Care Venue Module

Care Venue

Care Venue module allows hospital scheduling staff to manage providers’ booking requests from the hospital side of the request-booking transaction. Care Venue users can review, accept, reject or re-order incoming booking requests. All booking requests submitted to Care Venue by Provider’s Office users are available, in real time, to view and action by the scheduling staff.

Care Venue module can be configured in two ways. Novari ATC can be implemented with or without an electronic message (scheduling) interface between Novari ATC and your hospital’s OR information system (ORIS).  

There are two halves to a scheduling interface: an outbound interface from Novari ATC to the hospital’s ORIS; and an inbound interface from your hospital’s ORIS to Novari ATC. Generally, both are implemented but not always. Speak to your site administrator to learn how your site has been configured.  

When there is no electronic interface, OR scheduling clerks must manually enter booking requests in the ORIS and manually update those bookings in Care Venue module.

Finally, the Care Venue module can be configured with OR Scheduling functionality allowing Novari ATC itself to be used to schedule the OR rooms. Care Venue staff can define the active rooms for a given day and schedule patients within it based on the Provider’s Office booking requests. For more information about Novari ATC OR Scheduling functionality, please see Novari ATC Care Venue OR Scheduling User Guide.

This manual describes using the Care Venue module with both inbound and outbound interfaces implemented, and without a scheduling interface between Novari ATC and your hospital’s ORIS.

How do I get here?

Sign in to Novari ATC and select Care Venue. If you do not see Care Venue, then you have not been given sufficient permissions. Contact your site administrator for access.

Care Venue Navigation Menu

Using Care Venue with the Scheduling Interface

Booking requests submitted through Novari ATC will be transferred electronically to your hospital’s OR information system (ORIS). These booking requests will appear in the ORIS Inbox. They are not automatically scheduled in the ORIS; they require scheduling staff to do that. Novari ATC sends requests for appointments, as well as requests to cancel an appointment, to the ORIS Inbox. Once a case has been scheduled in the ORIS, Novari ATC does not send any additional scheduling messages, unless the surgical date is cancelled from the ORIS at which time the process begins anew.

Once the appointment has been scheduled in the ORIS, a message is sent to Novari ATC with the surgical date.

This is displayed in Provider’s Office to inform the Medical Office Assistant that the case has been scheduled. Scheduling messages concerning that case are sent from the ORIS to Novari ATC, such as changes to the surgical date or time and cancellations.  

Understanding the Care Venue Booking Calendar

When you open Care Venue module, the Care Venue - Booking Calendar (Month View) page is presented, displaying the OR data for your default care venue. This is your main working area from which you can navigate to see more detail about the surgical blocks and the individual cases and manage the changes to the cases.

Care Venue Booking Calendar Month View. Your calendar may differ if your site is not using the scheduling interfaces.

Default Care Venue

Your default care venue is set in User Preferences module.

Current Month

By default, you see the surgical blocks for the current month.  

Navigate from month to month using the single chevron beside the current month. Navigate from year to year using the double chevron beside the current month. Use the list of months to navigate to a specific month in the current year.

You can change the view from month to week, depending on how you need to work. Week view provides more information for each surgery block.

To change from month view to week view do one of the following:

• Select View by Week.  

• Click the week icon at the beginning of the week you want to view.  

If you work for more than one health center, or handle more than more care venue, you can change to another health center or care venue by selecting it from its list.

Care Venue – Booking Calendar Status Icons and Colours

Care Venue Booking Calendar, both Month View and Week View, contains information about which surgery blocks are scheduled for each day and the status of the cases in each surgery block. Information is conveyed using colours and icons.  

For each block on the Month View, the total number of scheduled cases for that service for that day and the total number of scheduled cases that have been changed.

For sites with the scheduling interface implemented, the warning icon indicates that there are cases not yet scheduled in the OR.

To help you understand what you are seeing and thus what needs your attention, click the link to view the legend.

Status legend for a site with the scheduling interface implemented.

Status legend for sites without the scheduling interface implemented.

Clearance of a case (booking request) represents acknowledgement and acceptance of the booking details. Clearing a case marks that case as having been successfully transcribed in the OR system. In this fashion, once a case is cleared, Novari ATC can effectively flag to OR staff any future changes to the booking details.

Transmission of a case (booking request) represents the action of sending booking details to the OR system via the interface between Novari ATC and your OR system. In most installations, the system is set to automatically clear the case in Novari ATC at the time it is transmitted to the OR system. This way, OR staff are sure to be flagged to any future changes to the booking details. This is only for sites with the scheduling interfaces implemented.

