Aims and background: With the introduction of more complex three-dimensional conformal radiotherapy and intensity-modulated radiotherapy techniques in clinical practice, the use of record-and-verify systems is recommended to improve the accuracy of radiotherapy treatments. The aim of the present study was to evaluate, for a commercial record-and-verify system, the efficiency, integration with the treatment planning system, and impact of manual checking of data. The most frequent errors or misses were also evaluated.
Materials and methods: The development of internal protocols to systematically implement new technologies has been identified as a priority in the departmental quality assurance process. Data electronically fed into the record-and-verify system were compared with those manually recorded in the clinical paper chart over a period of almost 6 years (October 2000 to December 2006). A total of 7768 treated patients was reviewed. The check was performed by using a homemade data base in which the errors are stratified as follows: 1) general section, 2) geometric and dosimetric section, and 3) delivered dose section.
Results: On a total of 7768 checked patients, one or more mismatches between treatment planning system data and record-and-verify system data or paper chart data were observed for 452 patients (5.8% of total number of inspected patients). The percentage of discrepancies out of the total was: 2.2% in the general section, 3.3% in the dosimetric and geometric section, and 4.2% in the delivered-dose section.
Conclusions: Although record-and-verify systems assume a crucial role in the accuracy and reproducibility of radiation treatment, their inability to eradicate all the errors requires vigilance on the part of the radiation therapy and physics team.