Development of a Collaboration Model between Two Cancer Centres to Maintain Patient Access to Radiation Therapy during the Replacement of a Sole CT Simulator at a Regional Cancer Centre

Introduction: Replacement of a sole computed tomography (CT) simulator at a Regional Cancer Centre risks interruption of patient access to radiation therapy clinical services. This study reports a collaboration model between two cancer centres to maintain patient access to radiation therapy during the replacement period.

Methods: Representatives from each cancer centre collaborated to plan and facilitate offsite CT simulation. Activities required were identified and included process coordination, patient consent, patient registration, requisitions, appointment bookings, immobilization equipment, staffing strategy, clinical practice protocols, data transfer, and cost recovery. The logistics of each activity were planned and mapped, with roles identified to perform each activity. During the 2-week replacement duration, from April 30 to May 11, 2018, patients consulted for radiotherapy were offered offsite CT simulation.

Results: A detailed process was developed to outline the flow of activities for successful coordination of offsite CT simulations. A total of 14 patients consented to radiation treatment during the CT simulator replacement downtime, of which 8 patients agreed to offsite CT simulation. A total of 11 body regions were simulated for the 8 patients. CT images acquired offsite were electronically transferred to the primary cancer centre to proceed with treatment planning and delivery.

Discussion: A collaboration model between two cancer centres was successfully developed and implemented to maintain patient access to radiation therapy during the replacement of a sole CT simulator at a regional cancer centre.

Conclusion: This strategy and process developed could be valuable for future major equipment upgrades/replacements at other centres.