Enhanced workflow visualization and streamlined care coordination keep busy radiotherapy clinics around the world running efficiently

Mosaiq SmartClinic彻底改变了肿瘤学工作流程

协作管理患者的癌症护理旅程和监测进度对于更好的结果和积极的患者体验至关重要。bob娱乐官网但是，繁琐的文档过程和手动工作流可以妨碍效率并有助于治疗延迟。

Today, oncology clinics across the world are tapping into the power ofMOSAIQ^®SmartClinic, Elekta’s mobile oncology, workflow management platform. The solution allows users to complete tasks, access information and monitor department workflows from any location. SmartClinic’s integration with MOSAIQ^®广场为用户提供了前所未有的工作流程效率和更简化的工作经验。了解三个Elekta客户如何实施SmartClinic和其他Elekta软件解决方案，以改善协作，更好地协调患者护理并获得更多见解。

Illawarra他们当地的卫生区t Cancer Service: Preventing overlooked patients during the radiotherapy booking process

的Illawarra Shoalhaven Local Health District Cancer Service (ISLHD), New South Wales, Australia, began using MOSAIQ more than a decade ago. The cancer service consists of three facilities: a main site and two hub locations. In 2020, Elekta conducted an on-site demonstration of SmartClinic that impressed the ISLHD team.

“The features that interested us were the ability to create assessments on a tablet and electronic consent forms, which are saved directly into MOSAIQ and eliminate printing and scanning. The ability to receive and reply to QCLs remotely via smartphone or tablet and see a clear view of work in progress with SmartBoards also impressed us,” says Janet Kesby, Change Manager IT, Illawarra Shoalhaven Local Healthcare District Cancer Services.

ISLHD assembled a multidisciplinary SmartClinic committee to help guide implementation priorities. The committee took a focused approach, implementing just one functionality at first. “We wanted proof of concept that SmartClinic would work for us. We also didn’t have the dedicated staff to work full-time on the system and wanted to minimize disruption to the clinic staff’s workflow,” Kesby explains.

The initial project focused on streamlining radiotherapy bookings with a SmartBoard customized for the center’s radiation therapists. Radiotherapy scheduling can be complex and difficult to manage, especially for patients waiting for other treatments or workups, such as chemotherapy or fiducial markers.

The first step in developing the Radiotherapy Bookings SmartBoard was to clearly map out the existing workflow before planning the revised workflow. “The team really had to sort out the current workflow and understand differences between the breast and prostate cancer categories. It’s been an ongoing process to really customize the logic and the SmartBoard views for the radiation therapists,” says Laura Mahoney, Radiation Therapist, Illawarra Shoalhaven Local Healthcare District Cancer Services.

The radiation oncologist adds a care plan in the D&I screen which indicates the category they belong to. This then triggers the patient onto the Radiotherapy Bookings SmartBoard. In addition, QCLs are automatically generated in MOSAIQ through the logic from the board.

“The main benefit of the SmartBoard is that it’s virtually impossible for a patient to be missed during the booking process.”

“The main benefit of the SmartBoard is that it’s virtually impossible for a patient to be missed during the booking process, as we have minimized the doctor’s process to a single step,” Mahoney adds.

Based on initial implementation success, the ISLHD team is now looking to optimize the treatment planning and multidisciplinary team (MDT) meetings processes with SmartClinic.

5D Clinics: Implementing a comprehensive software package tailored to radiation oncology

5D诊所是西澳大利亚州珀斯的私人独立SRS和SBRT诊所，于2021年实施了SmartClinic。

“Our workforce is highly mobile, and this has been even more the case during COVID-19,” says Ben Hug, Principal Physicist with 5D Clinics. “We’re also preparing for expansion and satellite sites. We needed a scalable solution as well as workflow automation, an audit trail and better control of document generation.”

Seeking a software package tailored to radiation oncology, Hug turned to a comprehensive subscription-based software package, also known asSaaS，来自Elekta。除SmartClinic外，该包装还包括Mosaiq Plaza功能，例如无纸化图表以及业务和临床情报应用程序。Elekta的软件包可以牢固地托管在Elekta Axis Cloud中，以用于数据安全和合规性，可帮助团队简化更多流程，并通过患者仪表板和操作数据获得更好的见解。解决方案套件可在各个位置提供工具和连接，以支持5D团队的扩展计划。

作为SaaS软件包的主要组成部分，SmartClinic提供了解决方案中所需的工作流程自动化，移动性和文档控制5D。拥抱和团队欣赏SmartClinic的视觉显示患者进步，以及在任何设备上从任何位置访问患者信息并合作的能力。拥抱指出，凭借有限的内部IT资源和专业知识，基于云的解决方案对于5D诊所来说是有意义的。

5D Clinics has built several SmartBoards over the past year to visualize care plan progress and tasks, including treatment planning. Patients automatically appear on the clinic’s Treatment Planning SmartBoard once they have a CT planning appointment booked or an assessment in MOSAIQ. “Each task on the Treatment Planning SmartBoard must be manually approved or completed by the user,” says Hug. “At the end of this workflow, the patient moves to the Treatment SmartBoard, with some other checks before they hit the treatment bed.”

