Streamlining Radiation Therapy Preparation Process through Integration of Electronic Medical Records System: A Time-Saving Solution (Preprint)

Abstract

Electronic medical records streamline medical processes, improve quality control, and facilitate data sharing among hospital departments. They also reduce maintenance costs and storage space needed for paper records, while saving time and providing structured data for future research.

To integrate whether the radiation oncology information system and Hospital Information System (HIS) improve the electronic medical records and enhance the efficiency of the department of radiation oncology.

Multidisciplinary discussions between physicians, physicists, medical radiation technologists, nurses, and engineers were held. We integrated paper records from the radiation oncology department into the existing HIS within the hospital. The new electronic interface was designed for physicians to fill in information related to radiotherapy, and detailed information about radiotherapy was also retrieved from the HIS. Finally, a new and improved electronic medical record system was launched in the HIS.

Since the system was launched in August 2020, more than 1,000 medical records have been entered into the system, and this figure continues to increase. The electronic medical record simplifies the radiotherapy preparation procedure, and the total time needed for the radiation preparation process has been reduced from 286.8 mins to 154.3 mins, a reduction of 46.2%.

The integration of the radiation oncology information system and HIS has significantly increased the efficiency of radiotherapy preparation, reduced the demand for manpower and storage space, and improved electronic medical records.