Introduction of Near Field Communication for file sharing system in radiotherapy

Introduction of Near Field Communication for file sharing system in radiotherapy | Research Square window.SnipcartSettings = { analytics: { enabled: false } }; (function() { var accessVector = localStorage.getItem('access_vector') || ''; window.dataLayer = window.dataLayer || []; if (accessVector) { window.dataLayer.push({ user: { profile: { profileInfo: { snid: accessVector } } } }); } })(); (function(w,d,s,l,i){w[l]=w[l]||[];w[l].push({'gtm.start':new Date().getTime(),event:'gtm.js'});var f=d.getElementsByTagName(s)[0],j=d.createElement(s),dl=l!='dataLayer'?'&l='+l:'';j.async=true;j.src='https://www.googletagmanager.com/gtm.js?id='+i+dl;f.parentNode.insertBefore(j,f);})(window,document,'script','dataLayer','GTM-K279D39R'); Browse Preprints In Review Journals COVID-19 Preprints AJE Video Bytes Research Tools Research Promotion AJE Professional Editing AJE Rubriq About Preprint Platform In Review Editorial Policies Our Team Advisory Board Help Center Sign In Submit a Preprint Cite Share Download PDF Short Report Introduction of Near Field Communication for file sharing system in radiotherapy Hiroyuki Okamoto, Takahito Chiaba, Masato Nishitani, Satoshi Nakamura, and 10 more This is a preprint; it has not been peer reviewed by a journal. https://doi.org/ 10.21203/rs.3.rs-3240104/v1 This work is licensed under a CC BY 4.0 License Status: Posted Version 1 posted You are reading this latest preprint version Abstract Near Field Communication (NFC) is an extension of radio frequency identification (RFID) technology, enabling contactless wireless communication for easy and quick access to specific information. In this study, we aim to assess the NFC capability in the radiotherapy department and develop a file sharing system using NFC tags. We utilized the battery-less NFC tag (MM-NFCT, SANWA SUPPLY INC., Okayama, Japan), which can be placed anywhere due to its sealed one side. We uploaded various types of files and movies to be shared on Google Drive, and the sharing URL was stored in the NFC tag using a NFC application. We also provided examples of utilizing the NFC tag and examined suitable document types for sharing in the radiotherapy department. Additionally, we investigated 28 smartphones for NFC technology compatibility. Manually describing treatment planning procedures and institution-specific margin recipes of planning target volume in each tumor site is suitable for sharing via the NFC tag. By placing the NFC tag at work locations, simply touching it with a smartphone grants immediate access to these documents for confirmation. Regarding smartphone compatibility with NFC tags, 25 out of 28 individuals (approximately 89%) were able to identify the NFC tag. The NFC technology is introduced at a low cost for work efficiency. It is useful to quickly access desired information in a radiotherapy department, such as treatment planning manuals and checklists. The NFC system allows for the development of a specific-institution radiotherapy environment, enabling the sharing of various documents and NFC tag placements as desired. Radiotherapy NFC QR code QA radiotherapy Figures Figure 1 Figure 2 Background Radio frequency identification (RFID) technology and quick response (QR) code are widely used in everyday life, including digital wallets, ticket purchases, application launches, and home appliance control. Smartphones have become an essential part of daily life, and these technologies have also been introduced in healthcare for patient management [ 1 – 3 ]. Near Field Communication (NFC) is an extension of RFID technology [ 4 ], enabling wireless contactless communication for easy access to specific information. NFC allows for identification of tags by smartphones and can store limited data, providing intuitive and convenient access to desired information without the need for special devices. This study aimed to assess the NFC capability in the radiotherapy department and develop an NFC-based file sharing system. We present example cases to demonstrate the efficiency of NFC in daily work. Methods NFC operates on the 13.56 MHz frequency band, following the ISO/IEC 14443 standards, allowing data communication between the NFC tag and a smartphone [ 5 ]. Figure 1 illustrates that the smartphone can identify the NFC tag at a distance of a few centimeters, enabling quick access to prerecorded data. It takes about several seconds for access. If the NFC tag stores URL information, the smartphone’s browser can display the URL, which can be accessed by simply touching the screen. It is important to note that NFC communication is not possible on metal objects due to interference. Therefore, NFC tags should not be placed on metal objects. For this study, we utilized the battery-less NFC tag (MM-NFCT, SANWA SUPPLY INC., Okayama, Japan) with a diameter of 22 mm and a thickness of 0.184 mm. These NFC tags can be placed anywhere except on metal objects and cost approximately a few dollars per tag. Each NFC tag has a memory capacity of 144 bytes, allowing for limited data storage. Figure 1 provides an overview of the file sharing system using NFC tags. We uploaded various types of files to be shared on Google Drive and stored the sharing URL in the NFC tag using a dedicated NFC application. This method enables easy and quick access to necessary information during daily work. To comply with our security policy, the documents stored in the NFC tags did not include clinical information but were associated with technical documents such as treatment