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Operating Theatre Management System (OTMS)- first year experience with OT time capture

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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 processresource management efficiency of OT

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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.

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Dr. Joseph LUICOS(Ana)/CMCCo-Chairman

Dr. C. YEUNGCONS(SRG)/QMH

Co-Chairman

Dr. Wallace CHIUCOS(ANA)/PYNEH

HKEC

Dr. Theresa HUICON(ANA)/QMH

HKWC

*Dr. Y.F. CHOWCCOS(ANA)/QEH

KCC

Dr. H.K. CHENGCOS(ANA)/TKOH

KEC

Dr. Joseph LUICOS(ANA)/CMC

KWC

*Dr. K.M. HOCON(ANA)/NDH

NTEC

Dr. T.W. LEECOS(A&IC)/TMH

NTWC

<Anaesthetisiologist>Cluster Representative

Dr. C.K. WONGCONS(NEU)/PYNEH

HKEC

Dr. C. YEUNGCONS(SRG)/QMH

HKWC

Dr. H. K. WONGCOS(O&G)/QEH

KCC

Dr. S.H. LAMCOS(Surg)/UCH

KEC

*Dr. John KWOKCOS(Neuro)/KWH

KWC

*Dr. P M YUENCON(O&G)/PWH

NTEC

Dr. Y.Y. CHOWCOS(O&T)/TMH

NTWC

<Surgical Stream >Cluster Representative

Mr. Alick CHIUDOM(OT)/NDH

(Nursing)

Dr. S. W. TSANGCOS(GYN)/TKOH

(O&G)

COC Representative

Dr. N.T. CHEUNGEM(HI)/HAHO/ITD

Mr. Anthony CHEUNGSSM(CS)/HAHO/ITD

Mr. Tony FUNGSM(CS)3/HAHO/ITD

(Secretary)

Ms Ellen TONGM(CD)5/HAHO/ITD

<CIPO>/<ITD>

OTMS Steering Group

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OTMS Project ScopePhase 1 : 4 years project 03/04 – 06/07

Development Phasesa. Elective booking moduleb. Emergency booking modulec. OT Activity tracking module

Implementation 14 acute hospitals9 major surgical stream departments

StatisticsTotal no. of OT room in HA = 200Total no. of Operation Booking / year = 250,000

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•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

OTMS Functions & Architecture

• Phase II

• Phase I

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Progress StatusOTMS Phase 1a, 1b, 1c planned and actual implementation schedule as at end of April 06

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

UCH 03/04 Completed 04/05 Completed Aug-05 Completed

TKO 03/04 Completed 04/05 Completed Aug-05 Completed

CMC 03/04 Completed 04/05 Completed Jan-06 Completed

KWH 3Q 06 Completed 2Q 06 Completed 2Q 06 Completed

PMH 1Q 06 Commenced for O&G,NEURO

Aug-05 Completed 3Q 06

YCH 03/04 Completed Sep-05 Completed 3Q 06

KCC QEH 3Q 06 3Q 06 3Q 06

NDH Nov-05 Completed Jun-05 Completed May-06PWH Mar-06 Commenced for O&G, ENT,

NS4Q 06 4Q 06

AHN Mar-06 Commneced for O&G,Surgery, ENT

N/A N/A 4Q 06

PYN 03/04 Completed Sep-05 Completed 2Q 06

RHTSK 03/04 Completed Nov-05 Completed 2Q 06

HKEC

NTEC

KEC

KWC

Emergency OT Booking(Phase 1b)

Proposed Live Run Date

OT Theatre Time ActivityManagement (Phase 1c)

Proposed Live Run Date

Cluster Hospitals Elective OT Booking(Phase 1a)

Proposed Live Run Date

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Elective Booking - Weekly View

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Emergency OT List

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Statistical Reports

Emergency OT Utilization

Elective waiting time (waiting time)

Usage report

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OT Activities Time

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OT activities time & definitions

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First year experience

Need for benchmarkingLocal / overseasImprovement

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OT activities time & definitions

Induction time

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OT activities time & definitions

Turn around time

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OT activities time & definitions

Transport time

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First year experience - conclusion

Initial statistic report on OT time revealed confusing resultsRange:

- 30 to 140 minutes (induction time)- 10 to 120 minutes (turnaround time)

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OT activities time & definitions

Anaesthetist inserts an IV cannula in patient

in Day Surgery Unit

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OT activities time & definitions

Surgeon puts in a Foley catheter

Before Anaesthetistinduces

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OT activities time & definitions

Conversion of spinal anaesthesia

To GA after incision of skin

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OT activities time & definitions

Patient returns toOperating Theatre

For control ofbleeding

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First year experience - conclusion

More precise definition on specific times is requiredRegular training of frontline is important

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OT activities time & definitions

Anaesthetist control time

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OT activities time & definitions

Surgeon control time

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OT activities time & definitions

Nurse control time

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OT activities time & definitions

Supporting Service Control time

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