Customer Technical Bulletin: CTB Information

Customer
Technical Bulletin
CTB Information
Title Beam Quality Guidelines on Halcyon

DWG Number P1027348 CTB AL-1037
Complaint No. Not Applicable Est. Labor Not Applicable
Hrs
Purpose Provide guidelines for performing various beam quality checks after completion of various
system repairs or alignments on Halcyon systems.
Product Product Code: HAL Product Name: Halcyon
Code(s)
Affected
Prerequisites Not Applicable
AN UPDATE TO THIS CTB MAY BE AVAILABLE ON MY.VARIAN.COM
Tools Information
Tools and Not Applicable (Information only)

Equip
Reference Not Applicable
Documents
Modification This document is provided for information purposes only.
Overview
Order Kit Information
Order Number Description

P1027348-01 Not Applicable
Order From: CSS Logistics MY.VARIAN.COM Not Applicable
Revision Information
REV DATE AUTHOR NAME DESCRIPTION OF CHANGE FILE NAME
Revised instruction text in all Beam Quality Guideline tables

to clearly define customer and service engineer actions and
responsibilities.
Jeff Taylor
B 12 Mar 2019 Change sequential task row numbering in all Beam Guideline CTB-AL-1037-B.docx
Larry Ruggieri
tables to specific task numbering for FSR coding. Added
“New Baseline Acquired” to Page 3, Added Note 5, Updated
Table 6, Added Table 7.
A March 26, 2018 Ramon Pagtalunan Initial Release CTB-AL-1037-A.docx
ATTENTION: This information is provided for use by qualified service technicians. Varian Medical Systems, Inc. makes no representation to the qualifications of any service technicians other than its own employees. Improper or
uninformed maintenance or repair of the Product may expose a maintenance technician, operator and/ or patient to safety hazards including but not limited to one or more of the following: mechanical collision, electrical shock, and radiation.
Any of these hazards could cause serious injury and even death. Copyright © 2019, Varian Medical Systems, Inc. All rights reserved.
SHEET
1 OF 11
P1027348 B
DWG NO. REVISION
Format TMP-GE-CTB Rev S

Customer Technical Bulletin
GENERAL INFORMATION
Read this entire document, carefully reviewing all instructions.
PERFORMANCE CHECK
Complete a thorough performance verification before disassembling and modifying any system. Make a
note of any operational discrepancies.
SAFETY PROCEDURES
Become familiar with Customer Support Service’s safety policies before working on Oncology Systems
Products. Ensure compliance with CSS’s safety practices and procedures while performing this
modification. Refer to the Product Users’ Manual for safety instructions.
CONTACT INFORMATION
If there are any questions, issues, or concerns contact Varian at 1.888.VARIAN.5 (1.888.827.4265) or go
to http://my.varian.com and click on Contact Us.
ATTENTION: This information is provided for use by qualified service technicians. Varian Medical Systems, Inc. makes no
SHEET
representation to the qualifications of any service technicians other than its own employees. Improper or uninformed P1027348
maintenance or repair of the Product may expose a maintenance technician, operator and/ or patient to safety hazards including
but not limited to one or more of the following: mechanical collision, electrical shock, and radiation. Any of these hazards could DWG NO.
AL-1037 Rev B 2 of 11
cause serious injury and even death. Copyright © 2019, Varian Medical Systems, Inc. All rights reserved.

Note
This document is not all-inclusive and beam quality tests may also be required for other
part replacements, alignments, adjustments and upgrades that are not listed.
It is the responsibility of all Halcyon users to understand and practice these guidelines.
CAUTION It is the responsibility of the person performing maintenance to notify the

department responsible person when performing any of the following
adjustments that could affect patient treatment:
• Any adjustment or repair listed in the following tables that require beam
verification (beam energy, beam symmetry, or dosimetry calibration)
• Patient setup adjustments (lasers, camera, etc.)
• MLC adjustments
• New MPC Baseline acquired
Note BEAM Rules to Remember

• ALWAYS request assistance when performing beam quality tasks
when in doubt or not properly trained.
• NEVER override the following interlocks without authorization from PSE
or Regional Specialist: VAC1, HVOC, MOD, CTRL, FLOW
• ALWAYS verify dose calibration if a > 10% unexplainable dose rate
change occurs.
SHEET
AL-1037 Rev B 3 of 11

