The use of IT to improve practice quality within a radiation oncology program.

Abstract

170 Background: Our centre has used ARIA as its oncology information system since 2005. Anecdotally, since 2008, dosimetrists have identified a high rate of replanned treatment plans. In 2010, a 2% replan rate was estimated however, it was felt that the results did not capture the true rework impact. A definition for replan was created to distinguish it from plan revisions and an attempt to standardize replan naming conventions was initiated. The replan workload was again raised as an issue in 2013 and an interdisciplinary review workgroup was formed with the objective to develop a process to capture workload more accurately. Methods: Rework was further categorized into replan, rework and revision. The nomenclature for the ARIA plan name data field was standardized to identify replans and plan revisions. In addition, rework task activities were created to identify the discipline initiating the rework. Embedding these changes into our process allowed for efficient and accurate workload data extraction. Results of monthly data analysis are shared with the dosimetrists and actionable items are sent to department heads for program engagement. Results: In March 2014, we achieved 100% compliance to the plan naming convention. Data showed 6% replan and 6.5% revision rates. Table 1 shows the rework numbers initiated by discipline. Conclusions: A paperless environment lends itself well to an organization’s ability to capture data. Our experience shows that if processes are designed to support and be supported by the information system, the input of data points can be embedded seamlessly and practically in the clinician’s workflow. This results in improved data capture where data becomes more meaningful, and can then be used for continuous quality improvement, operational decision-making and research projects, all of which can lead to practice improvements. [Table: see text]