planning procedures. We examined the appropriate types of documents for radiotherapy in two main areas: treatment planning and quality assurance (QA) machine procedures. We also assessed the compatibility of staff’s personal smartphones with NFC communication. The examination was conducted in July 2023, and a total of 28 smartphones were tested. It is important to note that the use of personal smartphones should comply with institutional security policies. In this study, we focused on the access capability of personal smartphones, but it may be necessary to consider dedicated smartphones for this purpose. We provided examples of utilizing NFC tags, including the placement of NFC tags on the extension platform of the monitor for treatment planning (refer to Fig. 2 ). The extension platform was created using a 3D printer (F170, Stratasys, MN, USA), and the 3D design was generated using a three-dimensional computer-aided design (3D CAD) tool called Tinkercad. Results New technologies like QR codes, NFC tags, and barcodes [ 6 ] have significant potential for enhancing safety and efficiency in healthcare. Barcodes, for example, can be used for patient or radiotherapy accessory/device identification and have been proven effective in quality management in radiotherapy [ 6 , 7 ]. However, the development of QR codes and NFC tags for identification and verification purposes in radiotherapy is still in progress. This study focuses on discussing the benefits of implementing NFC technology and provides examples of its application. Table 1 shows appropriate types of technical documents for file sharing using NFC tags in the radiotherapy department. In treatment planning, manuals and institution-specific margin recipes for internal target volume (ITV) and planning target volume (PTV) in different tumor sites are suitable for sharing via NFC tags. This enables early detection of any misunderstandings in treatment planning by quickly referring to these documents. Checklists are also valuable for identifying improper treatment directives and human errors in operational mistakes during chart and treatment plan review [ 8 , 9 ]. From a clinical perspective, radiation oncologists often refer to TNM classification or ATLAS delineations. Table 1 Appropriate type of technical documents or movies for file sharing using NFC tags at radiotherapy departments. The URL of the following documents is stored in NFC tags. Treatment planning Treatment planning procedure Institutions may have their own planning procedures, and this is often referred to for treatment planning. TNM classification This is often referred for confirmation. ATLAS for contouring This is often referred for delineation. Dose constraints in organs The common dose constraints should be used in the institution. Margin recipes of ITV and PTV Geometrical margin of ITV and PTV is dependent on institution. To prevent planner’s misunderstanding, the on recipes should be referred in the institution. Checklists [ 8 , 9 ] for treatment plan and chart review The checklist is effective in case of many items that should be checked. Machine QA QA program QA program is dependent on institutions. Institutional QA program and procedure should be referred immediately. Dose output calibration In general, this test is performed monthly [ 10 , 11 ]. The correct procedures should be repeated. It is desirable to have an environment in which the staff in charge can immediately check the procedure. The video of the procedure may be effective. QA procedure for treatment machine Staff may not be familiar with infrequent QA such as annual QA items like Winston-Lutz or starshot test. The video of the procedure may be effective. To enhance efficiency, it is recommended to include the sharing URL in frequently referenced documents. Alternatively, if there are numerous documents to be shared, the sharing URL of the folder can be stored in the NFC tag instead of each individual document. NFC tags can be placed anywhere, allowing staff to access documents or related videos at their work location (e.g., dose output calibration and machine QA) (Fig. 2 b). Regarding smartphone compatibility with NFC tags, 25 out of 28 individuals (approximately 89%) were able to identify the NFC tag and access the URL using their own smartphones without any technical issues. The smartphones that were unable to work were older models. NFC tags have unique characteristics, including a battery-less design, and the ability to store information repeatedly. By sealing one side of the NFC tag, it can be placed anywhere with a thickness of about a submillimeter. When a label tape was placed on the NFC tag (see Fig. 2 a), no issues were observed. The cost of NFC tags is typically several dollars, making it feasible to develop a sharing system tailored to institutional radiotherapy requirements. QR (Quick Response) codes are another contactless device alternative. They can be scanned using a smartphone camera to identify the URL, similar to NFC technology. However, utilizing QR codes requires launching the camera and adjusting the focus on the code, involving slightly more steps compared to NFC tags. Additionally, QR code identification is dependent on ambient light, making it unsuitable for dark rooms. One limitation of this study is that the effectiveness of implementing NFC tags in terms of improving staff efficiency or reducing human errors in operational mistakes during treatment planning was not demonstrated. It is important to investigate these aspects through long-term experiences and usage. Conclusions Battery-less