TABLE 1: NOTES FOR BEAM QUALITY GUIDELINES

NOTE 1 Beam energy can be verified via three methods.
1. Depth of ionization (DOI) scans can be run in a water tank.
2. Percent Depth Dose (PDD) checks can be made by the physicist (using a water scanning
tank or solid water).
3. Off Axis Intensity (OAI) scans can be run in a water tank or with a beam array device, and
then compared to previous OAI reference data. OAI scans are also a very good test to verify
if the DOI or PDD scan results are accurate because any probe depth errors for these scans
will significantly affect the results, whereas probe depth is not as critical for OAI scans. Refer
to the Off-Axis Intensity section of IPA-AL for more information about OAI scans and values.
NOTE 2 Beam profile scans in a water tank are required for guide replacement. However, a beam array
device can be used for repairs if all the following conditions exist:
1. Energy measurement is not required; or will be confirmed via previous OAI reference data
using same array device; or will be performed with solid water.
2. The beam array device includes at least 20 ion chambers per plane and can verify large field
(≥ 30 cm) and small field (10 cm) beam symmetry (such as the Sun Nuclear IC Profiler).
3. The beam array device is calibrated, normalized and the profile results are confirmed as
trustworthy (when using a customer device); or if using a Varian provided Sun Nuclear IC
Profiler, reference profiles can be collected before the maintenance and compared to the
“after maintenance” profile results;
General Rules:
1. If using a beam array device and the system is operational, always collect beam reference
data with the beam array device before performing the maintenance.
2. If a beam array device is not available, all profiles must be verified after the maintenance
using a water tank scanning system.
NOTE 3 If there is an unexpected change in the dose calibration of ≥ 2%, beam energy must be verified.
NOTE 4 Any repairs or adjustments/alignments that change SSMM output level, gun current, or magnetron
current (MAG I), can result in a change to the output beam energy. Unlike the high energy Clinac,
Halcyon system design does not have an energy filter (example BMAG), so any change in
magnetron current or gun current will result in a corresponding change in output energy. Therefore,
these types of repairs require a beam energy check after maintenance.
Note 5 Compare the MPC result to the baseline or the recent successful MPC session before any repair.
Unexpected or significant deviation of comparison results may indicate requirement of additional
customer QA or service alignments.
Note 6 Imager must be removed to perform service task, so requirements are the same as imager
removal/replacement. FRUs listed for RTI4343L kV Imager are the same as DMI MV Imager but
only list “DMI” in their descriptions.
SHEET
AL-1037 Rev B 4 of 11

TABLE 2: GUIDELINE TO CAPTURE BEAM AND ION CHARGE DATA

Nominal Beam Data Must be calculated after any beam tuning or adjustment to ensure that the Dose and
Yield servos work properly
Ion Charge Nominal Test The step is performed after BGM Controller and ion chamber replacement.
Ion Charge Capacity A new set of Ion Charge Capacity is captured when Ion Chamber or BGM Controller
PCB is replaced.
Ion Charge Offset A new set of Ion Charge Offset is captured when Ion Chamber or BGM Controller PCB
is replaced.
SHEET
AL-1037 Rev B 5 of 11

Table 3: Beam Quality Guidelines for Major Components Repair
This table provides the minimum test requirements, in sequential order,
.QA. Verify dose output measurements deviates <1%

Perform Machin Performance Check (MPC) NOTE 5
that are required after completing a specific maintenance task.
.QA. Beam Profile Scans and Balance Symmetry

Tests with the .QA. icon are standard quality assurance tests (per
Verify Unservoed Dose Rate (≥ 10% nominal)

AAPM guidelines) for patient safety. The customer is ultimately
between collimator angles 0°, 90° and 270°

responsible for all QA tests before resuming patient treatment. These
Verify Output vs. Gantry Rotation Stability

tests can be performed with the assistance of the service engineer, or
Phase Wand Adjustment / Verification
.QA. Verify Dose Calibration NOTE 3

Perform System Calibration (SysCal)
the customer can elect to perform these tests on their own. All other
Calculate New Nominal Beam Data.

.QA. Verify Beam Energy NOTE 1
tests must be performed by the service engineer.
If a Varian Customer Support Representative, or authorized Varian
Monitoring Meters NOTE 2

service agent, was involved with the repair action, then that person is
required to enter the following comment in their work order/service
Verify AFC Alignment

report to inform the customer of their responsibilities.
"Completed necessary beam quality tests and alignments per TT-

AL-01682, and informed customer to perform required beam QA
tests per CTB-AL-1037 before starting treatments."
Varian employees are not authorized to adjust the dose calibration
without customer approval and guidance.
3.1 Guide Replacement          

3.2 Guide Alignment only (same guide)      
3.3 SSMM Tank/Pulse Unit Replacement NOTE 4      
3.4 Water Load or Circulator Replacement       
3.5 Phase Wand Alignment NOTE 4      
3.6 Magnetron Replacement NOTE 4        
3.7 SSMM Output Adjustment NOTE 4     
3.8 Ion Chamber Replacement (see Table 2)       
3.9 Ion Chamber Reinstallation (same chamber)       
3.10 Phase Shifter Replacement    
3.11 AFC Motor Replacement    
SHEET
AL-1037 Rev B 6 of 11

