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Program Information

Use of a Semi-Automated Electronic Chart-Review Checklist for Identifying and Prioritizing Practice Quality Improvement Projects

E Clouser

E Clouser*, D Harrington , J Gagneur , M Fatyga , Mayo Clinic Arizona, Phoenix, AZ


TU-FG-702-10 (Tuesday, August 1, 2017) 1:45 PM - 3:45 PM Room: 702

Purpose: Identify practice deficiencies in the chart creation process based on data collected from all initial physics chart checks in order to prioritize and initiate departmental PQI projects.

Methods: Using Microsoft Excel’s VBA and Varian Eclipse’s API capabilities a prototype semi-automated chart checking program was developed. The user runs a script from Eclipse which generates a file for the user to import into the checklist software; this includes information such as the patient name and ID but also information about the plan such as the prescription, algorithm, dose matrix size, isocenter shifts and whether IMRT was used. The program then uses a series of logic choices either from the API import or from user input to determine what the user needs to check in the initial check process. The user checks a box on the form to indicate an item has been checked and a separate box may be checked to indicate that the item needed attention. Needing attention indicates that something about the item was outside the standard operating procedure. The checklist is saved in a spreadsheet which is currently acting as a database and the program has data mining capabilities built in.

Results: To date, more than 1700 plans have been checked with the program and over 2000 items have been flagged as needing attention. Data has revealed patterns that led to PQI projects to improve contour quality and shift instructions.

Conclusion: Collecting data from routine physics tasks such as initial chart checking can help an institution identify weak points in their systems and standardize the practice.

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