Optimizing Computed Tomography Simulation Wait Times in a Busy Radiation Medicine Program

Publication date: Available online 23 June 2016
Source:Practical Radiation Oncology
Author(s): Jerry Roussos, Payam Zahedi, Tara Spence, Lue-Ann Swanson, Fionna Li-Cheung, Fred Cops, Patrick Darcy, Veng Chhin, Elen Moyo, Padraig Warde, Sophie Foxcroft, Fei-Fei Liu
PurposeAn audit was conducted of patient schedules for computed tomography simulation (CT-Sim) scans within "the Program" at "the Institution", in order to investigate opportunities for improved efficiencies, enhancing process, reducing re-scanning rates, and decreasing wait times.Methods and MaterialsA three-phased approach was undertaken to evaluate the current practice in the CT-Sim facility with a view towards implementing improvements. The first phase involved a review and assessment of the validity of current guidelines and protocols associated with 16 different disease sites. The second phase incorporated the use of a patient record and verification program MOSAIQ, to capture the duration of each appointment. The last phase allocated additional time for patient-centered care and staff engagement.ResultsThe audit revealed that efficiency could be achieved through staff training, updating protocols, and improving process coordination. With the exception of sarcoma, pediatric and palliative patients who require unique management approaches, the duration for each CT-Sim appointment was successfully shortened for all disease sites by 22-33%, corresponding to a reduction of 10-15 minutes per appointment. Re-scanning rates for patients requiring self-administered preparations prior to CT-Sim procedures were also significantly reduced by enhancing processes to increase patient compliance. Implementation of procedural changes resulted in an overall net gain of 3060 minutes, equivalent to 102 additional 30-minute CT-Sim appointment slots available for each month.ConclusionThis retrospective evaluation, review, and optimization of CT-Sim guidelines and practices identified opportunities to shorten appointment timeslots, and reduce re-scanning rates for CT-Sim procedures, thereby significantly shortening wait times and improving access to service for our patients.



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