1Operating Theatre Management System (OTMS)- first year experience with OT time capture
2Background
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
3Objectives
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.
4Dr. 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
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
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
/
OTMS Steering Group
5OTMS Project ScopePhase 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
6ElectiveEmergencyCross HospitalsOT List Patient Tracking
Suites Status EnquiryUtilization ReportsCase Record ()
Pre-assessmentIntra-op Anaesthetic RecordPost-assessmentNursing recordAnaesthetic record
Anaesthetic machinesEIS / Data warehouse
HAHO Monitoring ReportsStandard ReportsAd hoc ReportsData ExtractionAverage Elective Major OT waiting time
OTMS Functions & Architecture
Phase II Phase I
7Progress 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
8Elective Booking - Weekly View
9Emergency OT List
10
Statistical Reports
Emergency OT Utilization
Elective waiting time (waiting time)
Usage report
11
OT Activities Time
12
OT activities time & definitions
13
14
First year experience
Need for benchmarking Local / overseas Improvement
15
OT activities time & definitions
Induction time
16
OT activities time & definitions
Turn around time
17
OT activities time & definitions
Transport time
18
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)
19
OT activities time & definitions
Anaesthetist inserts an IV cannula in patient
in Day Surgery Unit
20
OT activities time & definitions
Surgeon puts in a Foley catheter
Before Anaesthetistinduces
21
OT activities time & definitions
Conversion of spinal anaesthesia
To GA after incision of skin
22
OT activities time & definitions
Patient returns toOperating Theatre
For control ofbleeding
23
First year experience - conclusion
More precise definition on specific times is required Regular training of frontline is important
24
OT activities time & definitions
Anaesthetist control time
25
OT activities time & definitions
Surgeon control time
26
OT activities time & definitions
Nurse control time
27
OT activities time & definitions
Supporting Service Control time
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