Provider's Office Calendar

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Provider’s Office Calendar

The Provider’s Office calendar lets you plan available blocks of surgery time and organize cases within the blocks. You can submit cases electronically to the OR, doing away with paper-based booking forms. The OR scheduling staff see the electronically submitted cases in Novari ATC Care Venue module and then record these in the hospital’s OR booking system. Similarly, if the hospital’s OR scheduling staff need to change the schedule, for example it may need a different patient to be first in the morning, the OR scheduling staff change the block order in Care Venue module and the Provider’s Office is immediately notified. There is no need for email, fax or telephone exchanges.

The cases sent to the hospital’s OR booking office via the Care Venue module are the provider’s suggested order and may not be the final order as determined by the hospital OR booking office.

Steps to Success

Create surgery blocks.
Add patients to the surgery blocks using the Scheduler or Mini Scheduler.
Submit the block to the OR.
Manage the cases in submitted blocks as needed (removing, reordering, etc).

To open the provider’s calendar:

Select Calendar from Calendar on the Provider’s Office navigation menu.

Building a Surgery Block

The first step in scheduling patient cases is to set up surgery blocks. Cases cannot be sent directly to the OR booking office; they are added to a surgery block and the block is sent to the OR booking office through the Care Venue module. Once one or more surgery blocks are built, you can add cases to the block, reorder cases within a block, or remove cases from a block. Blocks can be submitted whether or not they are filled. You can change cases in a submitted block and the OR is immediately informed through the Care Venue module.

You can create a single surgery block on a specific day, and you can create a series of surgery blocks.

A day can have multiple surgery blocks, for example, there could be one block for a procedure and another block for another one if they require different OR setups.

To create a single surgery block:

From the calendar, click on the blue highlighted number of the day you wish to book on.
Select Create a Surgery Block on this day from the menu that appears.

In the Create Surgery Block dialog.

Select the care venue for which you wish to create a block from the dropdown list of available venues.
Enter a label to the surgery block, maximum length 15 characters.
Enter the start and end time using a 24h clock (HHMM) e.g., 0900 – 1500.
Select Create Block.
Your block is added to the day.

If your site administrator has enabled Compactor and Slate mode:
Select a block mode of ‘Compactor’ or ‘Slate’.

Creating a Repeating Surgery Block

Instead of creating a surgery block one day at a time, you can create a repeating block. For example, you can create a surgery block from 8:30 to 15:30 every Tuesday from January 1 to March 31.

To create a repeating surgery block:

Select Surgery Blocks from Calendar on the Provider’s Office navigation menu.

Select Create a New Surgery Block tab.

Creating a surgery block which repeats every Tuesday for three months.

Enter the following information:
Start and End time (24h clock [HHMM]).
Provider and Care Venue.
Surgery Block label (optional). The label is applied to all occurrences of the surgery block. Labels for specific blocks can then be edited on a per block basis from the Calendar. The label has a maximum 15-character length.
Frequency of recurrence.
Day of recurrence (day of week).
If your site administrator has enabled Compactor and Slate mode:
Select a block mode of Compactor or Slate.
Start and end date of the range of recurrence.

Edit or Delete an Existing Surgery Block

To edit or delete an existing surgery block:

Select Surgery Blocks from Calendar on the Provider’s Office navigation menu.
Select Current Surgery Blocks. Find the block you wish to edit or delete.

This is the general view when viewing the current surgery blocks

YOU MAY BE PROHIBITED FROM TAKING CERTAIN ACTIONS DUE TO CONFLICTS BETWEEN BLOCKS BELONGING TO THE SAME CARE VENUE.

BLOCKS IN THE PAST CANNOT BE EDITED.

YOU CAN ONLY EDIT START AND END DATES THAT OCCUR FROM TODAY FORWARD.

To edit an existing surgery block:

Select Edit for the appropriate block.

In the Edit Surgery Block dialog:
You can set new start and end dates for the block.
In the case where there is a conflict or when your change will affect blocks containing scheduled cases, the system will ask you to choose how to resolve the affected blocks.
Click Submit Changes.

To delete an existing surgery block:

Select Delete for the appropriate block.

In the Delete Block dialog:
Choose whether you would like to delete the entire series or just a specific day from the series.
Select Submit.
If the block you have chosen to delete contains bookings, the system will ask you to choose how to resolve the affected blocks.

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