ESTRO 37 Abstract book

ESTRO 37

S619

Purpose or Objective Multi-Disciplinary Teams (MDT) are professionally driven to adopt the latest practice to ensure the best possible outcome for patients. However, there can be delays in the latest evidence reaching practice for logistical reasons such as resources and time. The radiotherapy MDT in partnership with Clinical Librarians developed a lean process to undertake the real-time live update of radiotherapy clinical protocols to enable a streamlined approach to the latest evidence reaching practice. Material and Methods

departmental committees, writing or updating policies and procedures, teaching students , completing coursework related to healthcare or performing oncology- related community service activities. The assumption is that therapists who serve the department beyond patient care will gain a broader understanding of healthcare, become more well-rounded and find new motivation and engagement in their roles. This is a win-win for staff, the department and most importantly the patients. Results Specific milestones include: • Improved Staff Engagement o 25% of eligible radiation therapists apply to participate each year o Increased interest and engagement in

participating in department activities (process improvement, committees, teaching, policy and procedure review, etc.)

•

Improved

Opportunities

for

Career

Development

o 3 Career Ladder participants served 6-month rotations as charge therapists, overseeing floor and machine operations and in the moment team needs o Promotion of one Career Ladder participant to a managerial level position o Estimated annual payout in old model was $100,000. Actual payout in 2015 was $65,250 (35% reduction of cost) and actual payout in 2016 was $35,750 (64% reduction of cost).

•

Cost Reduction

A multistep development process was deployed, including the principles of Quality Function Deployment (QFP). The consecutive steps involved developing a process comparable to a systematic review (Fig. 1) and forming a Multi-Profession Team (MPT) of which the quorate members included the radiotherapy MDT: Radiation Therapists, Oncologists, Physicists, Service Leads and Clinical Librarians. The MDT provided the Clinical Librarians with search terms. Full papers were then selected from lists of abstracts by the MPT providing new evidence for the live update. The MPT convened for 3 hours for the live update concluding with a clinical protocol approved for radiotherapy practice using Q- Pulse® quality management system. The process of the live update was initially evaluated for the percentage difference to the clinical protocol in the following areas: dose/fractionation, outlining, planning, image guidance and treatment delivery compared to the previous 2 years. Satisfaction of the live update was scored on a 5 point Likert scale among the MPT (1 Very dissatisfied; 5 Very satisfied). Questions included: how satisfied were you with the process/ end result? Results A process was developed for the live update based on QFP which was planned to convene every 2.5 years per clinical radiotherapy protocol . Since 2014 twelve clinical radiotherapy protocols have been through the live update process, with one having been through a second time. The live update resulted in 80% of differences to the clinical protocol compared to the previous two years before the process. Among 11 respondents, a mode of 5 was scored for how satisfied the MPT were with the process and end result (Fig. 2). Some free text feedback included: “A novel process which really improved MDT working” and “Having the Clinical Librarian involved is impressive and ensures evidence based practice” with suggestions including administrative support for transcribing at the live update.

Conclusion The Career Ladder program is administered by a multi- disciplinary group of leaders that review applications and determine which therapists meet Career Ladder achievement and bonus criteria. This ensures fairness in evaluating applications and increases awareness/ appreciation in contributions from other teams across the department. To date, the program has had incredible success across all radiation oncology sites.

Poster: RTT track: Risk management/quality management

PO-1099 Lean method, live update - real-time librarian support for evidence based radiotherapy protocols S. Goldsworthy 1 , C. Regan 2 , J. Pawley 2 , S. McGrail 1 , S. McCormack 3 , M. Varughese 4 1 Taunton & Somerset NHS Foundation Trust, Radiotherapy- The Beacon Centre, Taunton- Somerset, United Kingdom 2 Taunton & Somerset NHS Foundation Trust, Library, Taunton- Somerset, United Kingdom 3 Taunton & Somerset NHS Foundation Trust, Radiotherapy Physics- The Beacon Centre, Taunton- Somerset, United Kingdom 4 Taunton & Somerset NHS Foundation Trust, Oncology - The Beacon Centre, Taunton- Somerset, United Kingdom