Care Venue Module with OR Scheduling

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Care Venue using OR Scheduling

Your care venue may use Novari ATC OR Scheduling instead of scheduling surgical procedures in the hospital’s operating room information system (ORIS).

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.

To use OR Scheduling, the Novari ATC Implementation Team will have configured your care venue to use OR Scheduling as directed by your Novari ATC administrator.

The OR Scheduler rooms must be set up using the Metadata Management Tool in Administrator module. Once that is done, the room schedules can be set up and used in Care Venue module.

Administrator Module

After OR Scheduler has been enabled for a care venue, the next step is adding the OR Scheduler rooms using Metadata Management Tool.

There are two metadata tables: OR Scheduler Rooms and OR Scheduler Labels.

Add a Room

This creates the room or rooms for a care venue. The Care Venue module uses these rooms when its room schedules are being created. The Care Venue module rooms contain the start and end times, the recurrence interval, the day of the week, and the recurrence date range.

To add a room, in Metadata Management Tool select OR Scheduler Rooms.
In OR Room, select Add Room.

In OR Rooms, enter the following:
An abbreviation for the room.
A description for the room.
Select the care venue for the room.
Leave the Active flag as ‘Y’.

You can deactivate a room when it is no longer needed by selecting ‘N’.

Add Room Labels

You can add and edit room labels. These are not care venue specific; they are available to all care venues with OR Scheduling enabled. Care Venue module users can choose to apply a room label to a room to help differentiate it from other rooms in that day.

To add a room label, in Metadata Management Tool select OR Scheduler Room Labels.
In Edit OR Room Labels, select Add Room Label.

Select a primary and secondary colour
Leave Active as ‘Y’.
Click Submit.

Care Venue Module

Care Venue module is used to create the room schedules and then to schedule patients in the rooms. For each room, you specify the start and end time, which day of the week the room is available, how often it recurs (weekly, every second week, etc), and when this room’s schedule begins and when it ends. This gives you full control over the room scheduling.

Create an OR Room

To create a room:

Select Room from Room on the Care Venue navigation menu.
Select Create New Room Days.
Select the start and end time.
Select one of the predefined rooms (these have been set up by your Novari ATC administrator).
Select the recurrence and day of the week.
Select the start and end date for the range of recurrences. The room will become available for scheduling on the start date and will expire the day after the end date at which time it will no longer be available for scheduling.
Click Add Room.

The room’s start and end dates may be modified by Novari ATC to coincide with the room’s recurrence pattern. For example, if the room recurs on Wednesdays and you choose a Monday start date and a Thursday end date as for the range of recurrence, the start date is changed to the first Wednesday in the range and the end date is changed to the last Wednesday in the range.

When you click Add Room, Novari ATC checks if there is any overlap with an existing room. If there is, you are informed and can choose to keep the existing room schedule or cancel the new room.

Edit a Room

Select Room from Room on the Care Venue navigation menu.
Click Current Room Days.
Clear Include Expired Room Days? to display only the currently active room days.

Select Edit to edit a room.

You can only edit the end date.
Click Submit Changes.

Delete a Room

You can delete a single day from a room or the entire series. Deleting an entire series only deletes from tomorrow forward. You cannot alter days that are locked.

Select Room from Room on the Care Venue navigation menu.
Click Current Room Days.

Choose to delete a day or a series of days.

Click Submit.
If one or more rooms has patients booked, you will see this warning message:

OR Scheduling

Care Venue Booking Calendar

When you navigate to Care Venue module, your booking calendar opens. To learn more about the Care Venue Booking Calendar, please see Care Venue and Patient Registration.

OR Scheduling Day View

To open OR Scheduling for the day:

Select Calendar from the Care Venue navigation menu.
On the booking calendar, do one of the following in either Month View or Week View:
Click a day number.
Click a service.
Click a provider’s name.

OR Scheduling displays the new booking requests for the day and the rooms that are scheduled for the day.

