking and WebPublishing. A web‐based dashboard display was developed to provide the status of all treatment plans going through the process and whether the milestones are reached as being on schedule (green), close to deadline (yellow) or overdue (red). Results: A web‐based display dashboard has been developed to provide the status of each treatment plan going through the treatment planning process. The information was able to reflect the stress points in the system and enable management and front line workers to respond to these stress points by proper allocation of resources Conclusions: The Radiation Treatment Dashboard System provided a tool to monitor treatment plans through the treatment planning process. It could be an invaluable tool for the management of a medium to large size facility to maintain an evidence‐based treatment planning operation. It can also potentially expand to other aspects of the radiation treatment program.