Tumor board coordination, from intake to the first treatment.

A case arrives, is staged for the right board with its workup named, is presented with a brief, and leaves the meeting as tasks with owners and dates. Every step is on the record, and every board in the program is on one page.

IntakeReferral fax, EHR feed, direct entryPrepWorkup named, brief attachedThe boardTuesday 07:00After the meetingTasks with owners and dates44810-2 · rectal · fax, Aug 1247091-1 · colon · EHR feed53108-2 · rectal mass · entered52011-9 · new diagnosis · fax52240-3 · breast → breast board44810-2 · path, MRI, CEA ✓ · brief47091-1 · post-cycle-4 CT ✓53108-2 · held · pathology pending52011-9 · no board date · flagged day 744810-2 · presented · captured 07:4147091-1 · presented · continue FOLFOX53108-2 · deferred · returns Sep 152011-9 · added to the Aug 25 agenda44810-2 · 3 tasks, owners, dates47091-1 · cycle 5 scheduled · closed53108-2 · pathology chase · lab liaison44810-2 · treatment started · day 21One week around one board. Every case has a place, and every place has a next step.
Five cases, one board, one week.Synthetic cases. Patient details invented.

Case review and readiness before the meeting.

Case review runs on a checklist: pathology, imaging, labs, prior treatment, outside records. Each item is reviewed with a place for notes, a reviewer signs off, and the presenter's notes attach. A case short an item is held with the gap named, so the chase happens days before the meeting.

Case 53108-2 · rectal mass · GI board, Aug 18case review · five items, each with a place for notesPathology report✓ received Aug 15 · reviewedImaging · pelvic MRI✓ Aug 11 · reviewedLabs · CEA✓ Aug 12 · reviewedPrior treatment✓ none · confirmed with the patientOutside recordsrequested Aug 13 · pending✓ received Aug 15 · reviewedReadinessheld · outside records pendingready · brief attachedon the agenda as held, with the gap namedon the agenda, brief attached, Aug 17Reviewer · Dr. Oseireviewed Aug 16 ✓Presenter · Dr. Linpresentation notes · 4 linesClinical questionneoadjuvant therapy, or resection firstUntil every item is reviewed, the case is held and the chase has a name.The chase happens on Wednesday. By Tuesday the case is ready, or the board knows why it is held.

Synthetic cases and figures. Patient details invented.

Deferrals with a reason, a task, and a return date.

In the room, one case at a time, with the brief first. When the board defers, the reason is recorded at the table, the missing item becomes a task, and the case returns on a named date with everything the first presentation produced.

Aug 18 · GI boardpresented · deferredReasonrestaging MRI pending · recorded at the tableTask · restaging MRIscheduling · due Aug 25scheduled Aug 22 · closed from the EHR feedSep 1 · GI boardre-presented with the MRI · captured 07:5214 days, with the reason and the task attachedA deferral carries its reason and its task, and it returns on a date. The second presentation starts from the first.

Synthetic cases and figures. Patient details invented.

Session summary and task follow-through after the meeting.

The session summary is on screen when the meeting ends: what was presented, what was decided, what was assigned, what was deferred. Each task closes when its owner reports it, and from the EHR feed where one exists. Anything past its date is a flag the next morning.

GI tumor board · Aug 18 · session summary9cases presented11recommendations captured14tasks assigned, each with an owner2deferred, each with a return dateTasks from this sessionRadiation oncology referralnavigator · due Aug 23closed Aug 21 · clinic confirmedPathology chase · case 53108-2lab liaison · due Aug 20closed Aug 15 · report receivedRestaging MRIscheduling · due Sep 29scheduled Aug 22 · from the EHR feedGenetics screeninggenetics clinic · due Sep 1open · on the clinic's listTreatment start · case 44810-2the pathway interval · 21 daysfirst fraction documented Sep 8 · day 21A task closes when its owner reports it, and from the EHR feed where one exists. Anything past its date is a flag the next morning.

Synthetic cases and figures. Patient details invented.

Board setup and readiness across the program.

GI, breast, thoracic, molecular: each with its cadence, its coordinator, its reviewers, and its readiness for the next meeting, computed from the record a week out. Adding a board is a form, and the program's report covers it from the first session.

Boards in the programreadiness, seven days outGITuesday 07:00 · weeklynext Aug 257 of 9 readyBreastWednesday 12:00 · weeklynext Aug 266 of 6 readyThoracicThursday 07:30 · every two weeksnext Sep 33 of 8 readyfive held · three waiting on pathologyMolecularfirst Friday · monthlynext Sep 54 of 5 readyEvery board in the program on one page, with the held cases named a week before each meeting.

Synthetic cases and figures. Patient details invented.

Arca's other capabilities.

Each one works from the same decision record. How it works

Guideline engineEvery case measured against its intended pathwayClinical trialsEligibility checked before the board meetsAnalyticsProgram figures computed from the record

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