NFC tags can be introduced at a low cost for work efficiency, and it is useful to quickly access desired information in a radiotherapy department, especially for treatment planning, and machine QA. The NFC system allows to develop environment to accommodate specific-institution radiotherapy; sharing any documents and any placements of NFC tags are possible, as desired. Abbreviations RFID: radio frequency identification QR: quick response NFC: Near Field Communication QA: quality assurance ITV: internal target volume PTV: planning target volume Declarations Ethical Approval and Consent to participate Not applicable Consent for publication Not applicable Availability of supporting data Not applicable. Competing interests The authors declare that they have no competing interests Funding We purchased the NFC tags by the National Cancer Center Research and Development Fund (2022–A–18). Authors' contributions C.T., N.M., N.S., I.K., N.H., S.Y., and T.Y. provide technical advice in this study. K.Y., K.H., U.Y., N.S., M.K., and I.H. investigated appropriate types of technical documents or movies for file sharing using NFC tags in radiotherapy departments. All authors read and approved the final manuscript. Acknowledgements Not applicable. References Upton J, Olsson-Brown A, Marshall E, Sacco J. Using QR codes to enable quick access to information in acute cancer care. Br J Nurs. 2017;26:4–s12. Sethia D, Jain S, Kakkar H. Automated NFC enabled rural healthcare for reliable patient record maintainance. Stud Health Technol Inform. 2012;182:104–13. Kolokathi A, Rallis P. Radio Frequency Identification (RFID) in healthcare: a literature review. Stud Health Technol Inform. 2013;190:157–9. Forum NFC. https://nfc-forum.org/. Identification. cards — Contactless integrated circuit(s) cards — Proximity cards — Part 1: Physical characteristics, https://www.iso.org/standard/28728.html . Miller RW, van de Geijn J. The use of a bar code scanner to improve the utility and flexibility of record and verify systems used in radiation therapy. Med Phys. 1988;15:611–3. Huq MS, Fraass BA, Dunscombe PB, Gibbons JP Jr, Ibbott GS, Mundt AJ, et al. The report of Task Group 100 of the AAPM: Application of risk analysis methods to radiation therapy quality management. Med Phys. 2016;43:4209. Ford E, Conroy L, Dong L, de Los Santos LF, Greener A, Gwe-Ya Kim G, et al. Strategies for effective physics plan and chart review in radiation therapy: Report of AAPM Task Group 275. Med Phys. 2020;47:e236–e72. Xia P, Sintay BJ, Colussi VC, Chuang C, Lo YC, Schofield D, et al. Medical Physics Practice Guideline (MPPG) 11.a: Plan and chart review in external beam radiotherapy and brachytherapy. J Appl Clin Med Phys. 2021;22:4–19. Klein EE, Hanley J, Bayouth J, Yin FF, Simon W, Dresser S, et al. Task Group 142 report: quality assurance of medical accelerators. Med Phys. 2009;36:4197–212. Hanley J, Dresser S, Simon W, Flynn R, Klein EE, Letourneau D, et al. AAPM Task Group 198 Report: An implementation guide for TG 142 quality assurance of medical accelerators. Med Phys. 2021;48:e830–e85. Additional Declarations No competing interests reported. Cite Share Download PDF Status: Posted Version 1 posted You are reading this latest preprint version Research Square lets you share your work early, gain feedback from the community, and start making changes to your manuscript prior to peer review in a journal. As a division of Research Square Company, we’re committed to making research communication faster, fairer, and more useful. We do this by developing innovative software and high quality services for the global research community. Our growing team is made up of researchers and industry professionals working together to solve the most critical problems facing scientific publishing. Also discoverable on Platform About Our Team In Review Editorial Policies Advisory Board Help Center Resources Author Services Accessibility API Access RSS feed Manage Cookie Preferences © Research Square 2026 | ISSN 2693-5015 (online) Privacy Policy Terms of Service Do Not Sell My Personal Information {"props":{"pageProps":{"initialData":{"identity":"rs-3240104","acceptedTermsAndConditions":true,"allowDirectSubmit":true,"archivedVersions":[],"articleType":"Short Report","associatedPublications":[],"authors":[{"id":226952641,"identity":"0f1e83b8-251e-41bc-bc55-d2448358b160","order_by":0,"name":"Hiroyuki Okamoto","email":"data:image/png;base64,iVBORw0KGgoAAAANSUhEUgAAAZAAAAAyAQMAAABI0h/eAAAABlBMVEX///8AAABVwtN+AAAACXBIWXMAAA7EAAAOxAGVKw4bAAAAyklEQVRIiWNgGAWjYBACA2YGZjCDHybC2ECkFglJmErCWhigWgwOEOswc3bmwwY/c2zqjG83P/zA8MuGgXk2AWssm9mSE3u3pUmY3TlmLMHYl8bAOIeAfQaHeYwP8G47LGF2I4eNgbHnMAPjjATCWg7+BWoxnkGKlmSQLQYSQC0MP4jSwpZsLLstTXLGjTRjicSGNB7Cfjl/+LDk2202/Pwzkh9++PDHRs6QUIihgsQ2Bh7DGaToYGD4w8AgL0GallEwCkbBKBj+AAC8WD/KBx0ACAAAAABJRU5ErkJggg==","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":true,"submittingAuthor":false,"prefix":"","firstName":"Hiroyuki","middleName":"","lastName":"Okamoto","suffix":""},{"id":226952643,"identity":"041659bb-b82b-455a-8639-7a6045f4b54f","order_by":1,"name":"Takahito Chiaba","email":"","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":false,"submittingAuthor":false,"prefix":"","firstName":"Takahito","middleName":"","lastName":"Chiaba","suffix":""},{"id":226952644,"identity":"b38f5074-0ca5-4400-b598-78f163b7b62f","order_by":2,"name":"Masato Nishitani","email":"","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":false,"submittingAuthor":false,"prefix":"","firstName":"Masato","middleName":"","lastName":"Nishitani","suffix":""},{"id":226952645,"identity":"452e8219-2bae-45d2-8e8d-65d65a275d61","order_by":3,"name":"Satoshi