Legend

Item	Description
New	Displays the list of new booking requests from Provider’s Office that need to be scheduled
Changes	Displays the list of scheduled booking requests from the Provider’s Office that have changes, such as a new start time, or have been cancelled by the Provider’s Office.
Rooms	Add a room to the day. For example, the Endoscopy Suite may not be regularly scheduled on a Friday but is opened for next Friday to address backlog as a one-off occurrence.
	Select a provider to display a summary of that provider’s booking requests for the day.
	Add or edit a note for the day. You can also add a note to a patient’s case.
	Displays the booked patients for the month showing, for each day, the number of booked patients, changed patients and patients waiting to be booked. You can also search for a patient.
	Use this tab to print attachments.

Schedule a Patient

To schedule a patient, drag and drop the patient from the New pane to the desired time slot in a room.

Hover your mouse pointer over a patient’s name to display patient information.

If there is not enough time in the schedule to accommodate the case’s duration, the target area displays in red.

When you release your mouse pointer, a message appears informing you there is insufficient time.

If you are double-booking a provider, for example, booking a provider’s patients at the same time in different rooms, you will see the follow warning message.

Add a Note to a Case

You can add a note to a case before it is scheduled or after it has been scheduled in a room.

To add a note:

Click the patient’s Note icon.

Enter a note in the OR Appointment Notes and click Submit.

The Note icon changes to yellow to indicate there is a note for this patient.

The note appears on the OR Schedule report, the Admitting report and the Communication Report.

Changing an Appointment Time

You can change the time of a scheduled patient in one of two ways:

Drag and drop the patient to another time slot. This changes the start time of the appointment.
Click the clock icon to open Appointment Time Change to change the start time or the duration.

Change the start time and/or the duration.
Click Submit.

Put a Booked Case on Hold

You may want to put a booked case on hold if, for example, it needs special equipment and you need to confirm its availability prior to rescheduling.

To put a booked case on hold:

Drag and drop the patient’s case from a room to the target area at the bottom of the New pane.

The booked case appears in Cases on Hold section of the New pane.

To reschedule the patient’s case, drag from the Cases on Hold area of the New page and drop it on a room.

Changes

When the Provider’s Office changes a patient’s case, perhaps changing the order of that day’s booking requests, the changed cases appear on Changes.

• Make the necessary adjustments in the room’s schedule and then choose to Accept All changes, accept each case separately, or cancel the booked case (see next section for more information about cancelling a case).

Cancel a Case

You may need to cancel a case, the Provider’s Office may have cancelled the case, or the Provider’s Office may have contacted you to cancel a case.

When a case has been cancelled by the Provider’s Office, it appears on Changes in red.

Clicking the red Cancel X removes the case from the room’s schedule.

To cancel a case, do one of the following:

Drag the case from the room to the target area at the bottom of the Changes pane.

For either of the above, you are prompted to enter a reason.

Click Submit.

Rooms

The Rooms tab displays a summary of the rooms for the day and allows you to add a room to the day.

You cannot add a room that is already scheduled on that day. Using the above example, you cannot add an Endo or OR 1 room because they are already scheduled for that day.

To add a room for the day:

Enter a start time.
Enter the end time.
Select a room.
Click Add Room.

Request Summary

The Request Summary displays the booking requests for the selected provider.

Click a patient’s name to open the case in Care Venue Data Entry. To learn more about Care Venue Data Entry, please see Novari ATC Care Venue and Patient Registration User Guide.

Notes

You can add a note for the day or edit an existing day note.

Enter a note and click Update.
The note appears at the top of the rooms.
When you are working in another area, the Note icon displays in yellow to indicate there is a note.

Booked Patients

The Booked Patients tab allows you to search for a patient and gives an overview of the status of booking requests that have come from Provider’s Office for each day of the selected month.

Click on a day to open the OR Scheduling Day View for that day.

Legend

Red	The number of booking requests that are waiting to be scheduled.
Yellow	The number of changed booking requests for that day that need to be cleared.
Green	The number of booking requests that are scheduled for that day.

