ESTRO 36 Abstract Book

S565 ESTRO 36 _______________________________________________________________________________________________

Results A weekly in-house KPI tool which compares machine utilisation and performance, completion of QA tasks and individual patient appointments has been utilised at LMCTC since 2011. The tool has enabled staff to monitor patient appointment duration on a daily basis and allows direct comparison with the patient’s scheduled time. A traffic light system has been developed to allow easy visualisation of patient appointments requiring adjustment (Fig 1). A buffer time which is -12% and + 8% of the scheduled appointment time is applied to allow easy visualisation of appointments requiring action. Based on the results and traffic light display, each patient’s appointments are adjusted for the following week, resulting in a machine schedule made up of individualised patient appointments. Queue times are compared with scheduled patient appointments to review the timeliness of patients attending their appointment. The tool was designed and released in October of 2010 for a trial period of two months and has been in use in the department since its introduction.

divided into four groups: thermoplastic head masks, patient specific indexed whole body vacuum cushions, doubly indexed non-patient-specific immobilization – i.e. indexed knee/feet rests together with indexed head or head and arm rests – and not indexed at all. For the definition of the tolerance windows we required that at most one in forty setups should provoke an interlock. Furthermore movements between reference marks and target points have to be large enough to violate the tolerances with a high probability if they are not performed. We required this probability to be 99%. Results For all four subgroups feasible interlock thresholds can be defined. Especially for patient specific immobilization devices they can be set very tightly. For thermoplastic masks the limits are below plus or minus one centimeter in all three directions and for the vacuum cushions the largest tolerance value, which is in the longitudinal direction, amounts to not more than +/- 2.5 cm. But even ample tolerances, as we find for non-indexed immobilizations, should be implemented since they help to decrease the risk of irradiating the wrong patient or isocenter significantly. Also the obtained minimum shifts from the reference marks are feasible and can easily be adopted in routine setup. Conclusion Tolerances to table coordinates help to detect shifts which are not applied at all or not in all directions. They also prove to be efficient in discriminating between two different isocenters or patients. The values presented here are both dependent on the immobilization devices used and on the patient collective. Therefore each department has to examine the applicability of the values in its setting. Especially if other technical means, e.g. surface scanning or RFID technology, are not available, indexed immobilization devices and couch coordinate tolerances can serve as a simple and effective method to reduce the risk of RTEs in treatment delivery. PO-1025 Development of a in-house KPI tool A. Wallis 1 , D. Moretti 1 1 Liverpool Hospital, Radiation Oncology, Liverpool, Australia Purpose or Objective Health informatics and data mining have enabled the analysis of operational performance and assist managers in making informed decisions in their departments (1). In 2010 the New South Wales Government in Australia requested that all departments, both public and private, were required to report on the percentage of patients treated within 10 minutes of their scheduled appointment time. At the time, the Liverpool and Macarthur Cancer Therapy Centres (LMCTC) did not have a tool which could measure the patient’s waiting time. This was the catalyst for developing an in-house tool to measure the patient’s waiting time as well as a number of other key performance indicators (KPIs). The purpose of this abstract is to present how an in-house tool can be developed and established within a department to measure departmental KPIs such as individual patient appointment times, patient waiting time, machine utilisation and the impact of changing techniques and technology. Material and Methods In 2010, Mosaiq 2.0X was installed in LMCTC. This version allowed the extraction of time stamps into a reporting tool (Crystal Reports V11). Definition of a patient's appointment required the standardisation of the treatment processes. This ensured improved robustness of patient data and allowed accurate extraction of time stamps in Mosaiq. The data from the reporting tool is imported into Microsoft Excel 2013 on a weekly basis for visual display and actioning on the KPIs.

Figure 1: Traffic light system which compared individual appointment duration against the scheduled appointment time. Conclusion The development of an in-house KPI tool has many advantages for a radiation oncology department. Individual appointment times can be recorded and adjusted to ensure adequate time is allocated for an individual’s needs. Ensuring adequate scheduling results in reducing patient waiting times and stress for treatment staff. It also displays machine utilisation and overall performance.