Nakamura","email":"","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":false,"submittingAuthor":false,"prefix":"","firstName":"Satoshi","middleName":"","lastName":"Nakamura","suffix":""},{"id":226952646,"identity":"456828fe-1038-477a-8175-dded3f19a63a","order_by":4,"name":"Kotaro Iijima","email":"","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":false,"submittingAuthor":false,"prefix":"","firstName":"Kotaro","middleName":"","lastName":"Iijima","suffix":""},{"id":226952647,"identity":"62034dc2-500b-463f-be79-99773699fc4a","order_by":5,"name":"Hiroki Nakayama","email":"","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":false,"submittingAuthor":false,"prefix":"","firstName":"Hiroki","middleName":"","lastName":"Nakayama","suffix":""},{"id":226952648,"identity":"b9d38346-17e9-43bb-ba6f-810d2a2be18f","order_by":6,"name":"Yasunori Shuto","email":"","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":false,"submittingAuthor":false,"prefix":"","firstName":"Yasunori","middleName":"","lastName":"Shuto","suffix":""},{"id":226952650,"identity":"655805be-6709-4548-8fc8-73aae088a830","order_by":7,"name":"Yuki Takano","email":"","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":false,"submittingAuthor":false,"prefix":"","firstName":"Yuki","middleName":"","lastName":"Takano","suffix":""},{"id":226952652,"identity":"92609b46-adb4-4c64-8ee0-e139fef18519","order_by":8,"name":"Yuta Kobayashi","email":"","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":false,"submittingAuthor":false,"prefix":"","firstName":"Yuta","middleName":"","lastName":"Kobayashi","suffix":""},{"id":226952654,"identity":"cca21759-f5e9-4c74-9e04-df10c4135ef5","order_by":9,"name":"Hironori Kishida","email":"","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":false,"submittingAuthor":false,"prefix":"","firstName":"Hironori","middleName":"","lastName":"Kishida","suffix":""},{"id":226952656,"identity":"40b7f8c3-66c1-430d-a277-630e1117ddcf","order_by":10,"name":"Yuka Urago","email":"","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":false,"submittingAuthor":false,"prefix":"","firstName":"Yuka","middleName":"","lastName":"Urago","suffix":""},{"id":226952658,"identity":"2e995b7d-9272-44b7-8316-bc75d9d64eec","order_by":11,"name":"Shyuka Nishina","email":"","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":false,"submittingAuthor":false,"prefix":"","firstName":"Shyuka","middleName":"","lastName":"Nishina","suffix":""},{"id":226952659,"identity":"0a0ac243-8622-489e-b23a-6d5f8e8934ab","order_by":12,"name":"Mitsuhiro Kon","email":"","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":false,"submittingAuthor":false,"prefix":"","firstName":"Mitsuhiro","middleName":"","lastName":"Kon","suffix":""},{"id":226952660,"identity":"91e8e3ae-d121-441d-9c2a-c33be3db28bb","order_by":13,"name":"Hiroshi Igaki","email":"","orcid":"","institution":"National Cancer Center Hospital","correspondingAuthor":false,"submittingAuthor":false,"prefix":"","firstName":"Hiroshi","middleName":"","lastName":"Igaki","suffix":""}],"badges":[],"createdAt":"2023-08-06 21:59:10","currentVersionCode":1,"declarations":"","doi":"10.21203/rs.3.rs-3240104/v1","doiUrl":"https://doi.org/10.21203/rs.3.rs-3240104/v1","draftVersion":[],"editorialEvents":[],"editorialNote":"","failedWorkflow":false,"files":[{"id":41959488,"identity":"d88268ca-3ced-4aaa-b84e-84111a25883c","added_by":"auto","created_at":"2023-08-22 21:04:24","extension":"png","order_by":1,"title":"Figure 1","display":"","copyAsset":false,"role":"figure","size":87177,"visible":true,"origin":"","legend":"\u003cp\u003eThe smart phone can identify NFC tags, and stored data like URL can be quickly accessed by just touching the NFC tag.\u003c/p\u003e","description":"","filename":"F1.png","url":"https://assets-eu.researchsquare.com/files/rs-3240104/v1/8b24911af7ae3f9ad7c6d030.png"},{"id":41959490,"identity":"8bfa0ffa-d61a-4592-8a75-269d30ad320c","added_by":"auto","created_at":"2023-08-22 21:04:25","extension":"png","order_by":2,"title":"Figure 2","display":"","copyAsset":false,"role":"figure","size":344024,"visible":true,"origin":"","legend":"\u003cp\u003ea) An NFC tag placed at the monitor of the treatment planning system. b) Example of an NFC tag for dose output check test. The placement of the NFC tag to the tools allows us to immediately confirm procedures (red circles).\u003c/p\u003e","description":"","filename":"F2.png","url":"https://assets-eu.researchsquare.com/files/rs-3240104/v1/30c5c4e326bbea30eb7d7738.png"},{"id":61537794,"identity":"b2094065-d893-4d41-b41d-2a4369992d45","added_by":"auto","created_at":"2024-08-01 02:35:15","extension":"pdf","order_by":0,"title":"","display":"","copyAsset":false,"role":"manuscript-pdf","size":727459,"visible":true,"origin":"","legend":"","description":"","filename":"manuscript.pdf","url":"https://assets-eu.researchsquare.com/files/rs-3240104/v1/7e46b339-b52b-4df4-a04a-674ba9bef756.pdf"}],"financialInterests":"No competing interests reported.","formattedTitle":"Introduction of Near Field Communication for file sharing system in radiotherapy","fulltext":[{"header":"Background","content":"\u003cp\u003eRadio frequency identification (RFID) technology and quick response (QR) code are widely used in everyday life, including digital wallets, ticket purchases, application launches, and home appliance control. Smartphones have become an essential part of daily life, and these technologies have also been introduced in healthcare for patient management [\u003cspan additionalcitationids=\"CR2\" citationid=\"CR1\" class=\"CitationRef\"\u003e1\u003c/span\u003e\u0026ndash;\u003cspan citationid=\"CR3\" class=\"CitationRef\"\u003e3\u003c/span\u003e]. Near Field Communication (NFC) is an extension of RFID technology [\u003cspan citationid=\"CR4\" class=\"CitationRef\"\u003e4\u003c/span\u003e], enabling wireless contactless communication for easy access to specific information. NFC allows for identification of tags by smartphones and can store limited data, providing intuitive and convenient access to desired information without the need for special devices.