Professional Services
Varian’s Professional Services are designed to help clinics gain access to unique oncology-specific expertise to optimise the usage of Varian products.
We provide a set of services and long-term collaborations that draw on our deep understanding of the complex challenges that clinics are facing. We work with you to build operational plans that empower you for success.
Helping you fast-track clinical and operational improvements.
Interoperability Services
Maximizes the capabilities of Varian products through customized workflows, interface design, testing scripts, and data availability and accuracy.
- Optimizes between systems to help simplify data entry
- Reduces time required for data input by minimizing duplicate data entry
- Diminishes risk of errors by providing the correct information at the right time, in the right place
- Reduces staff involvement with the design and testing phases of the project
Database Configuration
Our team works with your clinical and operational teams to build, configure, and optimize your database using world class design practices.
- Aligns with your goals and customizes your database to fit your needs
- Standardizes configuration to reduce variabilities and increase workflow efficiencies
- Optimizes your database to meet accreditation and regulatory standards
- Supports your teams from initial configuration all the way through to go-live
Workflow Optimization
A hands-on workflow consultant implements best practices to optimize workflows in existing ARIA OIS databases.
- Ensures implementation of best practices through support of proactive workflow consultant
- Assists with configuration of database queries
- Improves workflow efficiency and data entry consistency
- Increases automation which results in fewer manual input requirements
Oncology Analytics and Reporting Services (OARS)
Varian’s OAR Services are designed to help clinics to manage uncertainty in interpreting data output, database schema and complexity. Analytics experts work to understand unique data needs of customers and provide ongoing or occasional support.
A broad range of analytics support utilizing:
- AURA Reports
- InSightive Analytics
- Crystal Reports, and other data tools
Long-term partnership: A new era starts at New Karolinska Solna (NKS)
The partnership with Advanced Oncology Solutions started in March 2018 with NKS and a long-term 9 year support period was established for the newly built hospital in Stockholm, New Karolinska Solna = NKS.
Key Challenges
- Transition to a full Varian environment, overview of dataflow of the patient and various departments
- Needed to develop a culture of change within the department to support the multi-year project
Key value adds
- On-site clinical support from Varian AOS team optimizing workflow and paperless implementation
- Clinical Go Live
- Workflow Optimization external and Brachy departments
- Modality specific needs planning across the enterprise with on-site meetings with Varian AOS team
Customer testimonial*
“5 years ago we started to work with Advanced Oncology Solutions as a part of a multiyear project and the first project was to get our external radiotherapy department paperless. We have worked with the AOS team from day 1 and have clinical solutions involved in monthly management meetings to advise on clinical workflow and have ongoing bigger projects.”
- NKS
Digitalizing & Integrating radiotherapy Workflow in a large NHS centre
This case study details the configurations for the Royal Marsden, Chelsea transition to a paperless workflow. This project was used as an opportunity for the project team to align overarching processes with the Royal Marsden Sutton department and to review historical practises. The development and configurations completed to date have allowed for the formation of an overarching, and cohesive service. All processes from referral received to end of treatment delivery have been digitalized and are recorded in ARIA. The bookings workflows were redesigned in line with the implementation of the new hospital information system, Epic. Multi-disciplinary configurations during this paperless project have also allowed for reflection beyond just the core team. This has allowed, the removal of unnecessary duplications of checks and steps to improve overall departmental efficiency and to further optimise the workflow.
Key Challenges
- Digitization of a paper-heavy department, with HIS integration
- Integration and Implementation of data-rich workflow in a large NHS center
- Lots of duplication in checks and transcription of the same data due to fear of information being missed.
The Solution
- Understand the departmental complexities and optimise the system
- Concept design and configuration of a paperless clinical system were performed
- Utilized advanced features in ARIA OIS to enable paperless workflow
- Provided functional project management in collaboration with project team
- Supported integration development of ARIA OIS and HIS/Mosaiq
- All documentation across all pathways was digitalized and stored centrally in ARIA
Treatment Workflow Improvements
- Automated handover of tasks from physics to treatment
- Improved communication feedback mechanisms for image reviews/triggering systematic shift corrections
- Reduction in manual signatures for daily treatment and elimination in transcription of field parameters for daily treatments
- Clearer visibility of information and handover of imaging guidance as information is now all captured in the IGRT document
Customer testimonial*
“It’s great to be able to track patients and see their progression in the system...We could never go back to paper.”
- Katie Jones (Radiographer, Royal Marsden Hospital)
“ARIA feels easy, we know what we are doing...(The project) has also motivated us to improve standardisation of our planning process, e.g., through plan names, prescription names, etc.”
- Zankhana Jani (Radiographer, Royal Marsden Hospital)
Simplifying workflow and documentation efficiency in a leading hospital in Paris
In 2022, the Radiotherapy Department of Hôpital Européen Georges Pompidou (HEGP) embarked with Varian's AOS team on a digitisation project. They had the goal of improving efficiency while preserving the quality of patient care. The collaborative approach and engagement of the core team allowed for the rapid implementation of new processes. The collaboration with the group managing the patient record in the hospital information system DX Care was crucial in establishing a link between the Multi-Disciplinary Team meeting and the first consultation. These multidisciplinary configurations led to a rethinking of some existing processes, and the team demonstrated great agility in modifying their approach to optimize the patient file journey.
The thoughtful work within these two services and the achieved outcomes led to the elimination of redundant and repetitive tasks, and increased efficiency and data accessibility, ultimately improving the daily routine of the healthcare team and patient care.
This case study shows how AOS partnered with HEGP, optimized the different Interactions between the departments and the broader hospital.
Key Challenges
- Digitalisation of RT department by the 1st quarter of 2023, to promote and establish continuity of care by increasing accessibility to data across the department and hospital
- Save time and eliminate redundant tasks to increase efficiency and fluidity in the patient pathway
- Make full use of ARIA's ability to capture data in a structured way and extract indicators to improve patient care
The Solution
- Development of a customized and tailored solution for each department
- Digitalisation of the patient record using advanced features of ARIA that were previously not used, increasing ROI on ARIA.
- Support of the project lead with change management to facilitate the transition and prepare the teams for the new processes, including action tracker, communication tools, and on-site and remote support
- Creation of dedicated discipline workbooks to serve as internal training support
Key Value adds
- Digitalisation was completed on schedule; all groups are using the same tools, improving communication across the department
- Substantial time savings particularly for the RTT and doctors, by having reduced the number of low added-value tasks
Customer testimonial*
“Patient data is now centralised in the Encounter workspace of ARIA, which has led to an enhanced discrete data capture.”
“Varian's support from the AOS team is invaluable with the various remote points/meetings that allow us to set goals and progress continuously.”
“Regular feedback from all users proved to be very positive overall, particularly for the RTT and doctors. There was a substantial time savings, particularly with the consolidation of data in the Encounter tab.”
- Prof. Catherine Durdux (Head of RT Department, HEGP)
AOS is powered by
282
customer projects sold to date across 31 countries
156
years of combined experience building, designing, configuring and implementing Varian products
280
280 years of combined experience in the clinic.
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* The information captured here represents the genuine experience of the attributed individuals and may not represent the views of Varian. Your results may vary.