Author: Simon Brundage, Jiajin Fan, Ulrich Langner, Qiongge Li, Jian Liu, Wei Nie, Edwin Quashie, Xiaofeng Zhu 👨🔬
Affiliation: Brown University Health, Hofstra University Medical Physics Program, Inova Hospital, Inova Schar Cancer Institute, Indiana University School of Medicine, Department of Radiation Oncology 🌍
Purpose:
Managing departmental policies, clinical protocols, QA procedures, workflows, and troubleshooting documentation is critical in radiation oncology. A Microsoft-based wiki platform was developed to centralize resources, enhance collaboration, streamline processes, and improve compliance.
Methods:
The platform utilizes Microsoft’s tools with features like shared notebooks, hierarchical organization, and powerful full-text search. Existing documents were migrated via the wiki library, while new documents were created as interactive wiki pages. Multi-user editing, project lead assignments, and real-time collaboration are supported. Features include an approval system for official documents, customized labels, "Alert Me" notifications, and pinning frequently used items. Detailed version history fosters transparency. Integration with Power BI and Power Automate enables advanced analytics and workflows. Unlimited cloud storage ensures scalability, and institutional credentials provide secure access. Regular backups are needed as deletions beyond 90 days require IT recovery.
Results:
The platform reduced search times by 40%, with over 90% of staff actively using it within two weeks. Team members can resolve issues more independently, reducing reliance on specialists. The system improved audits and team-based problem-solving, earning high satisfaction from users.
Conclusion:
This wiki platform enhances operational efficiency, document access, and collaboration in radiation oncology. Demonstrating its features, including full-text search and practical scenarios, highlights its utility. Future enhancements will focus on analytics, automation, and refining search capabilities.