ESTRO 2024 - Abstract Book

S2953

Interdiscplinary - Other

ESTRO 2024

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2435

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Standardising the non-standard. Implementing an auditable workflow for ‘off protocol’ patients

Helen Grimes 1 , Tumi Patel 2 , Reena Davda 2 , Jenny Gains 2 , Maria Boutros 1 , Syed Moinuddin 1 , Colin Baker 1 , Ursula Johnson 1 , Claire Rhodes 2 , Sarah Petty 1 , Neil Burley 2

1 UCLH, radiotherapy phyiscs, London, United Kingdom. 2 UCLH, radiotherapy, London, United Kingdom

Purpose/Objective:

In our centre we treat a large number of complex patients including paediatric, Sarcoma, GI, SABR, re-irradiation and hybrid photon-proton treatments. These often require a personalised approach to the technical aspects of treatment, needing to deviate from standard clinical guidelines, and as such are classed as ‘off protocol’. The current process for managing these patients is a form which is uploaded into the patient in the Oncology Information System (OIS), Varian ARIA, and further discussion happens outside the clinical system. This can be challenging; for each case the relevant staff have to be manually contacted; There are no standard task lists for the clinical team to work on, creating a risk, tasks will be missed in a busy department; Relevant information isn’t always captured in the clinical system; auditing ‘off-protocol’ patients’ is manual and labour intensive.

The purpose of this work was to develop a standard workflow for off protocol patients integrated into ARIA.

Material/Methods:

The development of the workflow was broken down into four main steps.

a. Stakeholder engagement to establish key aims. b. Development of process. c. Presentation and feedback from stakeholders. d. Implementation.

a) Stake holder engagement to establish key aims.