Abstract
Objective
Implementation of a Standard Doses (SD) workflow is a big challenge for pharmacists, in order to optimize the organization of chemotherapy preparation and support in day hospital activity. The objective is to map and determine the feasibility of a SD routine and to identify eligible molecules with and corresponding SD.
Methods
A Preliminary Risk Analysis (PRA) of the process from prescription to preparation was carried out, with a failure mode and effects critical analysis (FMECA) method. A survey on standard dose concept was distributed to all prescribers. The rules to define eligible dosage of each drugs was an annual production of more than 250 preparations and for each eligible molecule, at least a 70% coverage rate for a maximum of 7 SD. These doses have been rounded up to a maximum of +/- 10% for cytotoxics and antibody-drug conjugates, and +/- 15% for monoclonal antibodies.
Results
After medical approval, sixteen molecules were eligible and thirteen are used routinely to date. The PRA highlighted 52 risks over 16 stages of the process. A risk retains a significant criticality after application of control actions: the risk of musculoskeletal disorders (MSD) during preparation.
Conclusion
This work enabled us to study the feasibility of setting up a SD workflow in our hospital to optimize the provision of chemotherapy to the patient. Due to persistent MSD risk and limited storage capacity, we decided to prescribe exclusively in SD, pending the automation of our preparation unit in 2025.
Introduction
Cancer is a leading global cause of death, with nearly 10 million deaths in 2020, or one in six deaths.1,2 Over the decades, significant progress has been made in improving patient care thanks to early diagnosis and a growing therapeutic arsenal.3,4 This leads to an increasing number of patients requiring hospitalization, especially for intravenous anticancer drugs, predominantly administered in day hospitals. (e.g., 92% during 2020 in France). 4
Day hospitals offer many benefits, both for patient and healthcare establishment. Indeed, they reduce the time of presence in the hospital, allowing cost saving, and optimized patient throughput. 4 However, one of the main problems of day hospitals is the waiting time between appointment time of patient and beginning of treatment. And this waiting time has a real impact on patient the experience and satisfaction5,6 which is essential for acceptance and adherence to treatment.
Moreover, the workload generated by the rotation of patients in day hospital is concentrated over a short period. This results in a fluctuation in activity with daily peaks that can increase the delays in dispensing chemotherapy by hospital pharmacies. These peaks are also a source of stress, both for pharmaceutical and nursing staff, which can lead to preventable adverse events associated with care, such as medication errors.
In response to these issues, several solutions have been adopted by healthcare establishments in order to streamline activity and optimize delivery times for injectable cancer drugs:
Early medical validation of chemotherapy, using up to date information, such as the last biological parameters, collected from computerized medical files and a phone call to the patient is made whenever deemed necessary Advance preparation before medical validation, necessitating a reallocation system to limit waste and additional costs Optimize patient's care pathways (use of a software to schedule the patient's medical appointments, implementation of Lean management concept,…)
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Purchase of industrial bags with standardized doses (e.g., Gemcitabine from the SUN laboratory) Dose Banding (DB) concept, or dose standardization.
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The delivery of medication by the pharmacy to the day-hospital care unit occurs only after medical approval. The concept of DB originated in the UK in the late 1990s. Since then, it has been widely used in the UK for the preparation of chemotherapy for both inpatients and outpatients. 9
In DB, doses of IV anticancer drugs are calculated individually according to the Body Surface Area (BSA). Then, after agreement between prescribers and pharmacists, these doses are adjusted to dose intervals or "bands." The midpoint of each band is a predetermined Standard Dose (SD). The maximum variation in adjustment, between the SD and the BSA-calculated doses, is usually set arbitrarily at 5%. The goal of the DB is to systematize the rounding practice based on clinical and product strength, so that only one dose is proposed per defined BSA interval. This is intended to improve the logistics of making chemotherapy available.2,810–12 In practice, higher roundings may be used: for example, HOPA recommends a rounding of 10% for anti-cancer drugs, or even more for monoclonal antibodies (per vial for some). In fact, the difference linked to the DB is much smaller than the 20 to 30% adjustments applied to improve tolerance or therapeutic response. Furthermore, despite the dosage prescribed according to the BSA, effect of a 10% dose rounding on AUC will generally be eclipsed by the degree of interindividual pharmacokinetic variability that will determine systemic drug exposure. In the case of monoclonal antibodies, the therapeutic range, as well as the often higher cost and shorter shelf life, are further arguments in favour of dose standardisation. 13
Another point is that the injectable anticancer drug circuit is complex, because it consists of a large number of steps and involves multiple stakeholders. This circuit is subject to various constraints: control of chemical and microbiological risks, centralization of drug preparation, physico-chemical stability of preparations.2,14 Anticancer drugs are a pharmaceutical class which requires particular vigilance because of the risk it generates, both for patients and for nursing staff during the process of its use. 2 15–17 Hence the emergence of quality requirements related to the preparation of injectable chemotherapies as well as risk control. At the time this work was conducted (2020–2021), international consensus documents on dose banding were still limited. Since then, the “ISOPP Standards for the Safe Handling of Cytotoxics” has been published in 2022, providing a comprehensive framework and an update to the 2007 standards, in line with developments in oncology pharmacy practices. 2 In France, there is the example of “Good Preparation Practices” guide, the 2022 version of which stresses the importance of carrying out a risk analysis when carrying out risky pharmacotechnical activities, such as the preparation of injectable anticancer drugs. 18
Thus, the aim of this work was to set up a Standard Dose (SD) circuit at Curie Institute, at Saint-Cloud (Hauts-de-Seine, France), with determination of eligible anticancer drugs, standardized doses and intervals, in order to optimize the general circuit of injectable anticancer drugs. A risk analysis was also carried out to determine the feasibility of the project and to secure its implementation.
