Operating Theatre Management System (OTMS) - first year experience with OT time capture 1
Background In view of high risk and resource intensive nature as well as the huge workload of the operating theatre, Operating Theatre Management System (OTMS) was initiated to develop in year 2000 with an aim to bring about significant improvement in: patient care process resource management efficiency of OT 2
Objectives To improve the quality of patient care and services through information sharing among different disciplines during the patient care delivery process. To assist management in resources utilization by providing OT management real-time information on status and schedules of all theatres. To improve the staff productivity by saving time in compiling statistics report and searching information. For example, average elective major OT waiting time. 3
OTMS Steering Group Dr. Joseph LUI COS(Ana)/CMC Co-Chairman Dr. C. YEUNG CONS(SRG)/QMH Co-Chairman <Anaesthetisiologist> Cluster Representative <Surgical Stream > Cluster Representative COC Representative <CIPO>/<ITD> Dr. Wallace CHIU COS(ANA)/PYNEH HKEC Dr. C.K. WONG CONS(NEU)/PYNEH HKEC Mr. Alick CHIU DOM(OT)/NDH (Nursing) Dr. N.T. CHEUNG EM(HI)/HAHO/ITD Dr. Theresa HUI CON(ANA)/QMH HKWC Dr. C. YEUNG CONS(SRG)/QMH HKWC Dr. S. W. TSANG COS(GYN)/TKOH (O&G) Mr. Anthony CHEUNG SSM(CS)/HAHO/ITD *Dr. Y.F. CHOW CCOS(ANA)/QEH KCC Dr. H. K. WONG COS(O&G)/QEH KCC Mr. Tony FUNG SM(CS)3/HAHO/ITD (Secretary) Dr. H.K. CHENG COS(ANA)/TKOH KEC Dr. S.H. LAM COS(Surg)/UCH KEC Ms Ellen TONG M(CD)5/HAHO/ITD Dr. Joseph LUI COS(ANA)/CMC KWC *Dr. John KWOK COS(Neuro)/KWH KWC *Dr. K.M. HO CON(ANA)/NDH NTEC *Dr. P M YUEN CON(O&G)/PWH NTEC Dr. T.W. LEE COS(A&IC)/TMH NTWC Dr. Y.Y. CHOW COS(O&T)/TMH NTWC 4
OTMS Project Scope Phase 1 : 4 years project 03/04 06/07 Development Phases a. Elective booking module b. Emergency booking module c. OT Activity tracking module Implementation 14 acute hospitals 9 major surgical stream departments Statistics Total no. of OT room in HA = 200 Total no. of Operation Booking / year = 250,000 5
OTMS Functions & Architecture Phase I Phase II Elective Emergency Cross Hospitals OT List Patient Tracking Suites Status Enquiry Utilization Reports Case Record ( 大簿 ) Pre-assessment Intra-op Anaesthetic Record Post-assessment Nursing record Anaesthetic record Anaesthetic machines EIS / Data warehouse HAHO Monitoring Reports Standard Reports Ad hoc Reports Data Extraction Average Elective Major OT waiting time 6
Progress Status OTMS Phase 1a, 1b, 1c planned and actual implementation schedule as at end of April 06 Cluster Hospitals Elective OT Booking (Phase 1a) Emergency OT Booking (Phase 1b) OT Theatre Time Activity Management (Phase 1c) Proposed Live Run Date Proposed Live Run Date Proposed Live Run Date Planned Progress Planned Progress Planned Progress HKWC QMH 03/04 Completed 04/05 Completed 05/06 Completed NTWC TMH 03/04 Completed 04/05 Completed 05/06 Completed KEC UCH 03/04 Completed 04/05 Completed Aug-05 Completed TKO 03/04 Completed 04/05 Completed Aug-05 Completed KWC CMC 03/04 Completed 04/05 Completed Jan-06 Completed KWH 3Q 06 Completed 2Q 06 Completed 2Q 06 Completed Commenced for O&G, PMH 1Q 06 Aug-05 Completed 3Q 06 NEURO YCH 03/04 Completed Sep-05 Completed 3Q 06 KCC QEH 3Q 06 3Q 06 3Q 06 NTEC HKEC NDH Nov-05 Completed Jun-05 Completed May-06 Commenced for O&G, ENT, PWH Mar-06 4Q 06 4Q 06 NS AHN Mar-06 N/A N/A 4Q 06 Commneced for O&G, Surgery, ENT PYN 03/04 Completed Sep-05 Completed 2Q 06 RHTSK 03/04 Completed Nov-05 Completed 2Q 06 7
Elective Booking - Weekly View 8
Emergency OT List 9
Statistical Reports Emergency OT Utilization Elective waiting time (waiting time) Usage report 10
OT Activities Time 11
OT activities time & definitions 12
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First year experience Need for benchmarking Local / overseas Improvement 14
OT activities time & definitions Induction time 15
OT activities time & definitions Turn around time 16
OT activities time & definitions Transport time 17
First year experience - conclusion Initial statistic report on OT time revealed confusing results Range: - 30 to 140 minutes (induction time) - 10 to 120 minutes (turnaround time) 18
OT activities time & definitions Anaesthetist inserts an IV cannula in patient in Day Surgery Unit 19
OT activities time & definitions Surgeon puts in a Foley catheter Before Anaesthetist induces 20
OT activities time & definitions Conversion of spinal anaesthesia To GA after incision of skin 21
OT activities time & definitions Patient returns to Operating Theatre For control of bleeding 22
First year experience - conclusion More precise definition on specific times is required Regular training of frontline is important 23
OT activities time & definitions Anaesthetist control time 24
OT activities time & definitions Surgeon control time 25
OT activities time & definitions Nurse control time 26
OT activities time & definitions Supporting Service Control time 27
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