In addition to Treatment Planning and Treatment SmartBoards, the team has also created SmartBoards for bookings and new patient and follow-up consultations. “The new patient and follow-up consult workflow is an example of an Administration SmartBoard, where administration staff is required to collate relevant information like histology and imaging reports,” says Hug. He adds that interoperability components of this workflow include watches for the consultation date and shadow QCLs in MOSAIQ for people who prefer to do work through QCL lists.

To help streamline clinical documentation, the 5D team relies on SmartForms within SmartClinic. So far, the team has developed a Treatment Planning SmartForm. “We have five or six QA sheets for treatment planning depending on the site that’s being treated, and we’ve collated them all into one dynamic treatment planning and quality assurance sheet,” says Hug.

设计啊f SmartForms ensures each question on a given form is based on the patient’s diagnosis and situation, actively changing the form as questions are answered. This eliminates the need to have different SmartForm versions for each cancer site.

“Building a SmartForm requires an investment of time and effort, but they’re really good for document control, which you may not have with an Excel workbook or storing a document on a shared drive,” notes Hug.

“It’s easy to think you can do everything in SmartClinic - and you probably can - but if you try to take on too much at the start, you may not execute to the highest standard that you need.”

Hug’s advice for implementing SmartClinic is to start small. “It’s easy to think you can do everything in SmartClinic - and you probably can - but if you try to take on too much at the start, you may not execute to the highest standard that you need,” he says.

To iron out the hiccups, Hug says that it is important to conduct thorough planning and testing in the test environment before you move into production. Finally, Hug says that making changes to your SmartBoards and SmartForms is inevitable. However, he advises running with changes for at least a couple of weeks before making additional adjustments.

Generations Radiotherapy & Oncology PC: Going deeper with SmartClinic

Generations Radiotherapy & Oncology PC (GenXRT) in Alabaster, Alabama, is the second center in the world to implement SmartClinic. From the outset, Elekta’s collaborative approach to customer relationships stood out to GenXRT Radiation Oncologist, Christopher Jahraus, MD, FACRO.

“When I bought my practice almost 10 years ago, we found Elekta to be a vendor that was very interested in us uniquely,” says Dr. Jahraus. “They didn’t try to tell us exactly what we ought to do, but said, ‘How do you want to do things and how can we help you achieve your goals?’”

GenXRT initially turned to SmartClinic to improve clinical documentation efficiency. Prior to implementing SmartClinic, fewer than 50 percent of on-treatment visit notes were completed within 24 hours. After implementing the solution, that number jumped to 96 percent, with most of the notes completed during the patient encounter.

如今，该实践使用了几种智能形式，这些智能形式是根据诊所独特的工作流进行定制的。Jahraus博士感谢表格的动态性质以及简化文档和通信的能力。

“We used to have a filing cabinet full of individual forms and would have to pull the right one for the situation. No longer is that the case,” says Dr. Jahraus. “My practice is thrilled to be able to advance our use of SmartForms.”

GenXRT is working on transitioning all of its patient intake paperwork to SmartClinic. Ultimately, the goal is to complete a majority of physician and team member documentation in SmartClinic. “That’s an exciting and very real goal that we will be able to achieve,” adds Dr. Jahraus.

SmartBoards are a vital tool for visualizing care plan progress and tasks and coordinating efforts across the department at GenXRT. “One of the most unique features of SmartBoards is that you can track any process through radiotherapy. You can also have what we call ‘watchers,’ where SmartClinic will determine when a patient should be put on a certain board. For instance, if the Simulation Board is complete, SmartClinic will drop the patient onto the Dosimetry Board so that the process flows smoothly,” he notes.

SmartClinic具有标准数据库，其中包括五个常见的肿瘤学智能板工作流程，包括对治疗和授权过程的模拟。诊所可以自定义这些董事会并创建额外的董事会。Jahraus博士说：“智能板是无限配置的。”“它们允许您记录并跟踪从治疗到计费的每个步骤的进度。”

As a long-time SmartClinic user, Dr. Jahraus sits on Elekta’s Customer Advisory Council, a group of SmartClinic users that includes physicians, physicists, practice administrators and others. The council proposes changes and improvements to SmartClinic based on day-to-day experience with the platform. Dr. Jahraus feels user feedback leads to a much better product.

“我看过我们在客户Advis提出的想法ory Council incorporated into a new version of SmartClinic within just a few months,” he says. “On-the-ground users are helping to direct advancements with SmartClinic and that’s tremendously exciting to me.”

“There are astoundingly brilliant people at Elekta who are able to take your SmartClinic vision and put it into practice.”

When considering whether SmartClinic is right for your center, Dr. Jahraus advises analyzing areas of your practice that require improvement. Then, think about how SmartClinic might address those needs. He also suggests developing a detailed plan for the SmartBoards and SmartForms you would like to create before the Elekta implementation team arrives. “There are astoundingly brilliant people at Elekta who are able to take your SmartClinic vision and put it into practice. So take advantage of that by planning,” says Dr. Jahraus