Development of an Offline RPA-Based Scheduling Visualization System for Radiotherapy under Security Constraints

Efficient management of radiotherapy workflows is critical for ensuring timely treatment delivery. However, manual processes, including verbal communication and handwritten whiteboard entries, remain common in many clinical settings in Japan, potentially leading to human error and an increased workload. To address these challenges, we have developed an offline Robotic Process Automation (RPA)-based system that extracts scheduling information from electronic medical record (EMR) user interfaces and automatically generates Excel-based visual calendars without requiring backend modifications or additional software installation. The system was deployed in a secure hospital environment and tested over a two-week trial period. All of the scheduled patients were consistently listed on the generated calendars without omissions, and staff members reported smoother workflow discussions and a reduced administrative burden. This study has demonstrated that the RPA can serve as a practical interim solution to enhance workflow visibility and reduce manual errors under stringent security constraints. Future studies should evaluate the impact on operational efficiency and explore broader applications across clinical administrative tasks.