Case Management Systems: A Turning Point in Internal Communication and Collaboration for Radboud UMC’s 3D Lab

Arico: Our team has grown significantly since its inception in 2006, from a small group to about 22 members. We now manage approximately 1,000 cases annually, including orthognathic surgeries, cranial surgeries, trauma cases, anatomical modeling, and more. The rise in trauma cases has introduced unique challenges that require advanced 3D planning techniques.

Arico: Materialise Mimics software has drastically improved efficiency. Specific advanced tools, like split model and local thresholding, allow us to separate the mandible from the maxilla in seconds, saving significant time compared to manual processes.

Bas: Our software engineer developed a custom script for drilling guides that reduced the process from 10 – 15 minutes to just one minute. This allows us to focus more on clinical aspects rather than repetitive tasks.

Bas: In the past, collaboration relied heavily on email threads and Excel spreadsheets, which led to inefficiencies and errors. With the case management system, patient-specific data is centralized, making workflows much smoother.

Arico: Clinicians can upload information directly into the platform, and we can track the progress of each case without constant back-and-forth communication. It’s simplified everything.

Arico: One of the biggest benefits is having a clear overview of tasks — what needs to be done and what has already been completed. Centralizing STL files and case information ensures the correct file version is always used, reducing mistakes and saving time.

Bas: For 3D printing workflows, it reduces stress and creates headspace. The platform provides structure, minimizes administrative burdens, and improves traceability, which is crucial for meeting regulatory standards.

Arico: The system saves every step of the process, including changes made and agreements from surgeons. For example, when printing a guide, the system tracks the batch and material used, supporting compliance with MDR regulations.

Bas: Before using the system, agreements were often verbal or documented in emails, which could lead to inconsistencies. Now, everything is centralized and properly recorded, reducing the risk of errors and ensuring compliance.

Arico: The system has simplified communication by reducing unnecessary back-and-forth. Transitions during holidays or absences have become much smoother. Open cases are clearly marked within the system, allowing colleagues to pick up tasks seamlessly.

Bas: It minimizes mistakes because the requester inputs all patient information directly into the platform. This eliminates the need for manual data transfers, reducing the number of steps and potential errors in administrative work.

Arico: The integration of Mimics and 3-matic software within the case management system gives surgeons the opportunity to review the plan and DICOM files combined whenever and wherever they are. This provides great flexibility, as the plan can easily be accessed in 3D, even during surgery.

A dedicated case management system has proven to be a powerful tool for improving internal communication, collaboration, and compliance in healthcare settings. For experts like Bas Kramer and Arico Verhulst, it has streamlined workflows, reduced administrative burdens, and fostered a more organized and efficient work environment. By centralizing processes and enhancing transparency, case management systems empower healthcare teams to focus on what truly matters — providing exceptional patient care.