Navigating

Click the right chevron to move to the next month.
Click the left chevron to move to the previous month.
Click the double right chevron to move to the same month next year.
Click the double left chevron to move to the same month last year.

Search for a Patient

Click Search for a Patient.
In Patient Search, enter the search criteria.
You can search by a name (first or last or partial), MRN, HCN or Requested Surgery Date.
Click Search.

Click a patient’s name to open the patient’s case in Care Venue Data Entry. For information about Care Venue Data Entry, please see Novari ATC Care Venue and Patient Registration User Guide.

Print Attachments

You can print attachments for all cases, for only the unbooked cases, booked cases or cases that are current on hold. By default, all options are selected.

To print attachments for the list:

Optionally, click an option to clear the checkbox.
Click View Attachments for This List.
The attachments appear in a window. You can download or print the attachments.

Working with Rooms

Expand a Room

You can expand a room vertically and horizontally to increase the room’s working area.

To expand horizontally, that is, to widen the room:

Click the double right chevron.

Click the double left chevron.

To expand a room vertically:

To collapse the room to its original height:

Click the minus sign.

Compact a Day

You can compact the time between scheduled procedures to maximize the room’s utilization. It leaves no time between surgical cases once compacting has taken place. The cases are “compacted” together in a linear fashion. One surgical encounter ends and the next begins right after.

THE COMPACT ACTION CANNOT BE UNDONE. IF IN DOUBT, PLEASE CONTACT YOUR NOVARI ATC ADMINISTRATOR FOR ASSISTANCE.

To compact a day:

Click Compact from the room dropdown list.

In Compact Day, select a compact option. You can compact all appointments or appointments with less than 5 minutes, 15 minutes, 30 minutes for 1 hour apart.
Click Submit.

Assign a Label to a Room

When your Novari ATC administrator has created labels with primary and secondary colours for the rooms, you can assign one of those labels to a room.

To assign a label to a room:

• Click Label from the room dropdown list.

You may need to edit the start or end time assigned to a room.

To edit a room’s time:

Click Edit Time from the room dropdown list.

In Room Modification, select edit.
Enter a new start time or new end time.
Click Update.
The updated start and/or end time is immediately reflected in the room.

Delete a Room

You may need to delete a room from a day. When you remove a room, no one can schedule patients into that room on that day.

To delete a room from a day:

Click Edit Time from the room dropdown list.

In Room Modification, select delete.
Click Remove.

Reports

When OR Scheduling is enabled for the care venue, three additional reports are available: OR Schedule, Admitting and Communication Report.

OR Schedule

This is the OR surgical schedule for the day or days requested. It includes assistants, anaesthetic, alerts and notes about the case.

To open the OR Schedule report:

Select the OR Schedule from Reports in the Care Venue navigation menu.
Enter the start date and optionally enter the end date.
Select the sorting options you want. Sort by provider, room, time block or time.
Optionally, filter by a provider and/or a patient.
Click Submit.

The report appears in a window. You can download or print it.

Admitting

The Admitting report lists the patients that need to be admitted to the hospital for their surgical procedures.

To open the Admitting report:

Select the Admitting from Reports in the Care Venue navigation menu.
Enter the start date and optionally enter the end date.
Select the sorting options you want. Sort by provider, room, time block or time.
Optionally, filter by a provider and/or a patient.
Click Submit.

The report appears in a window. You can download or print it.

Communication Report

The Communication Report lists the bookings with outstanding pre-operative requirements that have been scheduled for this timeframe.

To open the Communication report:

Select the Communication Report from Reports in the Care Venue navigation menu.
Enter the start date and optionally enter the end date.
Select the sorting options you want. Sort by patient or provider.
Optionally, filter by a provider and/or a patient.
Click Submit.

The report appears in a window. You can download or print it.

The message if no bookings with outstanding pre-operative requirements

Contacting Support

If you believe you have a support issue that is not resolvable by the means of this document, please contact your site administrator. For any further instruction, be sure to consult the escalation documentation specific to your site.

To find out who to contact at your site for support, select Support in the Main navigation menu. You should see the name and contact information for your site support person.

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