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ASTRO ACCREDITATION PROGRAM

FOR EXCELLENCE (APEX®) APPLICATION GUIDE

ASTRO APEx® P a g e | 2 Network Application Guide

TABLE OF CONTENTS

Creating a New APEx Application ...............................................................................................................................3

Step 1 – Pre-registration .............................................................................................................................................4

Network Type Selection .....................................................................................................................................4

Network Qualifications .......................................................................................................................................5

Step 2 – Select networks ............................................................................................................................................6

Create your Main Network .................................................................................................................................6

Create your Satellite Network ............................................................................................................................7

Verify Network Locations ...................................................................................................................................8

Step 3 – Application ....................................................................................................................................................9

Application Network List ....................................................................................................................................9

Network Application Form – Overview ........................................................................................................... 10

Navigation ........................................................................................................................................................ 10

Network Application Form – Page 1 – Facility Type and Key Personnel ......................................................... 11

Network Application Form – – Patients Treated ................................................................................. 12

Network Application Form – Page 3 – Modalities and Techniques ................................................................ 13

Network Application Form – Page 4 – Equipment .......................................................................................... 14

Network Application Form – Page 5 – Health Records and Treatment Planning ........................................... 15

Network Application Form – Page 6 - Physicians ............................................................................................ 16

Application Review and Additional Locations ................................................................................................. 16

Step 4 – Agreement ................................................................................................................................................. 17

APEx Program Agreement ............................................................................................................................... 17

Step 5 – Payment ..................................................................................................................................................... 18

Invoice and Payment by Check ........................................................................................................................ 18

Credit Card Payment Information ................................................................................................................... 19

Payment Confirmation .................................................................................................................................... 19


CREATING A NEW APEX APPLICATION

Upon logging on to APEx® via MedConcert®, you will arrive on the Welcome page.

Prior to commencing the application:

Click on the link to the two legal agreements (Facility Agreement and Business Associate Agreement)

and send to your legal team. Your legal representative can review the agreements while the application

is in progress.

Download the Facility Data Collection Form to complete. You will need to send a copy to each of your

satellite facilities (when applicable) for them to complete and return to you for entering into this

application.

To begin a new Application click the button.


STEP 1 – PRE-REGISTRATION

NETWORK TYPE SELECTION

On the pre-registration page, you will define your facilities (network).

If there is only one facility that will be part of this assessment, select “Single Network.”

If you are registering more than one facility, select “Multiple Networks.”

If you select “Multiple Networks” you will be presented with the Network Qualification section. This will enable

you to determine whether or not your facilities are eligible for a multi-site application.

NOTE: Network – For the purpose of the APEx Accreditation Program process, the term “network” will be

used to represent the facility or facilities that you are associated with.

Please use the “previous” and “next” buttons on the screen. Do not use the “back” button on your browser.


STEP 1 – PRE-REGISTRATION (CONT.)

NETWORK QUALIFICATIONS

Select each item that applies to your facilities.

After selecting a network type and qualifications, if applicable, click the button.

NOTE: Qualifications – Your facilities must meet all four qualifications or your application will not qualify and you

will not be able to proceed.

You may try again and return to the Network Qualifications section when your network meets the requirements.

Contact [email protected] for further information regarding satellite eligibility.

mailto:[email protected]


STEP 2 – SELECT NETWORKS

CREATE YOUR MAIN NETWORK

Complete the presented form for your main facility. Items marked with an * are required fields.

o Network Name – Required – The name of the primary facility.

o Address – Required – The location of the primary facility. All other facilities in your network

must be within 50 miles of this address.

o Phone – Required – The main contact phone number for the primary facility.

o Website – Optional – Provide a web address for this facility if available. When providing the

website, you must also include the appropriate protocol prefix: http:// or secured protocol

prefix: https://.

When you have completed the form:

Click the button to save your entry and proceed.

NOTE: Use the Facility Data Collection Forms from the main and satellites to assist with

completing the application.


STEP 2 – SELECT NETWORKS (CONT.)

CREATE YOUR SATELLITE NETWORK

If you selected your network type as “Multiple Networks,” you will automatically be presented with a new

window to add an additional network location (Satellite Network).

If you do not need to add a satellite network, you may click the button. Otherwise, complete the form

using the information for the satellite network location.

Once you have completed the form you may:

Click to save the entry and add another satellite location (you may add as many

satellite locations as you want, so long as they meet the Network Qualifications).

OR

Click to save the entry and proceed with the application.


STEP 2 – SELECT NETWORKS (CONT.)

VERIFY NETWORK LOCATIONS

After completing your Main Network entry and any Satellite Network entries (or if you log back into the site

without having finished your network selection), you will be presented with the “Select Networks” page.

From here you may review your current Network structure and perform the following actions:

Add a Network location by clicking the button. This will allow you to add additional

satellite locations.

Edit an existing location by clicking the icon next to the location. This will open the Main/Satellite

creation window with that locations’ information populated. You may then edit that information and

save it.

Delete an existing location by clicking the icon next to the location. This will permanently delete the

entry from your network.

If your application is put on hold, please contact [email protected]

Once you are done reviewing, adding to, and updating your network:

Click on the button to proceed to the next step.



STEP 3 – APPLICATION

APPLICATION NETWORK LIST

Now you will need to complete the applications for each location in your Network. Each location will be listed on

this page, your Main location on top.

Click on the button of the location application you wish to work on.

NOTE: All network location applications will need to be completed in order to proceed to step 4.


