Automated survey of 8000 plan checks at eight facilities

Tarek Halabi, Hsiao Ming Lu, Damian A. Bernard, James C H Chu, Michael C. Kirk, Russell J Hamilton, Yu Lei, Joseph Driewer

Research output: Contribution to journalReview article

Abstract

Methods: The authors web deployed plan check automation solution, PlanCheck, which works with all major planning and record and verify systems (demonstrated here for MOSAIQ only), allows them to compute violation rates for a large number of plan checks across many facilities without requiring the manual data entry involved with incident filings.Workflows and failure modes are heavily influenced by the type of record and verify system used. Rather than tackle multiple record and verify systems at once, the authors restricted the present survey to MOSAIQ facilities. Violations were investigated by sending inquiries to physicists running the program. Results: Frequent violations included inadequate tracking in the record and verify system of total and prescription doses. Infrequent violations included incorrect setting of patient orientation in the record and verify system. Peaks in the distribution, over facilities, of violation frequencies pointed to suboptimal policies at some of these facilities. Correspondence with physicists often revealed incomplete knowledge of settings at their facility necessary to perform thorough plan checks. Conclusions: The survey leads to the identification of specific and important policy and system deficiencies that include: suboptimal timing of initial plan checks, lack of communication or agreement on conventions surrounding prescription definitions, and lack of automation in the transfer of some parameters.

Original languageEnglish (US)
Pages (from-to)4966-4972
Number of pages7
JournalMedical Physics
Volume43
Issue number9
DOIs
StatePublished - Sep 1 2016

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Automation
Prescriptions
Workflow
Communication
Surveys and Questionnaires

Keywords

  • chart review
  • error frequencies
  • failure mode analysis
  • plan check automation
  • quality assurance

ASJC Scopus subject areas

  • Biophysics
  • Radiology Nuclear Medicine and imaging

Cite this

Halabi, T., Lu, H. M., Bernard, D. A., Chu, J. C. H., Kirk, M. C., Hamilton, R. J., ... Driewer, J. (2016). Automated survey of 8000 plan checks at eight facilities. Medical Physics, 43(9), 4966-4972. https://doi.org/10.1118/1.4959999

Automated survey of 8000 plan checks at eight facilities. / Halabi, Tarek; Lu, Hsiao Ming; Bernard, Damian A.; Chu, James C H; Kirk, Michael C.; Hamilton, Russell J; Lei, Yu; Driewer, Joseph.

In: Medical Physics, Vol. 43, No. 9, 01.09.2016, p. 4966-4972.

Research output: Contribution to journalReview article

Halabi, T, Lu, HM, Bernard, DA, Chu, JCH, Kirk, MC, Hamilton, RJ, Lei, Y & Driewer, J 2016, 'Automated survey of 8000 plan checks at eight facilities', Medical Physics, vol. 43, no. 9, pp. 4966-4972. https://doi.org/10.1118/1.4959999
Halabi T, Lu HM, Bernard DA, Chu JCH, Kirk MC, Hamilton RJ et al. Automated survey of 8000 plan checks at eight facilities. Medical Physics. 2016 Sep 1;43(9):4966-4972. https://doi.org/10.1118/1.4959999
Halabi, Tarek ; Lu, Hsiao Ming ; Bernard, Damian A. ; Chu, James C H ; Kirk, Michael C. ; Hamilton, Russell J ; Lei, Yu ; Driewer, Joseph. / Automated survey of 8000 plan checks at eight facilities. In: Medical Physics. 2016 ; Vol. 43, No. 9. pp. 4966-4972.
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