Welcome To Radiation Oncology Queensland
External beam radiation therapy does not make you radioactive, and it is
perfectly safe for you to be with other people, including children,
Welcome and thank you for choosing our practice. Radiation Oncology
throughout your treatment.
Queensland (ROQ) is committed to providing exceptional radiation therapy
services to regional Queensland. ROQ believes in investing in the latest
training and equipment to ensure it is able to deliver world-class treatment.
The staff of ROQ are passionate about providing you, your family and carers
with the highest quality service in a supportive and caring environment. We
recognise all patients as individuals and aim to meet your specific needs by
respecting your customs, spiritual beliefs, values and dignity.
This booklet outlines general information regarding your radiation
therapy treatment and what you need to bring, billing and privacy
policies, as well as travel and accommodation information.
What Is Radiation Therapy?
ROQ uses External Beam Radiation (x-rays or electrons) to damage
cancer cells whilst limiting the impact to healthy cells. It is a painless
treatment similar to having an x-ray taken, that is localised and therefore
The Staff At Radiation Oncology Queensland
only causes symptoms in the area being treated. Radiation therapy
treatment can be delivered on its own, or in conjunction with other forms
The radiation oncology team consists of a combination of highly trained
of treatment such as chemotherapy, hormones and surgery.
medical professionals who work together to make sure you receive the
Radiation therapy treatment is usually undertaken as an outpatient
best care possible. This team includes:
service and requires you to attend daily (Monday to Friday) over a
•
Radiation Oncologists
number of days / weeks. Each course of radiation therapy is unique to
•
Radiation Therapists
•
Nurses
•
Administration Staff
•
Medical Physicists
each person, as it is influenced by a number of factors. These factors
include, but are not limited to: the site and stage of the disease,
pathology of the disease, a person’s age and general health.
•
Allied Health staff – This includes Dieticians, Speech Pathologists,
Radiation Therapy: Initial Consultation
Physiotherapists, Occupational Therapists, Social workers and
Psychologists. These services are provided by Queensland Health,
Due to the complexity of information given about possible treatment options
and are available to our patients.
and the nature of your treatment (if applicable), we would recommend that a
family member, friend or carer accompany you to the initial consult.
Radiation Therapy: An Overview
INITIAL CONSULTATION APPOINTMENT
Radiation therapy is a complex treatment that requires a number of
appointments. Below is a flow chart of the appointments you will have
DATE_ _________________________________________
during your treatment.
TIME __________________________________________
INITIAL
CONSULTATION
What to bring:
RADIATION THERAPY
PLANNING
Bring this booklet
COMPLETED ‘Registration forms’ that accompany this booklet.
Current Medicare card and/or DVA card, Concession card and your
Private Health Insurance card (if applicable).
RADIATION THERAPY
TREATMENT
A VALID letter of referral from your referring practitioner. It is your
responsibility to ensure your referral is valid at all times. Validity of
your referral is 12 months for GPs and 3 months for specialists. An
invalid referral means Medicare rebates will not be paid, making your
treatment more expensive.
FOLLOW UP
Details of current medication including names, doses and frequency.
Your GP or pharmacist can provide this for you.
All x-rays, CTs, MRIs, bone and other radiological or nuclear
Once you have completed your initial consultation with your Radiation
medicine scans. Please also bring any reports you have obtained
Oncologist, you will proceed to an appointment with our Account
during the investigation of your medical condition.
Administrator who will prepare an ‘Estimation of Fees’ for you.
Pathology reports – blood tests and histopathology. Your referring
A digital face photograph will be taken at this point so we can attach it to
doctor may send these directly to us or give them to you to deliver.
your medical record for identification purposes.
Radiation Therapy: Planning
What To Do When You Arrive
Upon arrival, please report
PLANNING APPOINTMENT
to our administration desk.
Our administration staff will
register
your
details
into
DATE_ _________________________________________
our system ready for your
initial consultation with your
assigned Radiation Oncologist.
