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A tumor board, from preparation to the signed report

One case, from data entry to signature: what the presenting physician, the coordinator and the tumor board members see, moment by moment.

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Glass objects generated for illustration, reconstructed interface fragments, synthetic data.

  1. DraftThe presenting physician fills in the case.
  2. SubmittedThe coordinator validates it, or asks for more information.
  3. ReadyIt can be added to a meeting.
  4. On the agendaIt is on the meeting’s agenda.
  5. DecidedThe decision is validated in the meeting.
  6. ClosedThe report is signed and sent.

The journey, screen by screen

Five moments of a tumor board in the software as it ships, captured in a demonstration institution.

Senology case in draft: the pack’s sections, blocking items, “Submit to the tumor board” button.
Scheduled meeting: an agenda of four cases, completeness, preliminary opinions, quorum.
Meeting screen in dark mode: agenda, case under discussion with its computed values, question asked, decision.
Decision tab of a case: the tumor board decision and the next step, “report ready to review and sign”.
The coordinator’s home: cases in progress, current meeting, cases to validate, ready to schedule, reports to sign, follow-ups to complete.

Real capture · the case form

What each moment does

The detail, for the presenting physician, the coordinator and the tumor board members.

  1. Prepare

    Ahead of the meeting

    The presenting physician creates the patient, then their tumor board case. The form is the specialty pack’s; what is missing shows before the meeting, not during it.

    The specialty form
    Sections and fields come from the pack. The reason for presentation decides which sections show and which items are required.
    Saved as you type
    The draft saves itself. Submitting to the tumor board and validating the case remain explicit actions.
    What is missing, and where
    Blocking items are listed; one click leads to the field. The coordinator can ask for more information, which the physician adds before submitting again.
    Duplicates flagged
    When a patient is created, OncoRoom shows similar patients already recorded.

  2. Convene

    Before the meeting

    The coordinator builds the agenda from the cases that are ready. Members read the cases and give a preliminary opinion: disagreements show before anyone enters the room.

    The agenda
    The coordinator orders the ready cases. The meeting’s length is estimated from a time per case, set for each tumor board.
    Preliminary opinions
    The coordinator sees every opinion in detail; each member sees their own and the trend. The most debated cases can go first.
    The quorum
    The required specialties come from the pack. The round table shows who is expected and who is missing.
    Locking
    When the coordinator locks the agenda, the tumor board members are notified.

  3. Decide

    In the meeting

    The meeting screen is made to be projected and driven by the coordinator, in dark mode for the room. Remote participants follow the coordinator’s screen.

    Three zones
    The agenda with a timer per case, the current case, the decision panel.
    The decision form
    Defined by the pack: main strategy, proposed modalities, detailed sequence, alternatives discussed. Only the coordinator validates it, from the keyboard.
    Consensus and dissenting opinions
    The level of consensus, dissenting opinions and any clinical trial proposal are recorded with the decision.
    Postponing
    A postponed case returns to the ready cases, with the reason it was postponed.

  4. Document

    After the meeting

    The validated decision becomes the draft report. The coordinator reviews and signs it, then it goes to its recipients.

    The draft
    Generated from the case and the decision; the coordinator only writes the summary and the remarks.
    The signature
    The coordinator enters their password again to sign. The SHA-256 fingerprint is recorded; the document no longer changes.
    The correction
    It requires a reason and creates a new version. The old one stays readable, marked “Replaced”.
    Distribution
    The presenting physician, the referring physicians and the tumor board members are notified by an email with no medical data.

  5. Follow up

    The weeks after

    When due, the presenting physician or the coordinator records whether the decision was applied. The coordinator’s home gathers what is waiting for an action.

    Following up the decision
    Applied, modified, not applied or lost to follow-up: the answer stays with the case.
    The coordinator’s queues
    Cases to validate, ready to schedule, reports to sign, follow-ups to complete: each queue leads to the next action.
    The meeting’s documents
    The meeting minutes and the attendance sheet sit with the tumor board reports.
    The indicators
    The coordinator follows the indicators of their tumor boards and exports them as CSV.

See this journey in a demonstration

We run a complete tumor board with you, from the case to the signed report, in a demonstration institution with synthetic patients.

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Generated illustration.