Table 4: Beam Quality Guidelines for HAL Printed Circuit Board (PCB) Replacements

This table provides the minimum test requirements, in sequential order, that are required after
completing a specific maintenance task.
Tests with the .QA. icon are standard quality assurance tests (per AAPM guidelines) for patient
Symmetry and OAI Meters Balance Only

safety. The customer is ultimately responsible for all QA tests before resuming patient treatment.
These tests can be performed with the assistance of the service engineer, or the customer can

elect to perform these tests on their own. All other tests must be performed by the service
Calculate New Nominal Beam Data

engineer.
Verify Unservoed Dose Rate

If a Varian Customer Support Representative, or authorized Varian service agent, was involved
with the repair action, then that person is required to enter the following comment in their work
order/service report to inform the customer of their responsibilities.
"Completed necessary beam quality tests and alignments per TT-AL-01682, and informed
customer to perform required beam QA tests per CTB-AL-1037 before starting treatments."
Varian employees are not authorized to adjust the dose calibration without customer
approval and guidance.
4.1 BGM Controller (see Table 2)     
SHEET
AL-1037 Rev B 7 of 11

Table 5: Beam Quality Guidelines for MLC and Collimator Maintenance

This table provides the minimum test requirements, in sequential order, that are
required after completing a specific maintenance task.
Tests with the .QA. icon are standard quality assurance tests (per AAPM guidelines)
.QA. Verify Dosimetry Leaf Gap (DLG)

for patient safety. The customer is ultimately responsible for all QA tests before

resuming patient treatment. These tests can be performed with the assistance of the
service engineer, or the customer can elect to perform these tests on their own. All
other tests must be performed by the service engineer.
MLC Initialization Required

MLC Calibration Required
If a Varian Customer Support Representative, or authorized Varian service agent, was
(Customer optional test)

involved with the repair action, then that person is required to enter the following
comment in their work order/service report to inform the customer of their
responsibilities.
"Completed necessary beam quality tests and alignments per TT-AL-01682, and
informed customer to perform required beam QA tests per CTB-AL-1037 before
starting treatments."
5.1 Leaf Drive Component Replacement (motor, screw, nut)  

5.2 Softpot or Leaf SFB Actuator Replacement  
5.3 Leaf Removal and Cleaning (individual leaf)  
5.4 Leaves Removal and Cleaning/Lubrication (all leaves)     
5.5 Collimator Controller Replacement 
5.6 Motor Driver Board Replacement 
5.7 Leaf Replacement with a New Leaf    
5.8 Leaf Box Removal and Reinstallation     
5.9 Leaf Box Replacement      
SHEET
AL-1037 Rev B 8 of 11

Table 6: Beam Quality Guidelines for MV Imaging System Maintenance
Perform Machine Performance Check (MPC) NOTE 5

This table provides the minimum test requirements, in sequential order, that are required after
completing a specific maintenance task.
Tests with the .QA. icon are standard quality assurance tests (per AAPM guidelines). It is the
responsibility of the Varian service representative to inform the customer when these tests are

required, but the customer is ultimately responsible for the test results. These tests can be
performed with the assistance of the Varian service representative, or the customer can elect to
perform these tests on their own after the service call.
.QA. Verify MV Image Quality

If a Varian Customer Support Representative (CSSR) was involved with these repairs, then that
MV Imaging Calibration
Set new MPC Baseline

CSR is required to enter the following comment in the work order / FSR to define the customer's
responsibilities.
"Completed necessary beam quality tests and alignments per TT-AL-01682, and informed
customer to perform required beam QA tests per CTB-AL-1037 before starting
treatments."
6.1 MV Panel (Imager) Replacement and/or Removal & Reinstallation     

6.2 PCB DMI Readout Module Replacement or Module Position Change NOTE 6     
6.3 PCB DMI Control Board Replacement NOTE 6     
6.4 PCB DMI Gate Drive Module Replacement or Module Position Change NOTE 6     
6.5 DMI PSU PCB Spare including Pad Replacement NOTE 6     
SHEET
AL-1037 Rev B 9 of 11

Table 7: Beam Quality Guidelines for kV Imaging System Maintenance
This table provides the minimum test requirements, in sequential order, that are
required after completing a specific maintenance task.
X-Ray Tube / Generator Calibrations

