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(Tuesday, 7/31/2018) 3:45 PM - 4:15 PM
Room: Exhibit Hall | Forum 3
Purpose: Investigate and identify error trends associated with radiotherapy electronic charts via proprietary chart checking process
Methods: Utilizing Visual Basic, an Excel-based GUI was created to facilitate chart checking procedures. An API script was then employed to extract basic patient and plan data from Eclipse into a CSV file, and subsequently imported into the database. The process contains items for 80+ checks of chart integrity ranging from plan quality, to field naming convention, to required documentation. Additional checks are populated for special procedures such as SRS and DIBH. For each check, a “Needs Attention” checkbox exists in order to document checks that require intervention/modification to the plan by the chart checking physicist. Data from over 3000 initial charts spanning over 2 years was compiled, sorted, and analyzed to identify patterns for checks that were marked as “Needs Attention”. For analysis, the checks were sorted into categories based on items that apply to every chart (ex. Prescription) and items that apply to specific charts (ex. bolus or 4DCT).
Results: It was found that, on a weekly basis, an average of 27% of the initial charts checked had errors related to the treatment plan with the most common error (10% of treatment planning errors) related to proper contouring. Additionally, an average of 16% of charts had prescription related errors with the most common errors related to dose/fractionation and energy matching treatment plan (~15% each). The most common error related to specific plan types involved plans with Implanted Electronic Devices where 45% of those plans required modification.
Conclusion: The ability to accurately track identified errors within the chart checking process will enable our clinic to focus on gaps in training and re-education regarding plan creation and finalization. Further research will entail isolating error patterns that may occur throughout the year.
Keywords
Quality Assurance, Quality Control
Taxonomy
IM/TH- Formal quality management tools: General (most aspects)
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