2405 - Scorecard Manager: A Novel Web-Based, Role-Restricted Data Management System for Automated TPS Dose Constraint Integration and Plan Evaluation

Purpose/Objective(s): Radiation therapy treatment planning requires strict adherence to complex dose constraints derived from clinical trials and published literature (e.g., Timmerman tables). Maintaining an up-to-date, institution-wide database of these constraints is challenging and prone to manual transcription errors. We developed "Scorecard Manager," a first-of-its-kind web-based application designed to manage, audit, and fully integrate dose constraints into a working Treatment Planning System (TPS), while also enabling direct plan evaluation against established protocols using a role-restricted workflow.

Materials/Methods: Scorecard Manager was developed as a centralized web application featuring a tiered, role-based access control system (Owner, Auditor, and Editor). The application standardizes the workflow for updating protocol constraints. When an Editor modifies a dose constraint, the system generates automated notifications to the designated Owner (radiation oncologist) and Auditor (medical physicist) for verification. Upon successful auditing, the constraint is instantly synchronized with the clinical TPS for plan optimization. Furthermore, the system architecture allows for direct plan evaluation against the database protocols, designed to support both internal department quality assurance and broader multi-institutional audits.

Results: The Scorecard Manager has been successfully deployed and currently houses a robust, actively audited database of 121 distinct protocols comprising 2,201 individual dose constraints. The integration successfully bridged the gap between web-based constraint management and the clinical TPS, eliminating manual entry steps at the time of planning. The automated notification pipeline significantly improved communication among editors, physicists, and radiation oncologists. Additionally, utilizing the database protocols for direct plan evaluation provided a streamlined, standardized approach that proved highly effective for conducting multi-departmental and multi-institutional audits.

Conclusion: Scorecard Manager provides a secure, seamlessly integrated solution for managing radiation oncology dose constraints and evaluating treatment plans. By enforcing strict role-based verification before TPS integration and enabling direct protocol-based plan evaluation, the system enhances plan safety, standardizes quality assurance, and simplifies complex auditing processes. Future efforts will focus on transitioning the platform into a nationwide, open-source data management system to facilitate seamless multi-institutional clinical trials and provide clinics with reliable access to peer-reviewed dose constraints.