Automated ICC Tool for a Novel Planning Incident Learning Environment
D Ferguson*, E Hirata, A Witztum, University of California, San Francisco, San Francisco, CA
Presentations
WE-D-TRACK 1-2 (Wednesday, 7/28/2021) 2:00 PM - 3:00 PM [Eastern Time (GMT-4)]
Purpose: Initial chart checks (ICCs) are integral to ensuring safe and accurate delivery of radiation. Over a third of treatment plans at our three-site institution are submitted for ICC within a day of treatment, creating a large and urgent workload. We developed a tool to automate a large proportion of the ICC by connecting our TPS (Raystation) and record and verify system (Mosaiq), with the goal of reducing the likelihood of errors reaching the patient and introducing automated reporting in a new planning incident learning environment (PILE).
Methods: Plan parameters from the TPS and Mosaiq database were extracted and compared using in-house code. Automated checks were written to match those documented in the ICC list, with the output presented through a graphical user interface (GUI) in the TPS and through a web interface (WI). The TPS GUI can be used by dosimetrists prior to plan approval, and the WI can be used by physicists to complete the ICC.
Results: A tool was developed to automate a portion of ICCs. Using this, the average time to complete an ICC was reduced by approximately 50%. Additionally, each time the tool is used, an entry in the PILE is created, enabling the tracking and remedying of repeating issues. A retrospective analysis of plans in Mosaiq identified minor (non-reportable) errors in plans that would have been flagged by this tool.
Conclusion: A chart check tool was developed and integrated into the workflow to automate ICCs where possible, simultaneously reducing the likelihood of errors reaching the patient and reducing the physicists’ time burden. The output of each ICC is stored in the PILE database, allowing trends in behaviors to be identified and providing a framework for how each ICC can provide information to further improve our radiotherapy practice.
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