If a provider service appears on a yellow or orange background, the service contains one or more bookings with uncleared changes. An uncleared change could represent a new incoming booking request, changes to an existing booking request, or cancellation of an existing booking request. The difference between yellow and orange services is that yellow services also contain booking requests that have yet to be transmitted to the OR system.

If a provider service appears on a grey or green background, then all booking requests within that service are cleared. The difference between grey and green services, is that grey services also contain booking requests that have yet to be transmitted to the OR system.

Typically, OR staff transmits the case to the hospital’s OR system, and the system then automatically clears the case in Novari ATC Care Venue. OR staff can also preemptively (manually) clear the case.  

For each day on the calendar screen, once all cases within a particular service are transmitted and cleared, that service will be displayed on a green background to indicate no remaining uncleared or untransmitted cases. If a subsequent change to the day comes from one of the provider’s offices (for instance, if the booking requests are reordered), then the service will revert to a background of yellow (or orange) to indicate that attention is required.

The goal for each day is for all services on the calendar to appear on a green background, to indicate that all cases are transmitted and cleared.

Care Venue - Booking Calendar Actions

The following are actions that apply to the different views in Booking Calendar: Month View, Week View and Day View.

Search for a Patient

You can search for a patient by name, MRN, HCN or by the requested surgery date.

Select Search for a Patient in Month View, Week View or Day View to open Patient Search.

In the search results, click a patient name to open the Care Venue Data Entry screen for that patient.

Patient Search dialog

Patient Search dialog with search results

Printing the OR Schedule

You can print the OR schedule for a day or a block, depending on where you are and what you need. When you choose to print the day’s OR schedule, the schedule appears as a PDF document in a dialog. You can download the PDF file or print it.

OR schedule for a day that shows the scheduled cases for two blocks. To print the OR schedule for the day from Month View,

• Click the OR Schedule icon on the day.

To print the OR schedule for the day from Day View,

• Click the OR Schedule icon at the top right of Day View.

To print the OR schedule for a block from Day View:

• Click the OR Schedule icon for a block.

Printing a Booking Form

You can print the booking forms for a day, for a block, for changed cases or for one case, depending on where you are and what you need. When you choose to print the booking form (sometimes referred to in Care Venue module as ‘cases’), the booking form or forms appear as a PDF document in a dialog. You can download the PDF file or print it.

Print booking form dialog To print the booking forms for a block from the Month View:

• Click the print icon for a service.

To print the booking forms for a day:

• Navigate to the Care Venue Day View.

• Click the Print Cases for the Day icon.

To print the booking forms for a block:

• Navigate to the Care Venue Day View.

• Click the Print Cases for the Block icon.

To print the booking forms for changed cases:

• Navigate to the Care Venue Day View.

To print the booking form for one case in Care Venue Day View:

• Navigate to the Care Venue Day View.

• Expand the cases in a block.

To print the booking form for one case in Care Venue Data Entry:

• Navigate to Care Venue Data Entry by clicking on a patient’s name in Care Venue Day View.

• In the Actions area of Care Venue Data Entry, click Print Booking Form.

Adding a Note

You can add a note to a day in Month View, Week View or Day View if you need to explain something specific about this day in this care venue. You can add only one note to a day. The note can be edited or deleted.  

To add a note:

• Click the Note icon for the day to open the day’s note dialog.

• Enter or paste text into the text area.

• Select Submit.

• The Note icon changes to a yellow note, followed by the first few characters with an ellipsis to indicate more text than is displayed.

• Hover your mouse pointer over the text to see the full note.

The Note is also displayed in the Care Venue Day View. Hover your mouse pointer over the Note icon to see the note text or click the Note icon to open it.

Time Change Summary  

When a Provider’s Office changes a case on a surgical block, it can sometimes affect the times and/or order of that case and other cases in that block. You are notified of this by the appearance of the View/Clear Time Changes icon. This icon appears in several locations in the Care Venue Day View.

• Click the View/Clear Time Changes icon to open the Time Changes Summary.

• Compare the Time Change Summary to the order of cases in the hospital’s OR information system and reorder in the ORIS as necessary.  

• Use Clear All to clear all the changes as a time saving step. Any changes to a case other than the time change will not be affected by the Clear action.

When all time change cases are cleared, the icons disappear.

Care Venue - Day View

The Care Venue Day View lists all the cases for each provider for the day in the selected care venue and allows you to see which cases have been changed or cancelled that need to be cleared. You can also print booking forms and attachments, add a note to the day, and, if your site has implemented scheduling interfaces, transmit cases to your hospital’s ORIS Inbox.

To display the Care Venue - Day View page, do one of the following from either the Month View or Week View:

• Click a day number.

