The impact of COVID-19 workflow changes on radiation oncology incident reporting.

BACKGROUND: The Ottawa Hospital's Radiation Oncology program maintains the Incident Learning System (ILS)-a quality assurance program that consists of report submissions of errors and near misses arising from all major domains of radiation. In March 2020, the department adopted workflow changes to optimize patient and provider safety during the COVID-19 pandemic. PURPOSE: In this study, we analyzed the number and type of ILS submissions pre- and postpandemic precautions to assess the impact of COVID-19-related workflow changes. METHODS: ILS data was collected over six one-year time periods between March 2016 and March 2021. For all time periods, the number of ILS submissions were counted. Each ILS submission was analyzed for the specific treatment domain from which it arose and its root cause, explaining the impetus for the error or near miss. RESULTS: Since the onset of COVID-19-related workflow changes, the total number of ILS submissions have reduced by approximately 25%. Similarly, there were 30% fewer ILS submissions per number of treatment courses compared to prepandemic data. There was also an increase in the proportion of "treatment planning" ILS submissions and a 50% reduction in the proportion of "decision to treat" ILS submissions compared to previous years. Root cause analysis revealed there were more incidents attributable to "poor, incomplete, or unclear documentation" during the pandemic year. CONCLUSIONS: COVID-19 workflow changes were associated with fewer ILS submissions, but a relative increase in submissions stemming from poor documentation and communication. It is imperative to analyze ILS submission data, particularly in a changing work environment, as it highlights the potential and realized mistakes that impact patient and staff safety.

Functional cranio-spinal irradiation: A hippocampal and hypothalamic-pituitary axis sparing radiation technique using two IMRT modalities.

Cranio-spinal irradiation (CSI) treatment of embryonal tumors is associated with long-term endocrine and neuro-cognitive sequelae. As an example, the radiation regiment for standard risk medulloblastoma is 23.4 Grays (Gy) CSI followed by a boost of 30.6Gy to the tumor bed. We hypothesize that a novel CSI technique, which we named "Functional" CSI (F-CSI) can reduce the dose to the hypothalamic-pituitary axis (HPA) and hippocampi compared to standard CSI (S-CSI) without sacrificing coverage. In this study, we compared the efficacy of Volumetric Modulated Arc Therapy (VMAT) and Helical Tomotherapy (HT) in delivering this novel CSI technique. Plans were constructed from 10 patients with embryonal tumors previously treated at our institution. Target volumes and organs at risk were delineated as per our local protocol and the ACNS0331 Atlas. The HPA and hippocampi contours were verified by an experienced neuro-radiologist. Primary objective was to achieve a D95% to the prescribed dose of 23.4Gy for CSI and 30.6Gy for the boost. Dmean ≤18Gy was assigned to the HPA and hippocampi. A two-sided t-test was used for comparison. F-CSI in both modalities were able to achieve the D95% target coverage. Hot spots (D2%) were lower with HT for both the CSI component (p = 0.03) and boost component (p < 0.01). VMAT was able to achieve better conformality (p < 0.01). Compared to S-CSI, both F-CSI modalities were able to achieve a significant decrease in dose to the HPA and Hippocampi. The average S-CSI HPA and Hippocampi Dmean were 23.9Gy and 23.8Gy. In contrast, respective F-CSI Dmean were 13.9Gy and 17.2Gy in VMAT and 15Gy and 15.9Gy in HT. The average composite (F-CSI plus boost) Dmean to the HPA and hippocampi often exceeded 18Gy. Compared to S-CSI, F-CSI with VMAT and HT were capable of achieving acceptable coverage while sparing the HPA and hippocampi. However, the addition of the boost component often exceeded the mean dose of 18Gy. This may be overcome with more conformal modalities for the boost phase such as stereotactic radiotherapy or proton therapy.