Development and implementation of a brachytherapy procedure scoring system to optimize clinic and physics staffing schedule: A retrospective study of a single institution with a busy brachytherapy program.

Purpose: Brachytherapy (BT) is a time and resource intensive treatment modality. Constraints to efficiency and throughput include resource, staff and physician availability. Herein, we introduce a daily BT procedure scorecard, designed to ensure adequate resource allocation based on the type of procedure(s) being performed.

Methods: Data on BT procedures, number of fractions, number of patients, and the average daily caseload from 2021 to 2024 in our clinic were collected. Each BT procedure was assigned a score from 1 to 3 based on complexity and labor intensity, with 1 representing the least and 3 the most complex procedures. This data was then used to evaluate the efficiency of the BT scoring system.

Results: Implementing the BT scorecard improved scheduling efficiency without compromising patient throughput. Despite the growth in case complexity, we demonstrated that the scoring system effectively prevents understaffing in our clinics. The goal is to limit the daily BT score to 10 per day when creating the schedule, ensuring balanced resource allocation.

Conclusion: The strategies presented can enhance scheduling by ensuring an equitable workload distribution based on the BT schedule. These approaches should be considered in all high-volume BT clinics to optimize patient scheduling and throughput. Additionally, the scoring system allows clinics to develop full-time equivalent (FTE) staffing models that account for patient volume and case types, ensuring optimal resource utilization.