\u003c/p\u003e \u003cp\u003eThis study aimed to assess the NFC capability in the radiotherapy department and develop an NFC-based file sharing system. We present example cases to demonstrate the efficiency of NFC in daily work.\u003c/p\u003e"},{"header":"Methods","content":"\u003cp\u003eNFC operates on the 13.56 MHz frequency band, following the ISO/IEC 14443 standards, allowing data communication between the NFC tag and a smartphone [\u003cspan class=\"CitationRef\"\u003e5\u003c/span\u003e]. Figure \u003cspan class=\"InternalRef\"\u003e1\u003c/span\u003e illustrates that the smartphone can identify the NFC tag at a distance of a few centimeters, enabling quick access to prerecorded data. It takes about several seconds for access. If the NFC tag stores URL information, the smartphone\u0026rsquo;s browser can display the URL, which can be accessed by simply touching the screen. It is important to note that NFC communication is not possible on metal objects due to interference. Therefore, NFC tags should not be placed on metal objects.\u003c/p\u003e\n\u003cp\u003eFor this study, we utilized the battery-less NFC tag (MM-NFCT, SANWA SUPPLY INC., Okayama, Japan) with a diameter of 22 mm and a thickness of 0.184 mm. These NFC tags can be placed anywhere except on metal objects and cost approximately a few dollars per tag. Each NFC tag has a memory capacity of 144 bytes, allowing for limited data storage. Figure \u003cspan class=\"InternalRef\"\u003e1\u003c/span\u003e provides an overview of the file sharing system using NFC tags. We uploaded various types of files to be shared on Google Drive and stored the sharing URL in the NFC tag using a dedicated NFC application. This method enables easy and quick access to necessary information during daily work. To comply with our security policy, the documents stored in the NFC tags did not include clinical information but were associated with technical documents such as treatment planning procedures. We examined the appropriate types of documents for radiotherapy in two main areas: treatment planning and quality assurance (QA) machine procedures.\u003c/p\u003e\n\u003cp\u003eWe also assessed the compatibility of staff\u0026rsquo;s personal smartphones with NFC communication. The examination was conducted in July 2023, and a total of 28 smartphones were tested. It is important to note that the use of personal smartphones should comply with institutional security policies. In this study, we focused on the access capability of personal smartphones, but it may be necessary to consider dedicated smartphones for this purpose. We provided examples of utilizing NFC tags, including the placement of NFC tags on the extension platform of the monitor for treatment planning (refer to Fig. \u003cspan class=\"InternalRef\"\u003e2\u003c/span\u003e). The extension platform was created using a 3D printer (F170, Stratasys, MN, USA), and the 3D design was generated using a three-dimensional computer-aided design (3D CAD) tool called Tinkercad.\u003c/p\u003e"},{"header":"Results","content":"\u003cp\u003eNew technologies like QR codes, NFC tags, and barcodes [\u003cspan citationid=\"CR6\" class=\"CitationRef\"\u003e6\u003c/span\u003e] have significant potential for enhancing safety and efficiency in healthcare. Barcodes, for example, can be used for patient or radiotherapy accessory/device identification and have been proven effective in quality management in radiotherapy [\u003cspan citationid=\"CR6\" class=\"CitationRef\"\u003e6\u003c/span\u003e, \u003cspan citationid=\"CR7\" class=\"CitationRef\"\u003e7\u003c/span\u003e]. However, the development of QR codes and NFC tags for identification and verification purposes in radiotherapy is still in progress. This study focuses on discussing the benefits of implementing NFC technology and provides examples of its application.\u003c/p\u003e \u003cp\u003eTable\u0026nbsp;\u003cspan refid=\"Tab1\" class=\"InternalRef\"\u003e1\u003c/span\u003e shows appropriate types of technical documents for file sharing using NFC tags in the radiotherapy department. In treatment planning, manuals and institution-specific margin recipes for internal target volume (ITV) and planning target volume (PTV) in different tumor sites are suitable for sharing via NFC tags. This enables early detection of any misunderstandings in treatment planning by quickly referring to these documents. Checklists are also valuable for identifying improper treatment directives and human errors in operational mistakes during chart and treatment plan review [\u003cspan citationid=\"CR8\" class=\"CitationRef\"\u003e8\u003c/span\u003e, \u003cspan citationid=\"CR9\" class=\"CitationRef\"\u003e9\u003c/span\u003e]. From a clinical perspective, radiation oncologists often refer to TNM classification or ATLAS delineations.