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Design of a Real Time Online Tracking Solution for HDR Inventory

N Astorga*, K Rasmussen , N Kirby , J Roring , S Stathakis , D Saenz , R Crownover , N Papanikolaou , R George , Ut Health San Antonio, San Antonio, TX


(Sunday, 7/29/2018) 3:00 PM - 6:00 PM

Room: Exhibit Hall

Purpose: To create an HDR inventory database that keeps track of newly received single & multichannel catheters, patient immobilization devices, tandems, QA equipment and connecting tubes, to optimize clinical workflow through accurate tracking of disposable items (catheters, needles, etc.) or with issues such as replacement due to wear and tear or malfunction.

Methods: A Microsoft access database was setup that had the information of each piece of HDR inventory received, which included a detailed name of the item, the manufacturer, the vault in which the item was to be used, as well as the reference number of the equipment. A photograph of the inventoried item was also added. The item was then sorted into categories, i.e. either catheter, QA equipment, patient immobilization device. The date the item was acquired as well as a monetary amount was also added. The database can be accessed either through the access program, intranet web based clients or via a remote app to be used for inventory tracking while in an off-site location, such as an operating room.

Results: A database tracking the department’s HDR inventory has improved workflow efficiency by creating an easy system to track or replace items. Multiuser and location access allows for cohesive organization and preparation for brachytherapy procedures.

Conclusion: Tracking equipment is a key component in the field of medical physics, especially in brachytherapy. A database that tracks equipment is highly beneficial in providing immediate access to finding the relevant information to replace equipment in a timely manner.


Brachytherapy, Computer Software, Data Acquisition


TH- Brachytherapy: Development (new technology and techniques)

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