APEx Related Links
APEx Process
From registration to accreditation, APEx is straightforward, specialty-specific, worth it.
APEx is a voluntary, multi-step process built around your practice's real workflows. Here's exactly what to expect.
The Four Steps
1. Register Submit your practice details, execute your legal agreement, and complete payment during registration. Single facilities and multi-facility practices are eligible.
2. Self-Assessment Your team evaluates your practice against APEx Standards across five domains: process of care, team, safety, quality management, and patient-centered care. APEx is the only radiation oncology accreditation program with a built-in Self-Assessment phase, which is where most practices report the greatest quality improvement gains.
3. Facility Visit A surveyor team conducts an in-person or virtual evaluation. The surveyors assess compliance with APEx Standards after you complete quality improvement based on Self-Assessment findings.
4. Accreditation Decision ASTRO's Practice Accreditation Subcommittee issues a determination within four to six weeks of your facility visit. Accreditation runs on a three- or four-year cycle, depending on your preference.
Pricing
| Type of Fee | 3-year cycle | 4-year cycle |
|---|---|---|
| Main Facility | $9,500 | $13,000 |
| Satellite Facility | $3,000 | $4,000 |
| Radiopharmaceutical therapy designation § | $1,000/$5,000 | $1,000/$5,000 |
| In-person facility visit ┼ | $2,000 Main $1,000 Satellite | $2,000 Main $1,000 Satellite |
| Additional Distance * | $3,000 | $3,000 |
§ The radiopharmaceutical therapy designation can be obtained in two ways: integrated with an existing APEx accreditation for $1,000 or through a standalone option priced at $5,000.
┼ All initial accreditation facility visits will be in person for no additional fee. For reaccreditation, APEx continues to provide practices the option between in-person and virtual facility visits. The in-person format will now include a fee to help offset increased travel costs.
* Satellite facilities within 50 miles of a main facility may be included in a multi-facility application. For in-person facility visits, some locations may incur a $3,000 fee per satellite depending on distance. Facilities located more than 150 miles away must submit a separate application.
Switching from another program?
Many accredited practices are choosing to transition to APEx for its radiation oncology-specific standards, built-in Self-Assessment, and the peer support ASTRO provides throughout the process. Switching is straightforward and ASTRO will work with you on timing to minimize any gap in accreditation status. The best first step is a conversation with a colleague who made the same transition.
Frequently Asked Questions
No, the Standards Guide is proprietary information and is only shared with the radiation oncology practice after payment is processed. However, there is an abridged copy available publicly.
APEx provides flexibility in the accreditation timeline so practices may choose the best option for them. APEx accreditation is valid for three or four years from the date of the practice's APEx determination. This choice is made during the application process.
Generally, APEx should take ten to twelve months. However, each practice's time frame varies and depends on several elements, such as the amount of time and staff dedicated to the accreditation process.
Application: Consists of general practice information, legal agreements and submission of payment. ASTRO suggests sending the legal agreements to legal representatives for review as soon as the practice starts an application. The practice information can be completed in one day.
Self-Assessment: Consists of an internal review by practice staff to assess compliance with APEx Standards.
- Practices have six months to complete the Self-Assessment, but most practices finish in two months.
- The Document Uploads section requires an external review once submitted, which takes between four to six weeks.This review is included in the six-month Self-Assessment time frame.
- The Medical Record Review and Physics Checklist can be completed in one day and provide immediate results.
Facility Visit Prep: Consists of preparing for the facility visit. Facility visits are usually finalized within four weeks.
Determination: Consists of the final accreditation decision, made by ASTRO’s Practice Accreditation Subcommittee, based on the findings collected during the Facility Visit. The accreditation determination is communicated to the ROP between four to six weeks after the facility visit.
A radiation oncologist must provide direct supervision, immediately available to provide assistance throughout the duration of procedures. While APEx understands that a radiation oncologist may need to step away for a meeting or consultation with inpatients, a physician should be present at the facility to assure patient safety.
Exclusions may apply for facilities in rural exemption areas. Please contact APEx Support with any questions.
Yes, APEx is accepted throughout the U.S. and is recognized by all state regulations where applicable.
All complaints for APEx-accredited facilities or APEx Surveyors must be submitted in writing to [email protected]. ASTRO will review each complaint received and, in its sole discretion, will determine whether the allegation(s), if true, would indicate that an investigation is required.
For facilities, ASTRO's Practice Accreditation Subcommittee will review redacted allegations. The subcommittee may resolve the matter and inform the facility of its resolution. If, in the course of processing a complaint, ASTRO finds that the party against which the complaint is filed is involved in litigation or other form of governmental action involving substantially the same issue, ASTRO, may exercise its discretion in determining the most appropriate action to take.
For surveyors, facilities may file a complaint regarding the actions of surveyors within seven (7) days after completion of the facility visit. Anonymous complaints shall not be considered. The complaint should be addressed to ASTRO and must:
- identify the facility submitting the complaint and the surveyor(s) who is/are the subjects of the complaint;
- provide a clear description of the incident or other facts that form the basis of the complaint in question, including supporting documentation if available; and
- grant permission to send the complaint, in its entirety and without redaction, to the surveyor team.
ASTRO will review each complaint and, in its sole discretion, will determine whether the allegation(s), if true, would indicate that the surveyor may not be in compliance with APEx Surveyor policies and procedures in place at the time referred to in the complaint. Receipt of a complaint meeting these requirements shall be acknowledged in writing by ASTRO. ASTRO will afford the surveyor(s) in question an opportunity to respond to the complaint and will engage in other efforts to gather information regarding the allegation. ASTRO will make a determination regarding the allegation and assess whether it influenced the content of the facility visit report and the outcome of the accreditation process.