\u003c/p\u003e \u003cp\u003e \u003cdiv class=\"gridtable\"\u003e\u003ctable float=\"Yes\" id=\"Tab1\" border=\"1\"\u003e \u003ccaption language=\"En\"\u003e \u003cdiv class=\"CaptionNumber\"\u003eTable 1\u003c/div\u003e \u003cdiv class=\"CaptionContent\"\u003e \u003cp\u003eAppropriate type of technical documents or movies for file sharing using NFC tags at radiotherapy departments. The URL of the following documents is stored in NFC tags.\u003c/p\u003e \u003c/div\u003e \u003c/caption\u003e \u003ccolgroup cols=\"3\"\u003e \u003cdiv align=\"left\" class=\"colspec\" colname=\"c1\" colnum=\"1\"\u003e\u003c/div\u003e \u003cdiv align=\"left\" class=\"colspec\" colname=\"c2\" colnum=\"2\"\u003e\u003c/div\u003e \u003cdiv align=\"left\" class=\"colspec\" colname=\"c3\" colnum=\"3\"\u003e\u003c/div\u003e \u003cthead\u003e \u003ctr\u003e \u003cth align=\"left\" colspan=\"3\" nameend=\"c3\" namest=\"c1\"\u003e \u003cp\u003eTreatment planning\u003c/p\u003e \u003c/th\u003e \u003c/tr\u003e \u003c/thead\u003e \u003ctbody\u003e \u003ctr\u003e \u003ctd align=\"left\" colname=\"c1\"\u003e\u0026nbsp;\u003c/td\u003e \u003ctd align=\"left\" colname=\"c2\"\u003e \u003cp\u003eTreatment planning procedure\u003c/p\u003e \u003c/td\u003e \u003ctd align=\"left\" colname=\"c3\"\u003e \u003cp\u003eInstitutions may have their own planning procedures, and this is often referred to for treatment planning.\u003c/p\u003e \u003c/td\u003e \u003c/tr\u003e \u003ctr\u003e \u003ctd align=\"left\" colname=\"c1\"\u003e\u0026nbsp;\u003c/td\u003e \u003ctd align=\"left\" colname=\"c2\"\u003e \u003cp\u003eTNM classification\u003c/p\u003e \u003c/td\u003e \u003ctd align=\"left\" colname=\"c3\"\u003e \u003cp\u003eThis is often referred for confirmation.\u003c/p\u003e \u003c/td\u003e \u003c/tr\u003e \u003ctr\u003e \u003ctd align=\"left\" colname=\"c1\"\u003e\u0026nbsp;\u003c/td\u003e \u003ctd align=\"left\" colname=\"c2\"\u003e \u003cp\u003eATLAS for contouring\u003c/p\u003e \u003c/td\u003e \u003ctd align=\"left\" colname=\"c3\"\u003e \u003cp\u003eThis is often referred for delineation.\u003c/p\u003e \u003c/td\u003e \u003c/tr\u003e \u003ctr\u003e \u003ctd align=\"left\" colname=\"c1\"\u003e\u0026nbsp;\u003c/td\u003e \u003ctd align=\"left\" colname=\"c2\"\u003e \u003cp\u003eDose constraints in organs\u003c/p\u003e \u003c/td\u003e \u003ctd align=\"left\" colname=\"c3\"\u003e \u003cp\u003eThe common dose constraints should be used\u003c/p\u003e \u003cp\u003ein the institution.\u003c/p\u003e \u003c/td\u003e \u003c/tr\u003e \u003ctr\u003e \u003ctd align=\"left\" colname=\"c1\"\u003e\u0026nbsp;\u003c/td\u003e \u003ctd align=\"left\" colname=\"c2\"\u003e \u003cp\u003eMargin recipes of ITV and PTV\u003c/p\u003e \u003c/td\u003e \u003ctd align=\"left\" colname=\"c3\"\u003e \u003cp\u003eGeometrical margin of ITV and PTV is dependent on institution. To prevent planner\u0026rsquo;s misunderstanding, the on recipes should be referred in the institution.\u003c/p\u003e \u003c/td\u003e \u003c/tr\u003e \u003ctr\u003e \u003ctd align=\"left\" colname=\"c1\"\u003e\u0026nbsp;\u003c/td\u003e \u003ctd align=\"left\" colname=\"c2\"\u003e \u003cp\u003eChecklists [\u003cspan citationid=\"CR8\" class=\"CitationRef\"\u003e8\u003c/span\u003e, \u003cspan citationid=\"CR9\" class=\"CitationRef\"\u003e9\u003c/span\u003e] for treatment plan and chart review\u003c/p\u003e \u003c/td\u003e \u003ctd align=\"left\" colname=\"c3\"\u003e \u003cp\u003eThe checklist is effective in case of many items that should be checked.\u003c/p\u003e \u003c/td\u003e \u003c/tr\u003e \u003ctr\u003e \u003ctd align=\"left\" colspan=\"3\" nameend=\"c3\" namest=\"c1\"\u003e \u003cp\u003eMachine QA\u003c/p\u003e \u003c/td\u003e \u003c/tr\u003e \u003ctr\u003e \u003ctd align=\"left\" colname=\"c1\"\u003e\u0026nbsp;\u003c/td\u003e \u003ctd align=\"left\" colname=\"c2\"\u003e \u003cp\u003eQA program\u003c/p\u003e \u003c/td\u003e \u003ctd align=\"left\" colname=\"c3\"\u003e \u003cp\u003eQA program is dependent on institutions. Institutional QA program and procedure should be referred immediately.\u003c/p\u003e \u003c/td\u003e \u003c/tr\u003e \u003ctr\u003e \u003ctd align=\"left\" colname=\"c1\"\u003e\u0026nbsp;\u003c/td\u003e \u003ctd align=\"left\" colname=\"c2\"\u003e \u003cp\u003eDose output calibration\u003c/p\u003e \u003c/td\u003e \u003ctd align=\"left\" colname=\"c3\"\u003e \u003cp\u003eIn general, this test is performed monthly [\u003cspan citationid=\"CR10\" class=\"CitationRef\"\u003e10\u003c/span\u003e, \u003cspan citationid=\"CR11\" class=\"CitationRef\"\u003e11\u003c/span\u003e].\u003c/p\u003e \u003cp\u003eThe correct procedures should be repeated. It is desirable to have an environment in which the staff in charge can immediately check the procedure. The video of the procedure may be effective.\u003c/p\u003e \u003c/td\u003e \u003c/tr\u003e \u003ctr\u003e \u003ctd align=\"left\" colname=\"c1\"\u003e\u0026nbsp;\u003c/td\u003e \u003ctd align=\"left\" colname=\"c2\"\u003e \u003cp\u003eQA procedure for treatment machine\u003c/p\u003e \u003c/td\u003e \u003ctd align=\"left\" colname=\"c3\"\u003e \u003cp\u003eStaff may not be familiar with infrequent QA such as annual QA items like Winston-Lutz or starshot test. The video of the procedure may be effective.\u003c/p\u003e \u003c/td\u003e \u003c/tr\u003e \u003c/tbody\u003e \u003c/colgroup\u003e \u003c/table\u003e\u003c/div\u003e \u003c/p\u003e \u003cp\u003eTo enhance efficiency, it is recommended to include the sharing URL in frequently referenced documents. Alternatively, if there are numerous documents to be shared, the sharing URL of the folder can be stored in the NFC tag instead of each individual document. NFC tags can be placed anywhere, allowing staff to access documents or related videos at their work location (e.g., dose output calibration and machine QA) (Fig.