What to Expect

We know that when it comes to choosing the right treatment option for you or your loved one, you have many questions about what to expect during your care. Information can help to demystify the process and reduce anxiety or stress about the unknown. The following is an overview of the journey patients take and which team members they will be working with when they become a patient at California Protons.


Treatment Overview

From the very first call you make to our center, you will be in contact with our team that is available to help you through each step of becoming a patient at California Protons. Each of our staff members specializes in a portion of the process designed to ensure your experience is smooth, thorough and supportive every step of the way. If you have questions, there is always someone there to help answer them. The following illustrates the steps needed to make sure we have all the information needed to provide the best possible care for you and your family.

Initial Inquiry & Patient Registration

Patient Service Representative & Patient Advocate

  • First point of contact to answer questions and provide information
  • Obtains basic contact information and insurance coverage specifics
  • Starts new patient process

Consult Insurance Coverage

Business Office Staff

  • Verifies insurance coverage for a consult
  • Assists in communicating with your physician if insurance authorization is needed for a consult. If the patient has an HMO insurance, the patient will need to request an authorization for a consult with us from their primary care physician. Our team will help provide all the necessary information the patient’s primary care physician will need to request a consult authorization.

Consult Preparation

Clinical Coordinator

  • Helps gather all medical information and details to request medical records
  • Once the necessary records are received, including imaging, schedules consult
  • Creates patient portal account for secure and private communication

Medical Consult

Radiation Oncologist

Radiation Oncology Nurse

  • Consult with your radiation oncologist
  • Discuss recommended course of action
  • Determine treatment steps and/or referral to other specialists if indicated

Treatment & Imaging Insurance Coverage

Business Office Staff

  • Requests authorization from insurance for coverage of imaging and treatment as prescribed by the Radiation Oncologist
  • Works closely with patient and physician to appeal coverage denials if necessary

CT Simulation (CT-SIM)

Radiation Therapist
PET/CT Technician
MRI Technician
Radiation Therapy Assistant

  • Go through a “dress rehearsal” with CT imaging
  • Optimize patient and equipment positioning for pinpoint accuracy
  • Outfit with specially designed body mask or mold if needed
  • Take additional imaging studies as needed  (PET/CT or MRI)

Treatment Planning

Radiation Oncologist
Medical Physicist

  • Utilize software programming and modeling
  • Create a customized treatment plan

Verification Simulation (V-SIM)

Radiation Oncologist
Radiation Therapist
Radiation Therapy Assistant

  • Walk through your daily setup and treatment session
  • Verify your positioning and images

Daily Treatment

Radiation Therapist
Radiation Therapy Assistant

  • Validate your positioning and images before each treatment
  • Schedule your daily treatments
  • Administer daily proton treatment, Monday-Friday

On Treatment Visit (OTV):

Radiation Oncologist
Radiation Oncology Nurse

  • See Radiation Oncologist once a week to review treatment, discuss side effects and provide recommendations
  • Radiation Oncology Nurse is available for any clinical questions throughout the course of treatment
  • An in-person appointment can be scheduled with the Doctor of the Day (DOD) during treatment if the primary Radiation Oncologist is not available

After Treatment

Radiation Oncologist

Radiation Oncology Nurse

  • Go over post-treatment instructions and next steps
  • Schedule follow-up appointment and imaging as needed