Methods
Risk analysis
An a priori risk assessment was carried out by a multidisciplinary working group, according to a methodology recommended by the French Health Authority (HAS). 19 This working group is made up several pharmacists and a pharmacy resident, to model Standard Doses circuit and build the tool. We chose the Failure Mode, Effects and Criticality Analysis (FMECA) method. Indeed, this one has already been used in our hospital to assess the patient's drug management, or to analyse the impact of anticipation of injectable anticancer drugs prescription. In order to improve the identification, the rating of the identified risks and the control actions of risk, we had support from technician health manager and the quality manager of the establishment's Quality-Risk Management department.
The approach began with construction of the future SD circuit, with a description of each process, from determination of SD of chemotherapies to their administration. General anticancer drugs circuit were analysed, as well as the first SD circuit implanted in the other site (Paris Curie Institute). SD concept was integrated into the existing process at Saint-Cloud using Microsoft Visio®, software for creating diagrams and synoptics. Each step of the process, as well as each stakeholder, has been represented.
Potential failure modes have been identified, and ranked according to Frequency (F) of occurrence, Severity (S) and Initial Criticality (Ci). F and S were determined with a 5-level scale. Ci corresponds to the product of F and S, and is quoted with a 3-level scale. Control actions have been considered based on the score obtained and a risk control level (M) is determined with a 5-level scale. The product of Ci and M corresponds to the Residual Criticality (Cr), ranked with a 3-level scale, used to assess the feasibility of the project. All these elements are summarized in table 1.
Risk assessment scales and criteria.
Dose standardization of anticancer drugs
Concerning dose standardization, the theoretical SD have been pre-determined on basis of the most frequently prescribed dosages of anticancer drugs corresponding to protocols and to the indications of the Summary of Product Characteristics (SPC). We extracted production data for the year 2020 from the CHIMIO® software. Our selection criteria were:
Minimum production threshold of 250 preparations per year Percentage of coverage of the annual production of anticancer drug greater than 70% with a maximum of 7 SD: i.e., 7 SDs max are needed to cover 70% of the annual production of the selected INN Maximum tolerated deviation from the initial prescription was 10% for cytotoxics and Antibody Drug Conjugates (ADC), and 15% for Monoclonal Antibody (MAB).
Whenever possible, SD were rounded to the vial or to multiples of vials or, failing that, to the syringe pitch, to facilitate preparation. In parallel, we built and distributed an online questionnaire (available table 2) to prescribers in the institution to introduce and assess their knowledge of the concept.
Questionnaire on anticancer prescribing practices and dose standardisation.
Results
Risk analysis
Firstly, the process mapping made it possible to identify a 16-step process (detailed
Steps in the process of setting up standard doses.
On the FMECA part, we were able to determine 52 risks. The distribution of the initial criticality was as follows: 44% low criticality, 44% moderate and 12% high criticality. Then, we applied the means of risk control. Thanks to these measures, 46% of the risks were considered acceptable, 52% to be monitored, among these risks we had the storage of finished preparations. Finally, 1 risk remains a major criticality, it is the risk of musculoskeletal disorders in pharmacy workers. We mapped the residual criticality with a Farmer diagram, table 4.
Farmer diagram - Residual criticality of our process.
To illustrate our approach (extract from our grind
Extract from our FMECA grid on 2 notorious risks.
Dose standardisation of anticancer drugs
The feedback from prescribers was positive overall (
Results of local survey (N=16).
This gave us the confidence to continue our work. We pre-selected 21 anticancer drugs, which exceeded the threshold of 250 preparations per year. We excluded fixed-dose drugs from the outset, and then we presented our approach to standardizing eligible INNs to the institutional medical committee for validation and medical approval. The drugs finally retained for application were: Paclitaxel, Fluorouracil (continuous infusion), Cyclophosphamide, Trastuzumab, Docetaxel, Epirubicin, Irinotecan, Gemcitabine, Trastuzumab Emtansin, Eribulin, Rituximab, Docetaxel, et Vinorelbine. Data for some of these are detailed in table 7.
