Author: Sean P. Devan, Cory S. Knill, Choonik Lee, Claire Zhang 👨🔬
Affiliation: University of Michigan, Department of Radiation Oncology, University of Michigan 🌍
Purpose: Tools such as step-by-step instructions, checklists, and automated calculations can improve process efficiency, mitigate errors, and facilitate standardization across different users and clinics. In this work, we developed an easy-to-use tool to improve the workflow for our linear accelerator (LINAC) monthly mechanical quality assurance (QA).
Methods: This tool was developed with target users being medical physics trainees naïve to the LINAC QA procedure. Key design criteria included clear, embedded instructions suitable for the target user, elimination of manual calculations, real-time feedback of errors from expected values, and compatibility with the clinic’s SunCHECK QA management solution (Sun Nuclear Corporation, version 4.3). Post-design testing validated calculations and data transfer prior to clinical deployment.
Results: Based on user feedback, we developed a fillable PDF form with fields integrated into a step-by-step instruction document with results exportable into the SunCHECK system. Adobe Acrobat Pro (version 2024) was used for development, leveraging its native JavaScript scripting to perform calculations. Results are automatically organized and tabulated along with respective errors at the end of the document. An integrated export button generates a CSV containing results, which is automatically imported into SunCHECK using a custom data map.
Conclusion: We developed an efficient workflow – facilitated by a PDF form with JavaScript-based calculations for performing mechanical QA. The fillable PDF combines user instructions, automated calculations, and error feedback in a single document, ensuring ease of use and reducing errors. The form also enables easy results export to the clinical QA database, enhancing integration and minimizing transcription errors.