STEP 3 – APPLICATION (CONT.)

NETWORK APPLICATION FORM – OVERVIEW

The Network Application form is a six page form that must be completed for each location in your network. It is

imperative that you answer each question as accurately as possible, as the answers will affect the questions

presented in the Self-Assessment piece of the program. The application form contains questions regarding:

Facility info

Key personnel

o Radiation Oncology Medical Director

o Chief Physicist

o Practice Administrator

Number of new patients treated annually

Treatment sites

Modality and techniques provided

Equipment used (including simulation, treatment, and brachytherapy machines)

Health record and treatment planning systems

Physicians operating at network location

NAVIGATION

At any time you may:

Click the button to discard any changes made to the form and return to the

Application Network List page.

Click the button to save any changes made to the form and return to the Application

Network List page.

Click the button to save any changes made to the form and proceed to the next page

of the form. Note that all required fields must be completed in order to proceed.

In several locations you will have the option to add additional instances of a field, such at other information,

physicians, etc.

To add additional instances of a field, click on the button.

To delete additional rows that are no longer needed click the button.



NETWORK APPLICATION FORM – PAGE 1 – FACILITY TYPE AND KEY PERSONNEL

Select facility type.

Enter personnel information for Radiation Oncology Medical Director.

Enter personnel information for Chief Physicist.

Enter personnel information for Practice Administrator.

Select which of the three key personnel has been designated as the APEx point of contact.



NETWORK APPLICATION FORM – PAGE 2 – PATIENTS TREATED

Enter average number of adult and pediatric patients treated annually at the location.

Select all types of patients treated at this network location.

If there is a type that is not listed, please enter that type using the option below. You may add as many

additional types as needed.



NETWORK APPLICATION FORM – PAGE 3 – MODALITIES AND TECHNIQUES

Select each modality/technique that this network location provides.

Enter additional techniques not listed in the additional text field below.

NOTE: It is important for the assessment process that you select all modalities used at this network location.



NETWORK APPLICATION FORM – PAGE 4 – EQUIPMENT

Enter Equipment Info:

o Treatment Room Name

o Equipment Type

o Date of Commission

o Supporting Documentation (attach document)

If you are using a type of equipment that is not listed in the dropdown, then please use the section below to

manually record that piece of equipment.

NOTE: As part of the APEx accreditation process, it is crucial to list each and every piece of equipment used to treat

patients at the network location, including all simulation, treatment, and brachytherapy machines.



NETWORK APPLICATION FORM – PAGE 5 – HEALTH RECORDS AND TREATMENT PLANNING

Select type of health records used: Electronic, Paper, or both.

Select all types of electronic recording systems used (if applicable).

If the one(s) you use are not listed, you may use the option below the question to record any additional ones.

Select all types of treatment planning systems currently used.

If yours is not listed, please use the option below the question to manually enter the name(s).



NETWORK APPLICATION FORM – PAGE 6 - PHYSICIANS

List all physicians treating patients from this network location.

Enter first name, last name, and professional designation for each physician practicing at this network

location.

o Additional physicians may be added by clicking the button.

After entering all of the network location’s physicians, if you are ready to complete the application for this

location:

Click the button.

APPLICATION REVIEW AND ADDITIONAL LOCATIONS

After completing an application for a network location:

Click on the button to review and edit a location’s application.

Repeat Step 3 for each network location.

Click on the button to proceed to the next step.

NOTE: Before continuing, it is important that you review your network’s registration forms. Do not continue until you

have done so and are certain that all forms are complete. If not, you may go back and make necessary updates.


STEP 4 – AGREEMENT

APEX PROGRAM AGREEMENT

Review the attached documents:

Facility Agreement

Business Associate Agreement

Once both have been reviewed and your legal department has authorized electronic acceptance:

Check the option.

Check the option.

Enter the first and last name and title of the individual with the authority to sign agreements.

Enter the title of your organization (e.g. site name, corporate name, collective name).

Enter the details of your HIPAA officer, if desired.

Click the button to continue.


STEP 5 – PAYMENT

INVOICE AND PAYMENT BY CHECK

You may review your invoice on this page. A total will be provided with an explanation of the costs.

Additionally, instructions for submitting a check will be provided on this page. Please do not send us your check

payment until you reach this page of the application.

If your facility requires an invoice from ASTRO to initiate the payment, please email the following information to

[email protected] with the words “Invoice request” as the subject heading:

Contact person name

Company name

Mailing address

Facility type

Amount of payment

Contact phone number

Email address to send invoice

Once received, ASTRO’s finance team will create an invoice and email it to the contact person.

NOTE: When paying by check, you will remain on this page until ASTRO has received and processed your

payment. You will receive a confirmation email and then gain access to the self-assessment phase.



STEP 5 – PAYMENT (CONT.)

CREDIT CARD PAYMENT INFORMATION

To pay by credit card, input the information shown in the Cardholder Information and Card Information sections.

You will receive an email receipt by default. If you would prefer not to receive this email:

Uncheck the option.

Once you have completed the payment information section:

Click the button to complete the application.

PAYMENT CONFIRMATION

If your credit card payment is successfully processed, you will be taken to a confirmation page.


STEP 5 – PAYMENT (CONT.)

Review the information, print it for your records, and when you are ready to proceed:

Click the button.

From here you will be taken to the APEx Network home page, where you may begin the self-assessment

process.

NOTE: For information on the self-assessment, see the Self-assessment guide.

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