TIME __________________________________________
As ROQ is a private facility there will be a charge for your initial
consultation and payment is required at the time of consultation.
At the initial consultation, your Radiation Oncologist will discuss your
What to bring:
radiation therapy treatment options with you. This will include a
Bring this booklet, so we can document your radiation therapy
discussion about your disease, the possible benefits and side effects of
treatment start date and time.
treatment and what radiation therapy entails. Your Oncologist is there to
assist you, so please ask as many questions as necessary for you to
make an informed decision.
It may be helpful to bring someone along to this appointment, as well as
a diary or notebook to record information and/or questions that you may
have relating to your treatment.
If you decide to proceed with a course of radiation therapy, you will be
required to complete and sign a consent form. Signing this consent form
indicates that you understand the benefits and side effects of having
radiation therapy, and are willing to undertake radiation therapy
treatment within our facility.
All x-rays, CTs, MRIs, bone and other radiological or nuclear
medicine scans. Please also bring any reports you have obtained
during the investigation of your medical condition.
Radiation therapy planning is the first step to creating an individualised
treatment plan, and is necessary to accurately determine the most
appropriate way to treat you. This appointment has two separate parts
and may require you to be in the department for up to four hours.
The first part will be in our simulation room and will take approximately
40 minutes. However this time frame may be shorter or longer
depending on the complexity of your treatment.
A Radiation Therapist will collect you from the waiting room, and ask you
Radiation Therapy: Treatment
to change into a gown. This will assist the staff to access the treatment
area on your body whilst maintaining modesty.
Once you have changed, a Radiation Therapist will provide an
INITIAL TREATMENT APPOINTMENT
explanation of this simulation session and answer any questions you
may have. During this session, you will have your radiation therapy
DATE_ _________________________________________
treatment position determined. This position is influenced by the area
you are having treated, and will require the use of various pieces of
equipment to ensure accurate positioning for each treatment.
TIME __________________________________________
As this position needs to be accurately reproduced each day for your
treatment, you may require permanent and/or non-permanent marks to
assist with this process. These marks are placed on your skin with your
permission, close to the area that will be treated. The permanent marks
are small.
What To Expect On Your First Day Of Treatment
The second part to your appointment will be at QLD X-Ray at St
Andrew’s Toowoomba Hospital. Here you will have a planning CT scan
When you arrive on your first day (and for each subsequent day) please
of the treatment area. Depending on the site you are having treated,
check in with our administration staff. This is very important, as they will
some extra preparation may be required for the scan. This will be
alert other staff that you have arrived. You can then take a seat in the
explained to you at your planning appointment.
main waiting area.
This planning CT scan will be slightly different from previous CT scans
you may have had, as you will be positioned in your radiation therapy
treatment position.
Once you have left the department,
your CT scan will be imported into
our
planning
computers
so
a
Radiation Therapist, along with your
Radiation Oncologist, can create an
individualised treatment plan for you.
This process is complex and can
require quite some time to complete.
There will be two discussions on this day. The first will be with one of our
Once you are positioned, you will need to stay as still and relaxed as
nurses and another will be with a radiation therapist.
possible. You can breathe normally as this does not affect your
A member of our nursing staff will discuss your radiation treatment care.
You are welcome to bring a family member, friend or carer with you. The
nurse will discuss with you and provide written information about the
management of your skin and possible side effects you may encounter
as a result of your treatment.
The side effects from radiotherapy are localised and differ between
treatment sites, as well as individuals. Some people will notice minimal side
effects throughout their treatment whilst others may experience them either
early or late in their treatment. Generally though, side effects usually start
after the second or third week of treatment and then may progress. Most
side effects will continue after treatment, but are short term. These gradually
improve within 4-6 weeks after treatment has finished.
It is important to ask your Radiation Oncologist if you can use any
medicines, creams or remedies other than those prescribed or
recommended by us, as they can affect your radiation treatment.
A radiation therapist will discuss your treatment with you, providing a
brief explanation of the process, what is required and what you can
expect. Following this you will be provided with a complete list of your
appointment dates and times.