\u0026nbsp;\u003cspan refid=\"Fig2\" class=\"InternalRef\"\u003e2\u003c/span\u003eb).\u003c/p\u003e \u003cp\u003eRegarding smartphone compatibility with NFC tags, 25 out of 28 individuals (approximately 89%) were able to identify the NFC tag and access the URL using their own smartphones without any technical issues. The smartphones that were unable to work were older models.\u003c/p\u003e \u003cp\u003eNFC tags have unique characteristics, including a battery-less design, and the ability to store information repeatedly. By sealing one side of the NFC tag, it can be placed anywhere with a thickness of about a submillimeter. When a label tape was placed on the NFC tag (see Fig.\u0026nbsp;\u003cspan refid=\"Fig2\" class=\"InternalRef\"\u003e2\u003c/span\u003ea), no issues were observed. The cost of NFC tags is typically several dollars, making it feasible to develop a sharing system tailored to institutional radiotherapy requirements.\u003c/p\u003e \u003cp\u003eQR (Quick Response) codes are another contactless device alternative. They can be scanned using a smartphone camera to identify the URL, similar to NFC technology. However, utilizing QR codes requires launching the camera and adjusting the focus on the code, involving slightly more steps compared to NFC tags. Additionally, QR code identification is dependent on ambient light, making it unsuitable for dark rooms.\u003c/p\u003e \u003cp\u003eOne limitation of this study is that the effectiveness of implementing NFC tags in terms of improving staff efficiency or reducing human errors in operational mistakes during treatment planning was not demonstrated. It is important to investigate these aspects through long-term experiences and usage.\u003c/p\u003e"},{"header":"Conclusions","content":"\u003cp\u003eBattery-less NFC tags can be introduced at a low cost for work efficiency, and it is useful to quickly access desired information in a radiotherapy department, especially for treatment planning, and machine QA. The NFC system allows to develop environment to accommodate specific-institution radiotherapy; sharing any documents and any placements of NFC tags are possible, as desired.\u003c/p\u003e"},{"header":"Abbreviations","content":"\u003cp\u003eRFID: radio frequency identification\u003c/p\u003e\n\u003cp\u003eQR: quick response\u003c/p\u003e\n\u003cp\u003eNFC: Near Field Communication\u003c/p\u003e\n\u003cp\u003eQA: quality assurance\u003c/p\u003e\n\u003cp\u003eITV: internal target volume\u003c/p\u003e\n\u003cp\u003ePTV: planning target volume\u003c/p\u003e"},{"header":"Declarations","content":"\u003cp\u003e\u003cstrong\u003eEthical Approval and Consent to participate\u003c/strong\u003e\u003c/p\u003e\n\u003cp\u003eNot applicable\u003c/p\u003e\n\u003cp\u003e\u003cstrong\u003eConsent for publication\u003c/strong\u003e\u003c/p\u003e\n\u003cp\u003eNot applicable\u003c/p\u003e\n\u003cp\u003e\u003cstrong\u003eAvailability of supporting data\u003c/strong\u003e\u003c/p\u003e\n\u003cp\u003eNot applicable.\u003c/p\u003e\n\u003cp\u003e\u003cstrong\u003eCompeting interests\u003c/strong\u003e\u003c/p\u003e\n\u003cp\u003eThe authors declare that they have no competing interests\u003c/p\u003e\n\u003cp\u003e\u003cstrong\u003eFunding\u003c/strong\u003e\u003c/p\u003e\n\u003cp\u003eWe purchased the NFC tags by the National Cancer Center Research and Development Fund (2022\u0026ndash;A\u0026ndash;18).\u003c/p\u003e\n\u003cp\u003e\u003cstrong\u003eAuthors\u0026apos; contributions\u003c/strong\u003e\u003c/p\u003e\n\u003cp\u003eC.T., N.M., N.S., I.K., N.H., S.Y., and T.Y. provide technical advice in this study. K.Y., K.H., U.Y., N.S., M.K., and I.H. investigated appropriate types of technical documents or movies for file sharing using NFC tags in radiotherapy departments. All authors read and approved the final manuscript.\u003c/p\u003e\n\u003cp\u003e\u003cstrong\u003eAcknowledgements\u003c/strong\u003e\u003c/p\u003e\n\u003cp\u003eNot applicable.\u003c/p\u003e"},{"header":"References","content":"\u003col\u003e\u003cli\u003e\u003cspan\u003eUpton J, Olsson-Brown A, Marshall E, Sacco J. Using QR codes to enable quick access to information in acute cancer care. Br J Nurs. 2017;26:4\u0026ndash;s12.\u003c/span\u003e\u003c/li\u003e \u003cli\u003e\u003cspan\u003eSethia D, Jain S, Kakkar H. Automated NFC enabled rural healthcare for reliable patient record maintainance. Stud Health Technol Inform. 2012;182:104\u0026ndash;13.\u003c/span\u003e\u003c/li\u003e \u003cli\u003e\u003cspan\u003eKolokathi A, Rallis P. Radio Frequency Identification (RFID) in healthcare: a literature review. Stud Health Technol Inform. 2013;190:157\u0026ndash;9.\u003c/span\u003e\u003c/li\u003e \u003cli\u003e\u003cspan\u003eForum NFC. https://nfc-forum.org/.\u003c/span\u003e\u003c/li\u003e \u003cli\u003e\u003cspan\u003eIdentification. cards \u0026mdash; Contactless integrated circuit(s) cards \u0026mdash; Proximity cards \u0026mdash; Part 1: Physical characteristics, \u003cspan class=\"ExternalRef\"\u003e\u003cspan class=\"RefSource\"\u003ehttps://www.iso.org/standard/28728.html\u003c/span\u003e\u003cspan address=\"https://www.iso.org/standard/28728.html\" targettype=\"URL\" class=\"RefTarget\"\u003e\u003c/span\u003e\u003c/span\u003e.\u003c/span\u003e\u003c/li\u003e \u003cli\u003e\u003cspan\u003eMiller RW, van de Geijn J. The use of a bar code scanner to improve the utility and flexibility of record and verify systems used in radiation therapy. Med Phys. 1988;15:611\u0026ndash;3.