• Click a service.

• Click a provider’s name.  

When first opened, Care Venue Day View shows the provider blocks for the day: the provider and the block label if there is one, the service, the block start and end time, the number of cases in that block, the number of changed cases in that block, if any, and the number of cleared cancellations in that block, if any.

Clicking the (+) sign beside the number of cases in the Cases, Changed Cases or Cleared Cancellation columns expands the Day View to display those cases in that block. For example:

• Clicking (+) in the Cases column displays all the cases for that block.

• Clicking (+) in the Changed Cases column displays only the changed cases.

• Clicking (+) in the Cleared Cancellations column displays only the cases with cleared cancellations.

Day View with cases opened with Privacy toggled on and scheduling interface. Note the additional Current Status columns.

Day View with cases opened for Bruce Banner General Surgery block (No scheduling interface)

Day View with cleared cancellations open for Bruce Banner General Surgery block (No scheduling interface)

Day view with cases opened for John Smith, Ear Nose Throat. Notice the empty appointments are displayed. (No scheduling interface)

As with the Month and Week View, the Day View uses colour to indicate case status. There is a difference in the colour legend between sites with scheduling interface implemented and sites without.

Status legend for sites with scheduling interface implemented

Status legend for sites without the scheduling interface implemented

Care Venue – Day View Actions

From the Care Venue - Day View, there are status indications, and several actions that can be performed from this page.

Note: Many of these actions are described in the Care Venue - Booking Calendar Actions section above.

Time Change Summary  

When a Provider’s Office changes a case on a surgical block, it can sometimes affect the times and/or order of that case and other cases in that block. You are notified of this by the appearance of the View/Clear Time Changes icon. This icon appears in several locations in the Care Venue Day View.

• Click the View/Clear Time Changes icon to open the Time Changes Summary.

• Compare the Time Change Summary to the order of cases in the hospital’s OR information system and reorder in the ORIS as necessary.  

• Use Clear All to clear all the changes as a time saving step. Any changes to a case other than the time change will not be affected by the Clear action.

When all time change cases are cleared, the icons disappear.

Care Venue Data Entry

The Care Venue Data Entry page displays the changes made to a booking. You can step through all changed bookings, one by one, marking them clear as the changes are recorded in your OR information system (ORIS).

Field names with red background identify the fields that have changed since it was last cleared.

The fields that are displayed and the order they appear in are customized to each hospital’s OR information system.  

To display the Care Venue Data Entry page:

• In Care Venue – Day View, click a patient’s name.

Care Venue Data Entry page for a site with scheduling interface implemented

Care Venue Data Entry View Quick References

Quick Reference for Care Venue Data Entry View for a site with no interface

Quick Reference for Care Venue Data Entry View for a site with interface

Statuses

In the Care Venue Data Entry View, there are several statuses. The background of the fields is colour-coded so you can easily identify changes.

The case’s current statuses are displayed at the top of the page indicating if the case has any uncleared changes, if it needs to be transmitted or has been transmitted to the OR information system, and if the case is or isn’t scheduled. For sites without the scheduling interface, only two case statuses are displayed.

Actions  

Actions appear to the right of the Care Venue Data Entry page and again at the bottom for ease of use. The actions you see depend on where you came from, if the procedure is reportable, and if the Pre-Surgical Screening module is implemented.

Navigation Buttons

The Care Venue Data Entry View has several buttons to allow you to easily navigate from case to case. The Navigation buttons that are available depend on whether you are using Care Venue module with or without the scheduling interface implemented.

Please note: Hovering the mouse over attachments will display associated notes

Case Completions

If your Health Center has designated the OR as being responsible for specifying case completion information, you will have access to the Care Venue Case Completion page. To access the OR Case Completion Screen, from the Care Venue - Booking Calendar (Month View or Week View), click “Case Completion Required”, or the day number, for any day in the past.  

Note that if your installation utilizes Novari OR Scheduling, the OR time listed will be reflective of the actual scheduled time. Otherwise, the OR time listed will be reflective of the time requested by the provider’s office.

From the Month View and Week View you can view the completed cases for a specific day, and, when necessary, complete cases.

Cases needing completion

Depending on how your site has been configured, completed cases may be automatically recorded in Novari ATC. If not, you need to manually record case completions. Cases needing completion are displayed in white with the text Case Completion Required followed by the number of cases.

When any cases need completion, today or in the past, you will see a banner at the top of the Month View and Week View Booking Calendar.

To complete one or more cases, do one of the following:

• Click the hyperlink in the banner at the top of the Booking Calendar.

• Select Case Completion Required on a day in the Booking Calendar to open the Case Completion page.