What to Expect From Your Treatment
Radiation therapists will be delivering your treatment
and will explain what happens during the process.
You will be required to lie in the same position as at
your radiation therapy planning appointment. The
radiation therapists will assess and adjust you every
day to ensure this position is replicated each day.
Treatment set-up usually takes about 5-10 minutes,
and is often longer than the treatment time itself.
treatment. The radiation therapists will then let you know when they are
exiting the room, and you will be closely monitored at all times on the
closed circuit TV systems. There are also microphones present if you
need to contact a staff member.
Usually, x-rays will be taken before commencing your treatment to
ensure you are correctly positioned. Once treatment commences the
treatment delivery may only take a few minutes. The machine will be
operated from the control area outside the treatment room so it may not
be necessary for the staff to come into the room until your treatment is
completed. You will not feel or see anything during your treatment, but
you will hear the machine operating. It is important that you remain still
until staff inform you that you can move.
Delays
Can I father children during radiation therapy?
For men having radiotherapy to their pelvic region, it is advised that you
We operate on an appointment system and try to adhere to a precise
do not father children during your radiation therapy treatment. Radiation
timetable. However, this is not always possible. So, you may find it
therapy may damage your sperm which can lead to birth abnormalities.
useful to allow some extra waiting time.
If you wish to father children after your radiation therapy treatment,
If a machine breaks down, or if there are delays, you will be informed as
please discuss your fertility with your Radiation Oncologist prior to
soon as possible. If you are worried that staff are unaware you are
commencing treatment.
waiting, please speak to an administrative team member.
Does radiation therapy make you radioactive?
Radiation Therapy: Follow Up
External beam radiation therapy does not make you radioactive, and it is
perfectly safe for you to be with and around other people, including
children, throughout your treatment.
In your final week of treatment, the administration staff will organise a
follow up appointment with either your Radiation Oncologist or another
specialist. Please ensure you have this appointment prior to leaving the
department on your last day.
Can I have my mobile phone on whilst in the department?
We request that all mobile phones be switched off before you enter
ROQ and remain switched off while you are in the facility.
We value your opinion as a patient, and welcome all your comments
and suggestions – positive and negative. This is why we have created a
confidential patient questionnaire for you to complete.
Can I miss a radiation therapy treatment?
It is important that you do not miss any appointments, as your individual
radiation therapy treatment plan has been carefully calculated. However,
Frequently Asked Questions
Does radiotherapy affect pregnancy?
Yes. It is important to ensure you are not pregnant or become pregnant
at any time during radiation therapy as x-rays can harm the foetus. If
you think you may be pregnant at any time during your treatment, it is
extremely important that you discuss this with a member of the radiation
if missing an appointment is unavoidable, please discuss this with your
Radiation Oncologist as soon as you can.
Is there parking available?
Yes. There is free parking available close to ROQ within the St Andrew’s
Toowoomba Hospital grounds. There is also parking available in the
surrounding streets.
therapy team immediately. If you wish to become pregnant after your
radiation therapy treatment please discuss your fertility with your
Radiation Oncologist prior to commencing treatment.
15
Rights And Responsibilities
•
Expect consultation and discussion regarding any aspect of the
clients care to be conducted in total confidence and are not to be
It is important that you remain informed of all aspects of your treatment
released without written consent from the client, unless considered
and care. The following guidelines have been adopted to ensure that you
medically necessary in emergency circumstances.
are aware of your responsibilities and that your rights are preserved.
Right to appropriate, quality health care
Right to adequate information
Clients have the right to:
Clients have the right to:
•
•
Safe health care of the highest quality, maintaining standards of
complete and current information concerning investigations to be
professional excellence.
•
performed, diagnosis (to degree known) and the nature and risks of
Be informed of the health care service provided including the extent
of insurance coverage for services and supplementary costs.
Obtain from the practitioner responsible for coordinating their care,
the proposed treatment.
•
Have information communicated in terms they can be reasonably
expected to understand.
