Mapping the way from the Stone Age to

Mapping the way from the Stone Age to the Space Age SROA - October 2005 Bette Snyder, MBA Sue Merritt, RTT VARIAN Medical Systems

Objectives: n Discuss Process Mapping n Review a departmental procedure and how to improve through process mapping n Identify the components necessary to facilitate change in technology or procedures n Implement a new procedure or technology through process mapping techniques n Compare productivity factors and quality improvement between old and new procedures VARIAN Medical Systems 2

Process Mapping…from Cobalt to IMRT: n Helps manage expectations n Provides a new way to look at the department n Enhances efficiencies n Highlights inefficiencies n A Picture’s worth a 1000 words VARIAN Medical Systems 3

The Change Process VARIAN Medical Systems 4

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Organization Evolution VARIAN Medical Systems 6

Consider Process Mapping to. . . n Provide excellent communication n Include everyone n Enhance team building n Plan change n Develop basis for a project plan VARIAN Medical Systems 7

The Value of Process Mapping. . . n As a part of training - it becomes a way of thinking and communicating n Visibly shows need for and impact of change n Allows objective rather than subjective analyses n Increases productivity n Decreases waste VARIAN Medical Systems 8

PATIENT PROCESS… VARIAN Medical Systems 9

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VARi. S Simulation for Cobalt VARIAN Medical Systems 11

Identifying the components necessary to facilitate change n Process with cobalt VARIAN Medical Systems 12

So…How would you implement new technology? VARIAN Medical Systems

For example…SRS? ? ? Plan Sell Act Solve Celebrate Peter Craighead, MD Sue Merritt, RTT Ian Hudson, RTT VARIAN Medical Systems

Plan the Vision… n How big is big? n Define scope of Stereotactic Program (varying degrees) n Timeline (So just how young are you? ) VARIAN Medical Systems 15

IT Infrastructure Assess Network Needs… n DICOM interface to Radiology for import and export of images n n volume verification n information system n TPS n strong physics support n VARIAN Medical Systems digital simulation willing staff 16

Patient Information network brings data together… Vision Eclipse Portal. Vision VARi. S Import/Export of images VARi. S/Vision Server With databases for data & images Digital Imaging Simulation 17

Invest in New Technology. . . n Assess technological needs as they relate to your plan n Purchase or upgrade the hardware – accelerator, high speed computers, server, & network n Don’t forget about software VARIAN Medical Systems 18

Role of Management. . . n Ensure conspicuous top level support n Select appropriate people n Provide clear expectations n Provide time and resources n Provide an appropriate level of task structure n Protect and reward the adventuresome VARIAN Medical Systems 19

Sell the Vision… n Administration/Management n Radiation Oncologists/Neurosurgeons n Physicists/dosimetrists n Information Systems n Therapists n Patients VARIAN Medical Systems We love SRS 20

To Establish Buy In. . . Make sure everyone understands: n What n Why n How n Likely impact n Time frame n What happens to my job. . . VARIAN Medical Systems 21

Build the Team. . . n Administrator n n n department process issues throughput financial support - budget Physicist n n n technical expert treatment process: QA/QC Dosimetrist n n Physician n n treatment planning procedures computer savvy Radiation Therapist n 22 treatment process - throughput