Optimizing Radiotherapy Utilization Through Systematic and Synergistic Real-Time Monitoring

OBJECTIVES: This study examines the implementation of dashboards for monitoring radiotherapy services, focusing on activity volumes, patient wait times, equipment downtime, and operational metrics. The goal is to boost efficiency, enhance patient care, and support data-driven decisions through real-time dashboards.

METHODS: The project was implemented at "IRCCS Istituto Romagnolo per lo Studio dei Tumori" (IRST), which operates radiotherapy services at two locations with two different radiotherapy machines each. A Qlik Sense dashboard system was developed to integrate data from electronic health records and radiotherapy management systems. It visualized key performance indicators on user-friendly dashboards, enabling real-time monitoring and analysis. These dashboards were accessible to professionals ranging from radiotherapy managers to medical directors, supported by training sessions to ensure effective utilization.

RESULTS: The dashboards provide real-time activity insights that enhance the management of radiotherapy services. Each year, about 2,100 patients undergo radiotherapy, totaling 15,000 sessions. Therapy cycles are categorized as urgent (35 prescriptions/year), priority (700 prescriptions/year), and schedulable (680 prescriptions/year). Some prescriptions are scheduled without priority, aligned with research protocols or concurrent chemotherapy. The dashboards enable data analysis for differentiated responses, prioritizing curative radiotherapy over palliative treatments. The dashboards enable prompt corrective actions, ensuring service continuity during machine downtime. During a machine replacement, the median waiting time for priority activities increased from 25 to 31 days. To address this, Saturday sessions and extended daily hours were introduced, which restored optimal waiting times. Monitoring activity volumes helps optimize scheduling and resource allocation. Additionally, communication in team meetings is enhanced by providing clear performance insights and highlighting areas needing attention.

CONCLUSIONS: Radiotherapy services' dashboard improves efficiency and patient care by giving real-time access to important data. This suggests other centers could also benefit from using such systems. Future research could refine dashboard features and explore integrating them with predictive modelling to improve decision-making.