Access to care
Clients have the right to:
Consent
•
Have impartial access to treatment that is available regardless of
Clients have the right to:
race, creed, sex or national origin.
•
surgical procedures, unusual medications, participations in any
Right to respect and dignity
research project, photographic and audiovisual recording and other
procedures where consent is required by law.
Clients have the right to:
•
Courteous, considerate care with respect for the clients’ feelings,
personal privacy and dignity at all times.
Give consent based on adequate information to any anaesthesia,
Second opinion
All clients have the right to:
Privacy and confidentiality
•
Any collection of information relating to your treatment is collected under
Seek a second opinion. It is the individual’s responsibility to arrange
this or the person responsible for their care can facilitate this.
strict guidelines of the National Privacy Principles 1-10 of the Privacy Act.
Clients have the right to:
•
Be interviewed and examined in surroundings designed to assure
reasonable visual and auditory privacy.
Refusal of treatment
Clients have the right to:
•
Refuse treatment to the extent permitted by law.
Client Responsibilities
Clients have the responsibility to:
•
Advise their Radiation Oncologist if they do not understand any
aspect of their care including their own condition and the purpose of
their treatment before agreeing to that treatment.
•
Know their own health history and provide to the best of their
knowledge, accurate and complete information about present
complaints, past illness, hospitalisations, medications and other
matters relating to their health.
•
If you are not satisfied with ROQ’s Internal Complaint Management
System, your complaint can be directed to either the Complaints
Commission or the Information Commissioner by letter, fax, in person or
initially by phone. Usually your complaint should be made in writing
accompanied by a complaints form, available online at:
http://www.privacy.gov.au/complaints.
If you have any questions about making a complaint (for example who to
contact or how the process works) or if you need help in making your
complaint, there is a Privacy Enquiries Line for assistance, PH: 1300
363 992.
Follow the treatment and care plans recommended by the health
Health Quality
and Complaints
Commission
Office of Australian
Information Commissioner
Post:
GPO Box 3089
Brisbane QLD 4001
Director,
Compliance Office of
the Privacy Commissioner
GPO Box 5218
Sydney NSW 2001
In
Person:
Level 17
53 Albert Street
Brisbane QLD 4000
Level 8
Piccadilly Tower
133 Castlereagh St
Sydney NSW 2000
Phone:
(07) 3120 5999
1800 077 308
(toll free outside
Brisbane)
1300 363 992
Fax:
(07) 3120 5998
(02) 9284 9666
Email:
[email protected]
[email protected]
practitioners, keep appointments and inform the centre when unable
to attend.
•
Be considerate of the rights of other patients and staff.
Open Disclosure
Open disclosure is the process of communicating with a patient and their
support person about a patient related incident. Open disclosure
provides an ethical framework for staff and Health Services to fulfil their
duty of care to patients and their support persons. ROQ has a
comprehensive open disclosure policy.
How To Make A Complaint
If you feel strongly about an issue regarding your care, there is a
formal internal complaints procedure. Please ask Administration Staff
for more information. Alternatively, you can arrange a meeting with the
CEO or their approved delegate through any one of our staff members.
Privacy Policy
Disclosure
Ordinarily we will not release the contents of your medical file without
ROQ is committed to providing quality health care for all patients. As a
your consent. However, we advise that there may be occasions where
health care provider in the private sector, ROQ is bound by the National
we will be required to release the details of your file irrespective of
Privacy Principles provided for in the Privacy Act 1988.
whether you consent to the disclosure of the information given. This will
The National Privacy Principles set the standards by which we handle,
occur where the law requires disclosure. Some examples are:
collect, use, distribute and store personal information collected from our
•
There is a serious threat to an individual’s life, health and safety.
•
There is suspected unlawful activity.
•
There is a specific requirement by law, for example, when served
patients.
A copy of the National Privacy Principles can be found at:
http://www.privacy.gov.au/law/act/npp
Health information
As part of our commitment to providing quality health care we maintain
files containing information concerning your health history. The following
types of information are maintained:
with a subpoena or other court order.
