A process in place at James A. Haley Veterans’ Hospital in Tampa allows oncology providers timely access to information necessary to confirm a patient’s cancer diagnosis before initiating therapy, according to a poster abstract presented at the Association of VA Hematology/Oncology (AVAHO) Annual Meeting. 

“Review of external pathologic diagnoses before initiating oncologic therapy is the standard of care in the private sector. This serves not only to confirm the malignant diagnosis before toxic therapy and surgery, but also to record the diagnosis in the facility’s records, enable better discussion by the pathologist at tumor boards, and allow for comparison of findings to subsequent malignancies should they develop,” wrote presenter Leah Strickland-Marmol, MD. 

The hospital recently implemented a quality improvement process that requests diagnostic materials necessary to confirm cancer diagnoses through the release of information (ROI) office. 

“We determined needed information for slide requests to be obtained by the primary care provider from the patient: outside facility contact information, procedure, site, and date,” Dr Stickland-Marol explained.  

“The primary care provider consults ROI with the information. ROI personnel request diagnostic materials. ROI documents in the consult when slides are requested and received, as well as problems/resolutions. Simultaneously, the primary care provider consults oncology providers. Slides are brought to pathology and reviewed by a pathologist. Report of internal reviews are available in the computerized patient record system.” 

An analysis of a random sample of 20 cases that went through the process found an average 12 days between a provider’s request and receipt of slides in the pathology department. The time from slide receipt to report verified in the computerized patient record system averaged 2 days. 

ROI staff ensure requests are fulfilled and follow up on any delays.

“Oncology providers have rapid access to confirmed diagnostic information, eliminating wasted time and improperly used appointment slots, and facilitating timeliness in treatment planning,” Dr Stickland-Marol reported. “Information security is maintained by specially trained staff. Healthcare providers are free from performing these administrative duties.”

Reference: 

Strickland-Marmol L. A process to confirming a veteran’s cancer diagnoses before initiation of therapy. Abstract presented at Association of VA Hematology/Oncology (AVAHO) Annual Meeting; September 24-26, 2021.