Come Visit the Quantek Systems Virtual Booth at AAMD's 45th Annual Meeting July 6-10, 2020

Posts Tagged ‘WHITEBOARD’

Advanced Care Team Tasks for Automation

Tasks do not always fall into simple complete or incomplete categories. Sometimes more information is needed such as “did this plan pass the first QA”, “was this plan rejected”, and “does this patient need insurance authorization?” This list could go on and on. To help organize the treatment planning process and streamline the flow of information, RO Dynamics has created four different task types:

  1. Standard Complete Task
  2. Yes or No Task
  3. Approve or Reject Task
  4. Pass or Fail Task

Our first task option is a standard task. This is a task that only needs to be completed such as a “Submit IMRT Pre-Auth” task. The only information that plan care team members need is to know is if it has been done or not. There is always the option to add in comments when you complete the task in case there is something unique that needs to be documented.

Our second task option is a yes or no task. This can be applied towards many different tasks that could be in your workflow such as determining if deep inspiration breath hold will be performed. Often this decision needs to be made after simulation once analysis has been performed to determine if the patient would benefit from breath hold, for example by comparing the heart sparing between free breathing and breath hold CTs. By having the ability to create yes or no tasks, workflows can direct the appropriate clinical pathway based on simple decisions.

Our third task option is an approve or reject task. Typically, this task will be used mostly by radiation oncologists, for example in plan approvals. This task is similar to a pass or fail task, in that if a task of this type is rejected a comment must be entered in as to why it was rejected. This provides valuable feedback to the necessary plan care team members as to what needs to be revised, and the workflow engine automatically redirects the plan to treatment planning so that the corrections can be made.

Our final task option is a pass or fail task. This task has many applications depending on how you to choose to customize RO Dynamics but the main person who will become very familiar with this task type is a physicist or possibly a radiation therapist. This task can be applied to many of the daily responsibilities of a physicist or any of the morning warmup procedures done by the radiation therapists. This task is unique in that it is the only one where failure or error messages may be selected. When an error is selected, the workflow will then be redirected as necessary so that the appropriate staff member is made aware of the problem and able to correct it.

Not all departments or tasks are created alike, having multiple task options allows you to further cater and customize RO Dynamics to the lingo and workflows of your department. This is the heart behind Quantek Systems, to come alongside your oncology system to help support and streamline your workflows to enable the best work environment and patient experience possible.

Hannah Shappell

Hannah Shappell is an ARRT certified radiation therapist with years of clinical experience who graduated with a Bachelor of Science in radiation therapy from Texas State University. She now currently resides in beautiful Central Oregon where you will typically find her outside trying to keep up with her 1-year old son, crazy dog, and husband.

Preview RO Dynamics 2.0 at the AAPM National Meeting in San Antonio Booth #847

At Quantek Systems we seek to keep innovating how workflows in Radiation Oncology are implemented to increase efficiency, improve patient outcomes, and reduce costs. We’re excited to preview RO Dynamics 2.0 at AAPM in San Antonio, Tx booth # 847 to present our latest advances in workflow orchestration. Highlights include:
  • An advanced visual workflow engine to direct both human and automated tasks
  • Direct workflows and decisions based on treatment site, technique, and more
  • Visual plan list indicates the status of key plan steps including approved/rejected, and passed/failed
  • Brand new Workload Assistant – Visualize planner and machine workloads to aid in balanced assignment
  • Builtin chat to streamline communication between individuals, teams, and roles
  • Embed email and SMS notifications in workflows
Stop by booth #847 for a demo!

Personalized Care Team Worklist

Radiation Oncology is an industry, like many, that has a lot that needs to be accomplished behind the scenes before a patient is ready to get their first treatment. This process involves multiple staff members and sources of information to come together in complete cohesiveness. Awareness of all the needs of that patient and their plan(s) has to be made known to multiple plan care team members. This does not work out well when everyone has their own independent task list and priorities. Workflows in radiation oncology intersect with all members of the plan care team at different points. It can get complicated to know the state of a plan when there is not a singular task list. That is why RO Dynamics has a consolidated worklist view that has important features not found in other oncology information systems. Here are just some of the highlights of the worklist view capabilities:

  • Tasks filters default to focus on what you need to do first
  • Only see tasks that are specific to you and your staff role
  • Color coded due dates
  • Dynamically searchable with many filter options
  • Tasks are able to be reverted back to incomplete state
  • Tasks are associated with a plan
  • Completion of different task types (standard, yes/no, approve/reject, or pass/fail)
  • Quick chat with care team members

The worklist view is what can be referred to as the “home page” of RO Dynamics. This is where you will see all the tasks that apply to you and the order that they need to be done in. This means that you will only see tasks on your worklist that are ready to be completed by you or pending assignment to a member of your staff role. You can rest assured that no task was missed in getting to this step because the workflow engine directs the tasks, and you are able to see a history of all the completed tasks and any comments that have been made in association with any task in the plan details view.

Each task is color coded; red indicates that a task is past due or due today, yellow indicates that it is due tomorrow and the standard background color indicates that you still have time to complete the task. These colors can be customized to your department’s preference. There are many filters that can be applied to see different tasks that are not specific to you based on patient information, plan care team information or plan information. If by chance something was completed by accident it is easily able to be reverted back in the workflow so it can be corrected. When questions arise, there is a chat feature that is associated with all the tasks that will directly link you to a chat with the member of the plan care team that you need to speak with.

The worklist provides order to something that otherwise can easily become complicated and overwhelming. No more questioning where a plan is, what state it is in or what needs to be done. Patient care is now broken down into a simple format so that you are able to focus on what you do best and provide the best experience for your patients while having peace of mind that nothing was missed or forgotten since RO Dynamics will have it covered.

Hannah Shappell

Hannah Shappell is an ARRT certified radiation therapist with years of clinical experience who graduated with a Bachelor of Science in radiation therapy from Texas State University. She now currently resides in beautiful Central Oregon where you will typically find her outside trying to keep up with her 1-year old son, crazy dog, and husband.