•
It is reasonably necessary for a range of functions or activities
carried out by or on behalf of a law enforcement body.
•
You are physically or legally incapable of giving consent and the
disclosure to a person responsible for you is necessary to provide
appropriate health care or treatment or for compassionate reasons
•
Personal details such as your name, address, date of birth.
and this is not contrary to any prior wish or wish that the responsible
•
Medicare card number.
person is aware.
•
Your medical history.
•
Past and present medications prescribed to you.
Access
•
Notes made during the course of medical consultations
We advise that as a client of this practice you have general rights of
•
Referrals to other health service providers.
access to any information we hold concerning you. Please note there
•
Results and reports received from other health service providers.
This information, (the medical record or file) is, at all times, the property
of ROQ.
Routine procedures for collecting and disclosing health information
Health information is generally collected by the treating doctor during the
course of the consultation. Ancillary health information may also be
disclosed to specialist doctors and allied health professionals that the
treating doctor may refer you to in order to continue your health care.
are exceptions. We are happy to discuss these with you. Should you
wish to access this information please contact the administration staff
and ask for the ‘Accessing Medical Records’ form.
Handling and storage of health information
As part of our commitment to preserving the confidentiality of the
information contained in your medical record we advise that strict secure
storage policies are observed in this practice. Each member of staff
understands the importance of doctor-patient confidentiality.
Confidentiality
Cultural Diversity
Medical files are handled with the utmost respect for patient privacy. A
client’s file will be accessed by the medical practitioner, and when
ROQ has a cultural diversity policy which aims to promote the social,
necessary, for example in the absence of a client’s usual medical
cultural and economic benefits of cultural diversity for all ROQ patients,
practitioner, by other medical practitioners in the practice. It may also be
carers and staff. Wherever possible, ROQ will use an accredited
necessary for our staff to handle medical files from time to time to
professional interpreter when engaging with patients who do not
address the administrative requirements of running a medical practice.
understand English. Cultural difference will be respected and where
ROQ staff members are bound by confidentiality requirements as a
condition of employment. They sign strict confidentiality agreements
practicable, incorporated into the treatment of clients. ROQ values and
promotes the multicultural nature of its workforce.
upon commencement of employment that remain in place during and
ROQ ensures that the assessment system meets the needs of the
after employment with our practice.
patient and/or the carer (when appropriate), and the organisation with
Such confidentiality requirements will be observed if it is necessary for
accurate identification of Aboriginal and Torres Strait Islander patients.
our staff to view your records.
External parties and confidentiality
Patient Travel Subsidy Scheme
On occasion it is likely that external organisations will need to access
NB: only applicable for those living in outlying areas
our practice to allow us to maintain a functional workplace. Further, it
may be likely that the medical records kept on site will be viewed, for
example by IT contractors. Such contractors to this practice sign a
confidentiality agreement, where that external organisation provides
service or advice to this practice; they will be bound by the terms of the
confidentiality agreement.
Contact person
QLD: PTSS form
If your nearest treatment centre is more than 50km from your nearest
local public hospital, then you may be eligible for assistance towards the
cost of travel and accommodation through this state government funded
scheme. If you feel that you may be eligible for assistance, your doctor
or your local public hospital can supply you with a Patient Travel Subsidy
Scheme (PTSS) application form. This form consists of two parts; form A
Should you, at any time, have a query or complaint in relation to the
– to be completed by the patient/guardian/carer and form B - to be
privacy policies in place at ROQ, please contact the Administration
completed by your referring practitioner. Upon completion of these two
Manager, who will be happy to address any concerns you may have.
forms please lodge to your local hospital for approval prior to attending
your specialist appointment. Please bring relevant paperwork to your
appointment for your Radiation Oncologist to sign.
On completion of your treatment you should forward the completed
PTSS form back to your local hospital.