\u003c/span\u003e\u003c/li\u003e \u003cli\u003e\u003cspan\u003eHuq MS, Fraass BA, Dunscombe PB, Gibbons JP Jr, Ibbott GS, Mundt AJ, et al. The report of Task Group 100 of the AAPM: Application of risk analysis methods to radiation therapy quality management. Med Phys. 2016;43:4209.\u003c/span\u003e\u003c/li\u003e \u003cli\u003e\u003cspan\u003eFord E, Conroy L, Dong L, de Los Santos LF, Greener A, Gwe-Ya Kim G, et al. Strategies for effective physics plan and chart review in radiation therapy: Report of AAPM Task Group 275. Med Phys. 2020;47:e236\u0026ndash;e72.\u003c/span\u003e\u003c/li\u003e \u003cli\u003e\u003cspan\u003eXia P, Sintay BJ, Colussi VC, Chuang C, Lo YC, Schofield D, et al. Medical Physics Practice Guideline (MPPG) 11.a: Plan and chart review in external beam radiotherapy and brachytherapy. J Appl Clin Med Phys. 2021;22:4\u0026ndash;19.\u003c/span\u003e\u003c/li\u003e \u003cli\u003e\u003cspan\u003eKlein EE, Hanley J, Bayouth J, Yin FF, Simon W, Dresser S, et al. Task Group 142 report: quality assurance of medical accelerators. Med Phys. 2009;36:4197\u0026ndash;212.\u003c/span\u003e\u003c/li\u003e \u003cli\u003e\u003cspan\u003eHanley J, Dresser S, Simon W, Flynn R, Klein EE, Letourneau D, et al. AAPM Task Group 198 Report: An implementation guide for TG 142 quality assurance of medical accelerators. Med Phys. 2021;48:e830\u0026ndash;e85.\u003c/span\u003e\u003c/li\u003e\u003c/ol\u003e"}],"fulltextSource":"","fullText":"","funders":[],"hasAdminPriorityOnWorkflow":false,"hasManuscriptDocX":true,"hasOptedInToPreprint":true,"hasPassedJournalQc":"","hasAnyPriority":false,"hideJournal":true,"highlight":"","institution":"","isAcceptedByJournal":false,"isAuthorSuppliedPdf":false,"isDeskRejected":"","isHiddenFromSearch":false,"isInQc":false,"isInWorkflow":false,"isPdf":false,"isPdfUpToDate":true,"isWithdrawnOrRetracted":false,"journal":{"display":true,"email":"[email protected]","identity":"researchsquare","isNatureJournal":false,"hasQc":true,"allowDirectSubmit":true,"externalIdentity":"","sideBox":"","snPcode":"","submissionUrl":"/submission","title":"Research Square","twitterHandle":"researchsquare","acdcEnabled":true,"dfaEnabled":false,"editorialSystem":"","reportingPortfolio":"","inReviewEnabled":false,"inReviewRevisionsEnabled":true},"keywords":"Radiotherapy, NFC, QR code, QA, radiotherapy","lastPublishedDoi":"10.21203/rs.3.rs-3240104/v1","lastPublishedDoiUrl":"https://doi.org/10.21203/rs.3.rs-3240104/v1","license":{"name":"CC BY 4.0","url":"https://creativecommons.org/licenses/by/4.0/"},"manuscriptAbstract":"\u003cp\u003eNear Field Communication (NFC) is an extension of radio frequency identification (RFID) technology, enabling contactless wireless communication for easy and quick access to specific information. In this study, we aim to assess the NFC capability in the radiotherapy department and develop a file sharing system using NFC tags. We utilized the battery-less NFC tag (MM-NFCT, SANWA SUPPLY INC., Okayama, Japan), which can be placed anywhere due to its sealed one side. We uploaded various types of files and movies to be shared on Google Drive, and the sharing URL was stored in the NFC tag using a NFC application. We also provided examples of utilizing the NFC tag and examined suitable document types for sharing in the radiotherapy department. Additionally, we investigated 28 smartphones for NFC technology compatibility. Manually describing treatment planning procedures and institution-specific margin recipes of planning target volume in each tumor site is suitable for sharing via the NFC tag. By placing the NFC tag at work locations, simply touching it with a smartphone grants immediate access to these documents for confirmation. Regarding smartphone compatibility with NFC tags, 25 out of 28 individuals (approximately 89%) were able to identify the NFC tag. The NFC technology is introduced at a low cost for work efficiency. It is useful to quickly access desired information in a radiotherapy department, such as treatment planning manuals and checklists. The NFC system allows for the development of a specific-institution radiotherapy environment, enabling the sharing of various documents and NFC tag placements as desired.\u003c/p\u003e","manuscriptTitle":"Introduction of Near Field Communication for file sharing system in radiotherapy","msid":"","msnumber":"","nonDraftVersions":[{"code":1,"date":"2023-08-22 21:04:20","doi":"10.21203/rs.3.rs-3240104/v1","editorialEvents":[{"type":"communityComments","content":0}],"status":"published","journal":{"display":true,"email":"[email protected]","identity":"researchsquare","isNatureJournal":false,"hasQc":true,"allowDirectSubmit":true,"externalIdentity":"","sideBox":"","snPcode":"","submissionUrl":"/submission","title":"Research Square","twitterHandle":"researchsquare","acdcEnabled":true,"dfaEnabled":false,"editorialSystem":"","reportingPortfolio":"","inReviewEnabled":false,"inReviewRevisionsEnabled":true}}],"origin":"","ownerIdentity":"a89e0a38-db2e-46a9-8a2e-48734483045a","owner":[],"postedDate":"August 22nd, 2023","published":true,"recentEditorialEvents":[],"rejectedJournal":[],"revision":"","amendment":"","status":"posted","subjectAreas":[],"tags":[],"updatedAt":"2024-08-01T02:27:09+00:00","versionOfRecord":[],"versionCreatedAt":"2023-08-22 21:04:20","video":"","vorDoi":"","vorDoiUrl":"","workflowStages":[]},"version":"v1","identity":"rs-3240104","journalConfig":"researchsquare"},"__N_SSP":true},"page":"/article/[identity]/[[...version]]","query":{"redirect":"/article/rs-3240104","identity":"rs-3240104","version":["v1"]},"buildId":"7rjqhiLT3MXkJMwkYKINL","isFallback":false,"isExperimentalCompile":false,"dynamicIds":[84888],"gssp":true,"scriptLoader":[]}