Examples of anticancer drugs pre-selected for analysis.
Among these drugs Paclitaxel is the most widely used molecule in the hospital. We analysed the dispersion of paclitaxel doses; we notice a quasi-normal distribution with a large part of doses between 96 and 168 mg. We have proposed 7 SDs, allowing us to cover 85% of the preparations administered in 2020. So according to our criteria, paclitaxel is eligible for standardization.
For Oxaliplatin, we have identified and proposed 5 SDs, allowing us to cover 97% of the doses administered in 2020. However, physicians have expressed some reservations about the frequency of toxicities observed (neuropathies) and would like to keep the dose adjustment fine-tuned. Moreover, we were also blocked at the preparation stage because we have different volumes of solvents for identical dosages: glucose of 250 or 500 mL depending on the protocols. It is therefore necessary to standardize the volumes and revise the dose intervals for better medical acceptance.
About Carboplatin we notice a multiphase dispersion of doses, due to the diversity of treatments protocols used in different pathologies. In addition, the dose of carboplatin is adapted to each treatment course according to creatinine clearance, which characterizes the patient's renal function. Finally, there is a non-consensual practice of capping doses, depending on the protocols and prescribers this can be 700, 750 and 800 mg. Therefore, because of these different points, Carboplatin is not eligible for standardization as it stands.
Monitoring indicators
Indicators have been determined to monitor this first phase of the implementation of SD workflow.
The first indicator is the ownership of using SD routinely and embed them in habits, by comparing the number of potentially standardizable prescriptions vs. those that were actually standardized, over the period from August 1st, 2021 to January 31, 2022. This rate was 76% over the 6 months, with a rate of 82% at month 6.
Next, we analyzed the number of non-administered preparations returns per month, one year around the standardization launch date, i.e., February 1, 2021 to January 31, 2022. We did not observe any significant change related to the SD, we had between 100 and 150 returns depending on the month, the causes of these variations could be multiple: for example, the periods of school vacations or end-of-year celebrations were associated with a greater number of returns.
Finally, we analyzed the daily activity profile: i.e., the hourly distribution of the activity over the day as well as the proportion of preparation done in advance vs. just-in-time. We studied this indicator over two different weeks, one before and one after the start of the standardization, in a period of full staffing and outside the school vacations. Here again we did not observe any significant difference, we have a production made up of 75% in advance with peaks of activity observed at the beginning of the half-day.
Conclusion
In conclusion, the implementation of the DS at the Curie Institute in Saint-Cloud was carried out with clinical approval of the INNs, doses and standardized intervals. Our work differs somewhat from the feedback found in the scientific literature. Indeed, even if the interest of standardization is no longer to be demonstrated, it implies important changes in the practices of different actors (physicians, nurses, pharmacists, technicians and all the teams involved in the process of chemotherapy prescription/preparation/administration), within an already complex process. We wanted to further secure the deployment of DS in our centre by conducting an a priori risk analysis, with a FMEA.
Ultimately, our approach appears to be in accordance with current international and national guidelines, such as ISOPP recommendations (section 28), or the French “Good Preparation Practices” guide.
Following this analysis, we decided to implement the new circuit in two phases. The first phase started in July 2021 with the activation of the prescription in DS. FMECA matrix appears to be a dynamic tool, which can be updated regularly according to the failures and non-conformities identified after launch. Then, the evaluation of the first indicators shows on the one hand an appropriation of the DS by the doctors and especially do not show any disruption of the existing organization. This reinforces our position for the continuation of the project, with the 2nd phase which will take place in 2025, with the start of mass production, after moving, automation and qualification of our new unit. Automation would not only optimise and secure preparation flows, it would also help control human resources and reduce the risk of MSD.
Footnotes
Acknowledgements
The authors would like to acknowledge teams from the Pharmacy, Medical Oncology and Quality Risk Management Departments, for their advice at every stage of this process.
Author contributions
Khevin Itoua-Gassaye wrote the manuscript and carried out the research as part of his PhD. thesis. Mallory Friou, Laurence Escalup and Romain Desmaris supervised the work, contributed to the project design, and reviewed the manuscript. I confirm that all authors have reviewed and approved the final version of the manuscript.
Declaration of conflicting interests
The authors declared no potential conflicts of interest with respect to the research, authorship, and/or publication of this article.
Funding
The authors received no financial support for the research, authorship, and/or publication of this article.
Data sharing statement
The data that support the findings of this study are available from the corresponding author upon reasonable request.
