3133 - Utilizing of a Dedicated Radiation Oncology Documentation Software Designed with Physician Input and Note Completion Times

J. Asper¹, W. D. Lindsay², M. Botyrius², M. D. Bonnen¹, T. D. Wagner¹, N. B. Newman¹, S. M. Dalwadi¹, T. Corwin¹, S. Mulhern³, R. Martinsen³, K. McHale³, and C. Kluwe¹; ¹UT Health San Antonio, Mays Cancer Center, San Antonio, TX, ²Oncora Medical, Inc, Philadelphia, PA, ³Oncora Medical, Inc, Phildelphia, PA

Purpose/Objective(s): The Radiation Oncology note process mandates many different recorded items. The time needed to acquire all necessary recordable items to meet billing requirements can be lengthy due to lack of data integration. Physicians and staff find themselves straddling multiple electronic medical record (EMR) systems to find and document necessary information to meet billing and clinical requirements. This in turn can increase physician time to complete notes and can result in potential documentation failure at billing. We hypothesized that utilization of a software designed for Radiation Oncology would simplify the documentation process and reduce overall time to complete physician notes. Materials/

Methods: On October 5, 2023 we implemented Oncora software to assist with the physician documentation process. In the initial implementation phase (October-November 2023) we onboarded providers individually until eight providers were included on December 19, 2023. This approach was selected to derisk the overall workflow change. Using data reporting from MOSAIQ and Oncora software we collected note initiation and completion times from 1/2023 to 2/2024 for simulation, weekly management, and procedure notes. T The completion time (Q-time) was measured from note start date to physician approval in total calendar days (d). We reported the average time to completion and the total count of notes approved by month. Initial Oncora reports (October – December) included a progressively increasing number of provider, but January and February totals represent the implementation throughout all faculty members. Procedure notes included both stereotactic external beam and high dose rate brachytherapy procedure notes.
Results: The average weekly management Q-time reduced from 3.2d to 1.1d. The Q-time for Jan (1.3d) and Feb (3.0d) were less than the average MOSAIQ Qtime and total counts of notes completed in Oncora represented the closer to the average for MOSAIQ (340/month); 330 and 380 respectively. The average simulation note Q-time reduced from 12.5d to 0.7d. The Q-time for Jan (0.4d) and Feb (1.0d) were less than the average MOSAIQ Qtime and total counts of notes completed in Oncora represented the closer to the average for MOSAIQ (130.4/month); 120 and 121 respectively. The average procedure note Q-time reduced from 7.5d to 0.9d. The Q-time for Jan (1.0d) and Feb (1.9d) were less than the average MOSAIQ Q-time and total counts of notes completed in Oncora represented the closer to the average for MOSAIQ (77.9/month); 99 and 97 respectively.
Conclusion: The implementation of Oncora and note types resulted in a significant reduction in note completion time. This reduction in time was sustained even with the implementation across all providers, moreover it was sustained with the increased note volume equal to that of the previous note management system.