Tests with the .QA. icon are standard quality assurance tests (per AAPM guidelines). It
.QA. Verify kV CBCT Image Quality

is the responsibility of the Varian service representative to inform the customer when
these tests are required, but the customer is ultimately responsible for the test results.
.QA. X-Ray Output Verification
.QA. Verify kV Image Quality

These tests can be performed with the assistance of the Varian service representative,
or the customer can elect to perform these tests on their own after the service call.
kV Imaging Calibration
If a Varian Customer Support Representative (CSSR) was involved with these repairs,
CBCT Calibrations
then that CSR is required to enter the following comment in the work order / FSR to
define the customer's responsibilities.
"Completed necessary beam quality tests and alignments per TT-AL-01682, and
informed customer to perform required beam QA tests per CTB-AL-1037 before
starting treatments."
7.1 kV Panel (Imager) Replacement and/or Removal & Reinstallation     
7.2 PCB DMI Readout Module Replacement or Module Position Change NOTE 6     
7.3 PCB DMI Control Board Replacement NOTE 6     
7.4 PCB DMI Gate Drive Module Replacement or Module Position Change NOTE 6     
7.5 DMI PSU PCB Spare including Pad Replacement NOTE 6     
7.6 X-Ray Generator Assembly (EMD) Replacement  
7.7 EMD EPS-LP Controller Panel Assembly Replacement  
7.8 EMD EPS-LP Controller & PS Assembly (Basket) Replacement  
7.9 Norm Chamber Replacement or Adjustment  
7.10 HT Cables Replacement 
7.11 X-Ray Tube Assembly Replacement       
SHEET
AL-1037 Rev B 10 of 11

Bill Of Materials
-001 Part Number Description

- Not Applicable Not Applicable
Drawing or
Other Documents Included
Document Number
- Not Applicable Not Applicable
SHEET
AL-1037 Rev B 11 of 11

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Customer

Title Beam Quality Guidelines on Halcyon

Tools and Not Applicable (Information only)

Order Kit Information

Order Number Description

REV DATE AUTHOR NAME DESCRIPTION OF CHANGE FILE NAME

Revised instruction text in all Beam Quality Guideline tables

A March 26, 2018 Ramon Pagtalunan Initial Release CTB-AL-1037-A.docx

Format TMP-GE-CTB Rev S

Read this entire document, carefully reviewing all instructions.

Format TMP-GE-CTB Rev S

CAUTION It is the responsibility of the person performing maintenance to notify the

Note BEAM Rules to Remember

Format TMP-GE-CTB Rev S

TABLE 1: NOTES FOR BEAM QUALITY GUIDELINES

Format TMP-GE-CTB Rev S

TABLE 2: GUIDELINE TO CAPTURE BEAM AND ION CHARGE DATA

Format TMP-GE-CTB Rev S

Table 3: Beam Quality Guidelines for Major Components Repair

This table provides the minimum test requirements, in sequential order,

.QA. Verify dose output measurements deviates <1%

.QA. Beam Profile Scans and Balance Symmetry

Verify Unservoed Dose Rate (≥ 10% nominal)

between collimator angles 0°, 90° and 270°

Verify Output vs. Gantry Rotation Stability

Phase Wand Adjustment / Verification

.QA. Verify Dose Calibration NOTE 3

Calculate New Nominal Beam Data.

If a Varian Customer Support Representative, or authorized Varian

Monitoring Meters NOTE 2

Verify AFC Alignment

"Completed necessary beam quality tests and alignments per TT-

3.1 Guide Replacement          

Format TMP-GE-CTB Rev S

Perform Machin Performance Check (MPC) NOTE 5

Symmetry and OAI Meters Balance Only

.QA. Verify Dose Calibration NOTE 3

Calculate New Nominal Beam Data

Verify Unservoed Dose Rate

4.1 BGM Controller (see Table 2)     

Format TMP-GE-CTB Rev S

Table 5: Beam Quality Guidelines for MLC and Collimator Maintenance

Perform Machin Performance Check (MPC) NOTE 5

.QA. Verify Dosimetry Leaf Gap (DLG)

Perform System Calibration (SysCal)

MLC Initialization Required

(Customer optional test)

5.1 Leaf Drive Component Replacement (motor, screw, nut)  

Format TMP-GE-CTB Rev S

Table 6: Beam Quality Guidelines for MV Imaging System Maintenance

Perform Machine Performance Check (MPC) NOTE 5

Perform System Calibration (SysCal)

.QA. Verify MV Image Quality

Set new MPC Baseline

6.1 MV Panel (Imager) Replacement and/or Removal & Reinstallation     

Format TMP-GE-CTB Rev S

Table 7: Beam Quality Guidelines for kV Imaging System Maintenance

Perform System Calibration (SysCal)