• Click the day number on the Week View or Month View Booking Calendar.

To complete all cases and clear them:  

• Choose to apply either Y or N to all listed cases and select Clear All.

• When selecting Y (the default option), if need be, select the completing provider if different from the most responsible provider (MRP). This provider is applied to all the cases needing to be completed.

• When selecting N, select a cancellation reason.

• Select Submit.

To complete all cases and clear them:  

• Choose to record case completion, Y or N, for each case and mark it as cleared.

• When selecting Y, (the default option), if need be, change the completing provider if different from the most responsible provider.

• When selecting N, select a cancellation reason.

• Select Submit.

To remove all selections and begin again:

• Select Reset.

To add a completed case back to the list that was accidentally marked as completed:

• Select Add a Case.

• In the Add Case to OR List, enter the MRN and click OK.

• Locate the patient to be added back and click Add.

To exit from this page without making any changes:

• Select Cancel.

View completed cases

The Completed Cases icon displays when there is one or more completed cases for the day. The icon displays the number of completed cases.

To view completed cases, do either of the following:

• Click the Completed Cases icon on the day in the Month View or Week View.

• Click the Completed Cases icon in the status bar on the day in the Month View or Week View.

The Completed Cases icon is displayed by itself on a day when there are no cases to be actioned. The Completed Cases icon appears in the status bar when there is one or more cases to be actioned.

View Completed Cases dialog with privacy toggled on.

Attachments

The Novari ATC Care Venue module includes Novari ATC Attachments functionality that allows you to digitally attach documents to a Novari ATC case record. The main purpose of Attachments is to reduce paper-based transmission of documents to other parties such as the provider’s office and pre-surgical screening. Any document can be attached electronically, but you should talk to your Novari ATC Administrator to determine which attachments are appropriate for your installation. Attachments can be associated with the case record in one of two ways – they can be scanned directly using a document scanner, or they can be attached directly in a supported format. For more information regarding scanner compatibility contact your Novari ATC administrator. For more information on how to scan and upload digital documents, please read Novari ATC Provider’s Office User Guide.

The Care Venue Data Entry page lists all existing attachments for the case. These attachments can be added by any user with access to the case – in Provider’s Office, Pre-Surgical Screening, or Care Venue modules.

• Click the attachment description to review an individual attachment.  

• Select Add an Attachment to add a new attachment.  

• Select View/Print All Attachments to review or print all the case’s attachments.

Novari ATC Attachments as they appear on the Care Venue Data Entry page

Reports

Novari ATC Care Venue comes with one and up to three additional predefined reports, depending on how it was configured:

• Block Submission Report

  • List of providers who have and/or have not yet submitted surgery blocks. Use this report to ensure surgery blocks are submitted to Care Venue in a timely manner and to ensure surgery blocks are fully utilized.

• Additionally, if using OR Scheduling functionality (see Novari ATC Care Venue OR Scheduling User Guide):

  • OR Schedule o Admitting Report o Communication Report To generate the Block Submission Report:  

• Select Block Submission Report from the Report item in the Care Venue navigation menu to open the Generate Block Submission Report dialog.

• Select the health center if your site has more than one.

• Select the care venue

• The start and end dates are automatically filled, the start date with today’s date and the end date with a date two weeks in the future.

• You can change the start and end dates, but the start date cannot be in the past and the end date cannot be no more than one month in the future from the start date.

• Choose if you want to see only the Submitted, only the Not Submitted or Both.

• Optionally, choose to include empty appointments. Empty appointments do not count towards block utilization but can be a key visual indicator that additional cases can be scheduled onto a block into the empty appointments.

• Select Generate to display the report in the dialog.

• Select Export to Excel to download the report as a .xls file that you can open in Microsoft Excel.

• Select Reset to reset the report criteria to the default settings.

Utilization

Care Venue Booking Calendar displays the bed utilization icon whenever an overage exists on a day. This icon indicates either an overage for an Admission Type or for a Post Procedure Destination. Hovering your mouse pointer over the icon displays a tooltip indicating which element has an overage, as well as additional totals.

How it works  

Novari ATC tracks the number of patients booked by each Admission Type for a particular day, summarized at the bottom of the screen. By default, only Admission Types with specified maximums will be listed. This is repeated for Post Procedure Destinations, using the same criteria.

The summaries include a hyperlinked list of patient names where the cases have exceeded the maximum, including an index in order of date received (i.e., 1– John Doe, 2 – Jane Smith).

Admission Types / Post Procedure Destinations that have the total number exceeded will be highlighted with the summary at the bottom of the screen.

