How Mary Bird Perkins Cancer Center Cut Scheduling Time by 40% and Reduced Administrative Delay by 22%
Mary Bird Perkins Cancer Center
Radiation Therapy
THE PROBLEM
The radiation therapy department at Mary Bird Perkins Cancer Center treats approximately 1,600 patients per year at its Baton Rouge site across five linear accelerators. For the senior radiation therapists responsible for scheduling, coordinating appointments was one of the most time-consuming and frustrating parts of their day, a process that kept pulling them away from direct patient care. That burden was structural, not accidental, driven by:
a manual, sequential workflow that required assembling a full proposed schedule before calling the patient, and calling back if availability didn't match. A process senior therapists found particularly tedious, but that only they could perform
machine load calculated manually, with no shared visibility across linacs
scheduling logic that existed only in the minds of experienced therapists, impossible to delegate or transfer
a process fragile under daily disruptions, where a single change created cascading rework
THE SOLUTION
GrayOS was deployed at the Baton Rouge site in October 2024, integrating bidirectionally with MOSAIQ, which remained the system of record for all clinical activities. When a dosimetrist finalizes a treatment chart, GrayOS automatically translates the clinical plan into a complete set of appointments, accounting for machine eligibility, operational rules, patient priority, and capacity. The scheduling RT reviews, adjusts for patient preferences in real time, and saves. Everything writes back into MOSAIQ.
MBPCC
These weren't just any 15 minutes. This is high-quality clinical time from skilled radiation therapists that now can be redirected to direct patient care.
Sotirios Stathakis
Chief of Physics, Mary Bird Perkins Cancer Center
KEY RESULTS
40%
Reduction in time spent scheduling per patient, equivalent to 15 minutes saved per patient
22%
Reduction in administrative delay, time from task creation to first treatment appointment scheduled
Real-time visibility into machine load across all five linacs, with automated workload distribution replacing manual calculation and ad hoc adjustments.
Scheduling knowledge encoded in infrastructure, no longer dependent on individual expertise.