Poster Presentations Archive

UK & Ireland Prostate Brachytherapy Conference 2022

Abstract number 8

An Interactive Database for LDR brachytherapy Workflow Management and Audit 

O’Hea I, Wilby S, Polak W, White R, Palmer A 
Radiotherapy Physics Department, Queen Alexandra Hospital, Portsmouth NHS Trust 

PURPOSE: To develop a database to centralise all activities related to the LDR brachytherapy workflow; serving to streamline the process of recording clinical data; simplify ordering and tracking of brachytherapy LDR sources; automate routine steps in the process and provide a tool for future audits. 

METHODS: The database is organised in Excel. Data input is controlled through user forms programmed in visual basic. Measures to prevent foreseeable errors in data entry are implemented. Database comprises of two sections: (1) Source logistics and (2) Clinical data. Source logistics includes sources order, receipt, seeds tracking and seeds disposal. Real-time calculation of the source activities enables accurate assessment of the current source stock status, planning of source orders and source disposal. Clinical information is subcategorised to pre-implant, implant and post-implant activities. Data is protected and access to data is limited to authorised users. Automation through calendar reminders and emails are utilised. 

RESULTS: Implementing the database has enhanced efficiency of a paperless clinical workflow and improved control of source logistics and its audit. The patients’ data is in a convenient format, easily accessible for clinical audit. A data summary page is available on any selected patient. All time-regulated activities are automated: a calendar reminder is sent automatically on the dates when the seed delivery is expected, when post-implant CT is planned and on the upcoming seeds disposal date. An automatic email is generated with the post-implant dosimetry results ensuring the clinicians receive this information in a consistent format. Source data is available to ensure that the Trust meets the environment agency regulations. 

CONCLUSION: Paperless and centralised, the database is used as a logbook to record all events and activities related to LDR brachytherapy workflow, improving efficiency. The database provides a tool to simplify clinical audits and radioactive source audits.