You have the option of clicking on a link for the given Admission Type / Post Procedure Destination to get a complete list of all cases of that type for the date in question. The list shows Order Received Index, Provider, Patient Name, Procedure, and Priority Score.

In the dialog, the maximum numbers of cases for an Admission Type / Post Procedure Destination have been exceeded, the latest received cases which resulted in the overage will be flagged, and an order in which they were received will be shown (Index). This allows you to quickly identify which cases resulted in the overage.

For each case listed in the dialog, you can choose to allow it and, optionally, choose to add a note to explain to others the reason why the case was allowed. If it is allowed, it stays on the list. If not allowed, it is removed, and you are prompted to select a different Admission Type or Post Procedural Destination (for the case) depending on the overage. This could potentially affect scheduling if a Post Procedural Destination does not have room to accommodate the case after surgery is performed. Novari ATC does not make a clinical decision but is simply facilitating the process for you.

The Bed Utilization icon and the utilization exception reports are dependent on the existence of maximums for some or all admission venues/care venue and post procedure destinations/care venue combinations, depending on your needs.

Creating Admission Venue Utilization maximums

Admission Venue Utilization maximums are applied to blocks being submitted to Care Venue by the Provider’s Office and to cases being added to an already submitted block.

The maximums are checked every time a surgical block is submitted, or a case is added to a submitted block, provided a rule exists.

Keep in mind it's per Admission Venue/Per Care Venue, as illustrated in the screen cap image below.

To create an Admission Venue Utilization maximum:

• Select Admission Venue Utilization from Utilization in the Care Venue navigation menu to open the Admission Venue Utilization Exceptions page.

• Select a Health Center if your site has more than one.

• Select the admission venue.

• Select a care venue.

• Select the start and end dates during which this maximum will be in effect.

• Select Add.

• Repeat as needed for other admission venues and care venues.

Creating Post Procedural Destination Utilization maximums

As above, the maximum is checked/flagged when attempting to submit a block. The block submission will be

"blocked" if you attempt to submit a block that would cause an overage of the rules. For example, a Provider’s Office user cannot submit a surgical block that would put five people in the ICU afterwards when the capacity is only 3 or 4.

To create a Post Procedural Destination Utilization maximum:

• Select Post Procedural Destination Utilization from Utilization in the Care Venue navigation menu to open the Post Procedural Destination Utilization Exceptions page.

• Select a Health Center if your site has more than one.

• Select the admission venue.

• Select a care venue.

• Select the start and end dates during which this maximum will be in effect.

• Select Add.

• Repeat as needed for other post procedural destinations and care venues.

Post Procedure Data Capture

Novari ATC Care Venue module can capture, organize, and prepare post procedural data for any reportable case relevant to the Canadian Joint Replacement Registry (CJRR) and the Cancer Care Ontario GI Endoscopy Data Submission Portal (GI Endoscopy DSP). (This used to be known as the Colonoscopy Interim Reporting Tool (CIRT)).  

Your site may or may not be configured to include these reporting tools. If you don’t see CJJR or GI Endoscopy DSP, please speak to your site administrator if you require either or both.

There are many locations within Care Venue where you may find a case’s reporting form.  

On the Care Venue Data Entry page, reporting criteria can be viewed in the Actions panel. Clicking the

Reporting Incomplete button will open the appropriate reporting data entry screen. Post procedure data may also be captured from the case completion screen. You may complete post procedure data through the View Completed Cases dialog on the Booking Calendar.

Select Post Procedure Data Capture from the Care Venue toolbar and select the reporting standard you wish to view.

List and Filter

This list may be sorted by clicking a column heading. You may also filter the list by applying several filters in the section above the list.

Click on the ‘Reporting Incomplete’ blue link next to a case to complete reporting information for that case. Clicking the link will open a data capture form unique for the type of report.  Filling in all the required fields and saving the form will remove that case from the working list.

You can save and exit the data capture form for a case at any time. If there are still required fields to fill in for reporting, Novari ATC informs you before the form is closed, the case stays on the working list and is indicated as partially complete (see screenshot below).

Searching for a Patient

You may search for cases with post procedural data capture (both complete and incomplete) by clicking Search for Patient. This opens the Patient Search dialog.

Select a case to view it. It opens the data capture form for that case. Cases that already have some or all the data previously saved will automatically populate with those values. Cases that have not been saved previously will automatically populate with values from the system.

A GI Endoscopy DSP Data Capture dialog that was partially saved and automatically populated with the saved data.

Canadian Joint Replacement Registry (CJRR)

For more information about the Canadian Joint Replacement Registry in Novari ATC, please refer to Novari ATC CJRR User Guide.