Falls Prevention At ROQ
NSW: IPTAAS form
If you are required to travel a cumulative distance of 200km in a week from
your usual place of residence you may be eligible for assistance with travel
We aim to make ROQ as safe as possible
and accommodation through the State Government funded NSW Isolated
for patients and visitors. It is felt that by
Patients Travel and Accommodation Assistance Scheme (IPTASS). This
raising awareness of what may cause a
scheme
fall
may provide
assistance
towards
the cost of
travel
and
and
providing
techniques
on
accommodation. Your doctor, local hospital or nearest IPTAAS office can
preventing falls, the risk can be reduced
supply you with an application form. This needs to be completed by your
or eliminated. An assessment will be
referring practitioner, yourself and by your Radiation Oncologist.
completed on your mobility by an ROQ
On completion of your treatment you should forward the completed
IPTAAS form to the IPTAAS office closest to you. If you have any
Nurse. This will ensure all team members are aware of your needs and
can implement correct care to reduce the risk of falls to you.
enquiries please contact your nearest IPTAAS office (as detailed on the
ROQ will ensure a safe environment for you at all times so as to reduce
last page of IPTAAS Application Form).
any risk to you and your family. Further information regarding falls
prevention will be discussed with you prior to your first treatment.
Accommodation Options
Infection Control
If you live outside Toowoomba, there is a range of accommodation within
commuting or walking distance to the hospital including B&B’s, self-
ROQ is committed to preventing and controlling healthcare associated
contained units, motels and the Cancer Council’s Olive McMahon Lodge.
infections. ROQ uses a range of procedures to reduce the risk of
However, you will be responsible for organising this. Travel and
infection, such as;
Accommodation Assistance through the IPTAS program is available and
•
Washing hands with soap & using antiseptic hand rubs.
•
Maintaining a clean environment.
•
Wearing gloves, gowns, masks and goggles (when required).
your local doctor can assist you in getting this approved.
Please speak to one of our administration staff if you require information
regarding accommodation as we have a range of brochures available for
your perusal.
There are a number of things you can do to reduce the risk of infection, a
nurse will go through this with you on the first day of treatment and
provide literature. The best way to prevent infections is to wash your
hands carefully with soap & water or use a hand rub.
Support Organisations
NORTH ST
St Andrews
HOSPITAL
TOOWOOMBA
The Cancer Council – Helpline
Phone:
13 11 20
Email:
[email protected]
JELLICOE ST
BRIDGE ST
E
AV
ANZAC
S
T
Address: 137 Herries Street, Toowoomba, QLD. 4350
MARGARET ST
R
U
T
H
V
E
N
(07) 3259 8481
ST
Fax:
W
E
S
T
(07) 4690 5800
O S
N T
Phone:
TAYLOR ST
HO
LBE
RT
The Cancer Council Toowoomba
O S
R T
Address: 553 Gregory Terrace, Fortitude Valley, QLD. 4006
T
Website: www.cancerqld.org.au
Toowoomba Community Transport
Phone:
(07) 4639 6777
Fax:
(07) 4639 6788
Address: PO Box 2195, Toowoomba, QLD.
If You Need Medical Assistance
Monday – Friday 8am – 5pm
Ring your GP or ROQ – (07) 4614 5855
Email:
[email protected]
After hours
Where To Find ROQ Toowoomba
If suddenly unwell (e.g. shortness of breath, chest pain) attend an
emergency department;
ROQ is located in the Cancer Care Centre (Building No. 4) of St
•
St Vincent’s: (07) 4690 4444
enter via entrance No. 2 off North Street.
•
Toowoomba Base Hospital: (07) 4616 6000
The radiation therapy consultation rooms, radiation therapy planning and
•
St Andrew’s Hospital: (07) 4631 4666 and ask to speak with the
Andrew’s Toowoomba Hospital, 280 North Street, Toowoomba. Please
on-call Radiation Oncologist
radiation therapy treatment units are all located on the ground floor. If
necessary, there are wheelchairs located at the entrance to the Cancer
Care Centre for your convenience.
•
Contact your local GP