1. Transforming Radiation Oncology Operational Efficiency with Elekta Healthcare Analytics
Beverly Riley, MBA, CMD
Administrative Director, Medical Dosimetry,
MD Anderson Cancer Center

2. Elekta Healthcare Analytics
Disclosure: Worked in collaboration with Elekta to develop electronic (EKM) Elekta Knowledge Management Dashboards

3. Elekta Knowledge Management
Elekta Software
Cancer Registry
Healthcare Analytics
Intra institutional Benchmarking
Operational
Clinical
Financial
Strategic & Research Registries
Data Procurement
Knowledge Management
Treatment Management
The Elekta Software hierarchy : Care Management, Treatment Management, and Knowledge Management.
Knowledge Management covers four areas: Elekta Healthcare Analytics, Data Sales, METRIQ Registry and Strategic Registries..
From the perspective of the oncology data value chain, data sales represents a downstream activity and Elekta Healthcare Analytics an upstream one.
Healthcare Analytics is on track to deliver Intra-institutional Benchmarking of Operational, Clinical and Financial Performance. We are in the process of selling this to our first customers as we speak.
We currently have one data program, NODA, which aggregates registry today. We have been selling NODA data for almost 15 years.
Care Management

4. Radiation Treatment Centers
January 22, 2015
Radiation Treatment Centers
MD Anderson
Radiation Treatment Center Istanbul
MD Anderson Cancer Center Cooper - NJ
MD Anderson
Radiation Treatment Center
Madrid
Arizona - Banner
MD Anderson
MD Anderson
Albuquerque
MD Anderson Cancer Center Baptist - Florida
committed to clinical transformation
MD Anderson Cancer Center - Houston
MD Anderson Cancer Center Sao Paulo

5. MD Anderson: Radiation Oncology
Divisional Growth
It’s All About Growth

6. MD Anderson: Radiation Oncology Divisional Growth
Personnel Growth
Treatment Capacity
2005
2015
480
Employees
874
2005
2015 12
Linacs 27
Financial Growth (Operating Margin)
2005
2015
$20M
$117M

7. MD Anderson Top Values : Safety first!
Adopting rapidly evolving technology
Coordinating efforts and communication
Thorough Peer Review
Incident Learning System – ROILS
Anonymous reporting system
Just Culture transformation

8. Operational and Quality Metrics Needs
Divisional census and benchmarking
Clinical activities and procedures
Resource Utilization
Federal Registrar reporting at your fingertips
Palliative fractionation schemes
Treatment planning directives compliance
Pain assessment and plan of care

9. Operational Analysis / Reporting Challenges
Existing methods of data collection were manual, insufficient and repetitive…
Many systems to pull data from
Manual data extraction
Inconsistent data between systems – conflicting information
Data manipulation – scrubbing outliers
Hours of individuals time graphing
Who is actually looking at month old data

10. Ever feel like this?
Parts of your computer

11. Execution Overview Drives measureable performance improvement
Workflow and Processes
Operational Data
Analytic Ready Data
Analyze
Solve
Implement
Measure
Drives measureable performance improvement
Enables data driven changes to processes

12. MD Anderson Elekta Healthcare Analytics Execution Overview
Dashboards live with initial set of operational measures since May 2015
Metrics on patient demographic, divisional census, asset utilization, clinical activity and wait-times
Continuous checking of the MOSAIQ database for the status of defined metrics and KPIs
Values outside bounds trigger a message to the relevant individuals
Provides self-service report scheduling and publishing

13. MD Anderson Elekta Healthcare Analytics Architecture
September 30, 2017
MD Anderson Elekta Healthcare Analytics Architecture
Healthcare Analytics Infrastructure
EHA Data warehouse
Patient Population Dashboards
Machine Utilization Dashboards
Billing Reporting
Clinical Activity Timeliness Dashboards
Patient Flow Cycle Times Analysis
7 – Facilities
MOSAIQ™
Data collection
and extraction
Initiated pilot in January 2015 on operational performance measures for quality improvement projects. Benchmarking across selected targets including treatment times.
Identification of patterns of care at different facilities
Percentage of data elements captured for each patient to identify data fidelity issues
Determination of barriers and outliers in different facility and staff participation
Data governance involvement from clinicians and administration across Radiation Oncology
Integrated MOSAIQ data sources with Elekta Healthcare Analytics for key performance measures
Go-live with Operational Management dashboards in May 2015
Initiated patient flow cycle times project in June 2015 and completed in 4 months
Now let’s take a closer look at the patient flow cycle times project and its relation to process metrics – key to operational improvement efficiency programs

14. Dashboard Overview

15. Patient Population Dashboard

16. Asset Utilization: Treatment Machines

17. Asset Utilization: Treatment Machines

18. Asset Utilization: Treatment Times

19. Asset Utilization: Simulation Machines

20. Timeliness: Clinical Activity & Wait Times

21. Patient Access: Simulation Appointments

22. Patient Access: All APPT Types

23. Patient Access: Appointment Volumes - Simulations

24. Patient Access: Non-rescheduled APPTS

25. Where is healthcare going?

26. Patient Flow: Overview

27. Patient Flow: Arrive in Waiting Room

28. Patient Flow: Waiting

29. Patient Flow: Start of Treatment

30. Patient Flow: Total treatment time

31. Patient Flow: AVG at specific time of day

32. Dosimetrists Workflow – IRIS
(Integrated Radiotherapy Information System)

33. Dosimetrists Workflow - IRIS

34. From IRIS to EHA

35. From IRIS (Integrated Radiotherapy Information System) to EHA

36. Dosimetrists Workflow - IRIS

37. Dosimetrists Workflow - IRIS

38. What are the limits to pushing efficiencies?

39. Improving Operational Efficiencies

40. Dosimetrists Workflow – IRIS Productivity Summary

41. Dosimetrists Workflow – IRIS Productivity Summary

42. Dosimetrists Workflow – IRIS Productivity Summary

43. Dosimetrists Workflow – IRIS Productivity Summary

44. Dosimetrists Workflow – IRIS Productivity Summary

45. Dosimetrists Workflow – IRIS Productivity Summary

46. Dosimetrists Workflow – IRIS Details Summary

47. Dosimetrists Workflow – IRIS Details Summary

49. DATA, DATA, DATA – Analysis Paralysis
"You can have data without information, but you cannot have information without data."

50. Always do the best you can with what you have

51. Summary Eliminates manual data collection and reporting
September 30, 2017
Eliminates manual data collection and reporting
Provides immediate and detailed insight to operational data
Enables real-time benchmarking and comparative analysis
Support identification of outliers, workflow inefficiencies and resource consumption
Improve patient access and satisfaction
Maximize asset utilization and management
Benchmark and comparative analysis across all locations
Identify differences in treatment delivery
Establishes analytics platform for consolidation of Financial and Clinical evidence-based outcomes

52. EKM – Knowledge is Power
Thank You