What content should you include in your POPM?

The Keys to a Well-Structured POPM

It formalizes the organization of medical physics within the facility and describes the measures implemented to ensure patient safety and optimize the radiation doses delivered during medical procedures.

We invite you to review the essential content to include in your POPM, in order to structure your approach and facilitate its day-to-day monitoring.

The POPM: A Foundational Document for the Organization of Medical Physics

The purpose of the POPM is to describe the organization of medical physics within a facility that uses ionizing radiation. In particular, it helps identify available resources, the responsibilities of the various stakeholders, and the measures implemented to optimize practices and control the doses delivered to patients.

Its implementation has been mandatory since the decree of November 19, 2004, for facilities performing procedures that use ionizing radiation, such as radiology, radiation therapy, or nuclear medicine.

Beyond the regulatory requirement, the POPM also serves as a management tool for structuring the quality and optimization process in medical physics.

Essential Elements to Include in Your POPM

To be effective, the POPM must include a certain amount of information that explains how medical physics is organized and implemented within the facility.

1. The Organization of Medical Physics

First and foremost, the POPM must outline the role of medical physics within the facility’s overall organization. This includes, in particular:

• Identification of the key stakeholders involved (medical physicist, physicians, radiology technologists, radiation protection advisors, etc.)
• The responsibilities of each individual
• Hierarchical and functional organizational charts

This description helps clarify the role of each stakeholder and structure collaboration among the various professionals.

2. Activities Involving Ionizing Radiation

The document must also specify the relevant areas of activity, for example:

• Conventional radiology
• Interventional radiology
• Nuclear medicine
• Radiotherapy

Each activity must be briefly described to identify practices involving ionizing radiation at the facility.

3. Inventory of Radiological Equipment

A POPM must include an inventory of the equipment used in connection with these activities:

• Radiology or CT scanners
• Radiotherapy equipment
• Nuclear medicine devices

This section provides a clear overview of the equipment inventory and facilitates the management of inspections and maintenance.

4. Quality Controls and Equipment Monitoring

The POPM must also specify the procedures for monitoring and inspecting equipment, including:

• Internal and external quality controls
• Maintenance operations
• Regulatory inspections

A tentative schedule for these activities may be included to ensure structured monitoring and to anticipate regulatory requirements.

5. The Medical Physics Action Plan

Finally, the Medical Physics Action Plan (POPM) must define the objectives and actions to be implemented to improve practices.

This action plan may include, for example:

• Optimizing the doses delivered to patients
• Improving imaging practices
• Establishing monitoring indicators

This approach helps enhance the quality and safety of medical procedures involving ionizing radiation.

A living document, to be updated regularly

The POPM should not be viewed as a mere administrative document. It is an operational tool, integrated into the facility’s quality management system.

It must therefore be updated regularly, particularly as the organization evolves: the arrival of new equipment, changes to the team, or the development of new practices.

These updates ensure that the organization remains aligned with the facility’s needs and regulatory requirements.

In conclusion, the POPM is a key document for structuring the medical physics program and ensuring optimal radiation protection for patients. By describing the key personnel, activities, equipment, and measures implemented, it serves as a vital management tool for healthcare facilities.

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