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Posts Tagged ‘WORKLIST’

The Plans View

There are times that every clinical or administrative staff member will need to search for a plan that was completed in the past for various reasons. In typical oncology information systems this can be challenging, especially if the plan was cancelled or put on hold. To assist in this search and provide much needed information, RO Dynamics has the Plans View of our Whiteboard Module.

When initially opening the Plans View, it looks very similar to the other views of the Whiteboard Module. This view operates differently than the other views. Instead of displaying plans in progress, or automatically loading all plans, which would take a longer time as more and more plans are added into the RO Dynamics system, the Plans View providers filters to search for just the type of plans you are looking for.

The standard filters from other views are available such as plan phase, technique, treatment site, machine, treatment organization, date ranges, and plan care team members. In addition to the standard filters, there is also a status filter that is specific to the plans view that allows you to select the status of the plan such as if it was completed, on hold, cancelled before complete or cancelled after complete. Current Oncology Information Systems can make this information tough to quickly find and might involve some detective work to see what happened or even find the plan if you don’t know the patients name.

When combined with the Plan Details and the Course Details Views, sorting through any plan still in progress or from the past is very simple. You have access to all the standard plan and care team information along with plan status and history of the plan to help take the detective work out of the equation.

The Plans View of the Whiteboard Module
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 sons, crazy dog, and husband.

Visit Quantek Systems at the 46th Annual AAMD Virtual Tradeshow

Quantek Systems is participating in the American Association of Medical Dosimetrists 46th Annual Meeting which will be on a virtual platform from June 7-11, 2021. We will be hosting a booth in the virtual Exhibit Hall where we will show the capabilities that RO Dynamics can offer your cancer system. Some of the highlights of the many features RO Dynamics offers are:

-Revolutionary Applications of Business Process Model and Notation (BPMN) and Decision Model and  Notation (DMN) to Automate Customized Workflows

-Advanced Department Analytics

-Whiteboard View with Color-Coded Task Status Icons

-Vendor Neutral Customizable Web Platform

-Workload Assistant with recommended Planner Assignment Capabilities

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 sons, crazy dog, and husband.

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 sons, crazy dog, and husband.

The Power of Tags Part 2: Patient Tags

In our previous blog, we discussed patient tags, which should only convey information specific to a patient regardless of plan information. Plan tags are just the opposite and complete the collection of tags in RO Dynamics. Plan tags should only convey information for a specific plan. While they can be manually duplicated or copied over if you are creating a secondary plan or boost off an existing plan, they will not do that automatically since the new plan may need different tags.

Plan tags have endless applications and possibilities. They can be used for things such as treatment devices, imaging modalities, techniques, and anything else that your oncology system may need. These tags make it easy to track and gain analytics on different aspects of the plan and devices used. The analytics pulled from the plan tags has the power to help departments really concentrate or validate the need for equipment or training.

Much like the patient tags, these are quickly and easily viewable using either the plan details view or by opening the patient dialog. Each tag and tag group are able to be customized within the Administration Module and can be color-coded to your needs. Between the plan tags and the patient tags, staff members are quickly able to see the “highlights” of a patient and their treatment plan depending on how your oncology system chooses to utilize this tool. The wonderful thing about tags is that it is fully up to the user on how they are utilized. There is no right or wrong way to utilize the tags. At Quantek Systems, our only goal is to help you to improve your processes so that you are better able to focus on the needs of the patient and their treatment.

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 sons, crazy dog, and husband.

The Power of Tags Part 1: Patient Tags

There is certain key patient information that will always been necessary when treating any patient. These are the answers to the questions that every patient must answer almost as soon as they walk through the door of any medical facility and will be most likely asked repeatedly. Instead of having to copy notes over to each course, simulation, or plan; RO Dynamics has created patient specific tags.

These are a group of tags that apply to a patient and all plans associated with that plan. Patient tags can be customized based on the needs of your department. RO Dynamics comes with two standard patient tags that include: Previous Radiation and Pacemaker. For each of these tags and all custom additional tags within RO Dynamics, tasks and workflows are able to be started once a tag has been selected and saved to a patient.

For example, the pacemaker tag triggers a workflow that is based off the latest standard in the AAPM TG-203 guidelines released in 2019. By adding the pacemaker tag at any point during the treatment planning process, a workflow will be triggered which will then send out tasks to the responsible parties. Not only does this guarantee that this does not get missed but also that you are following the latest standards that have been set forth.

The location of the patient tags makes it easy to always see. Whenever you simply click on the patient, task, plan, or simulation you can see it in the plan details view or when you double click and open the patient dialog. In other systems, while this information may be listed it is not always readily shown or has to be copied down in multiple locations which allows human error to easily take the front seat.

Patient Tags in the Plan Details view
Patient Tags in the Patient Dialog

Through the use of our advanced workflow engine, tags are no longer simple labels, they are able to automatically trigger emails, tasks and workflows that pull together all needed staff roles to streamline your patient care approach. Patient tags are yet another way that you are able to customize RO Dynamics to the needs of your department as well as simplify the incorporation of new standards in patient care.

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 sons, crazy dog, and husband.

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 sons, crazy dog, and husband.