There exists limited standard guidance from the physics community on the optimal way to ensure high-reliability proton therapy treatments. Following the guidance of AAPM MPPG 4a/4b and Task Groups 100/275, our institution has developed, implemented, and maintained strategies over the last five years to streamline workflows, enable more complex treatments, standardize procedures, and manage risk from slip or omission type errors in proton therapy. The evolution and success of that is observed from an institutional analysis of past operations data. From the outset, standard care paths were used to sequence our workflows. These chains of tasks were well-defined and timestamped upon completion for every patient. Over five years, additional multiple interventions were implemented including clinical site standardization, checklists, root cause analysis, and failure mode identification. These were used to counter environmental variables with potential to disrupt timelines like growing patient volume, staffing demands, and new technique adoptions. These interventions went through extensive design, validation, and continuous improvement phases by the entire clinical team. Using ARIA v15.5, task timestamp data from the past 5 years were mined for physics proton-specific planning tasks and used to compute how early/late each task was in comparison to the expected due time. Average and standard deviation data were computed and used to create control charts. This coupled with the average time per year was cross-referenced with interventions to determine the impact on plan preparation timelines. Over 5 years, the standard care path length reduced from 16 to 13 business days. The greatest impact on timelines was observed from standardizing clinical site guidelines. This minimized variability in task times and allowed the creation of checklists. By standardizing, we identified slack as well the need for new tasks. Overall, the average days late or early went from on-average late to on-average early (Table 1). The control charts indicate that many tasks stabilized in recent years. Furthermore, these interventions allowed us to safely increase the complexity of our proton plans using Monte Carlo dose calculations, 4D-optimization, robustness standards, repainting, and increased beams with no slippage in overall timelines. Clinical site standardization, checklists, consistent process re-evaluation, and a team attitude of continuous improvement allowed us to improve control of our processes while simultaneously expanding treatment complexity and meeting the goals of our quality management plan.
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