1. Surgery Quality and Workflow Manager
OR Scheduler

2. Learning Objectives
After instruction, students will be able to complete the following tasks:
Log in
Navigate windows – Main window & Query window
View or Query a Case
Add a Case, including personnel, equipment, procedures and items
Add a Patient
Move a Case
Update a Case
Cancel a Case
Reschedule a Case
Thank participants for coming.
Introduce training team.
Ask participants to introduce themselves.
Ask participants for name, where they are from, (if class participants are from various geographical areas), experience with the VA, and what they want to get out of the training.
Inform participants about schedule, breaks, lunch, as well as the location of bathrooms, exits, food, etc.
Set Classroom Expectations (cell phones off, starting on-time, minimize distractions).
Lead participants through material on their desks.
EXPLAIN:
The purpose of this training is to provide an overview of the functionality of the OR Scheduler module and the most commonly used processes in this module.
After this class, you will receive additional training support at your site.
During the instruction, you are given the opportunity to practice each of the tasks listed as a learning objective.
DISCUSS:
The learning objectives.

3. OR Scheduler Icon TRANSITION:
To access the OR Scheduler module, select the OR Scheduler icon.

4. Log in to OR Scheduler DEMONSTRATE:
The Centricity Perioperative Manager OR Scheduler login window allows the user to log into the OR Scheduler and change the password.
User passwords can also be changed from this window at any time by selecting the change password button and entering the old password, new password and confirmation.
EXPLAIN:
The permissions granted are based on the role of the user. Some actions demonstrated may not be performed by all users. Role-specific privileges are highlighted throughout the training.
Note: As we walk through the examples and practice exercises, you will see what appears to be patient data. All screenshots and training exercises take place in a training database, and no actual personal patient data is used.

5. Toolbar Query New Date Window Previous Day Next Day Go to Date Add
Update
Cancel
List Cases
Cancelled Cases
Reports
Bring Selected Case into View
Help
Request Queue
Polling Status of the Server
Padlock
Windows Update Status
Execute
Abort
EXPLAIN:
The user can execute many functions using the toolbar at the top of the window.
Some of the icons and their functionality include:
Query: Accesses the Query window, which allows you to query cases.
New Date Window: Opens an active date window.
Previous: Accesses the previous day.
Next: Accesses the next day.
Go to Date: Opens an active date window and closes all other active date windows.
Add: Adds a new case.
Update: Updates a scheduled or reserved case.
Cancel: Removes the case from the grid and places it in the cancelled case queue.
List View: Displays all items in a list format.
Cancelled Cases: Lists cancelled cases for the active date.
Reports: Accesses the Report Menu displaying specific reports for the module.
Bring Selected Case into View: Brings the selected case to the center of the scheduling grid.
Help: Lists the on-line help file’s table of contents.
Request Queue: Accesses cases that have been requested and need scheduling.
Polling Status for the Server: Indicates whether the PC is communicating with the server.
Padlock: Indicates if the system is locked or unlocked.
Windows Update Status: Indicates if the system is processing Windows messages correctly.
Execute: Executes the command entered, such as adding a new item.
Abort: Cancels the current command entered by the user.

6. OR Scheduler Main Window
DISCUSS:
The main window of the OR Scheduler is a graphical scheduling grid where all scheduling begins.
Cases can be added to the scheduling grid by clicking Add on the toolbar or by right-clicking on the grid.
The main window features Title and Status bars that display important information including the Active Date, Day of the Week, the Room, Time, the Case Number of the last case scheduled and the Current Date.
Menus and toolbars guide the user through various functions performed within the OR Scheduler module.
Operating rooms are displayed down the left-hand side of the OR Scheduler main window.
Scheduling times are displayed across the top of the window. The times display in military format.
Scrollbars on the right vertical and bottom horizontal areas allow you to scroll completely through the window to see the active rooms and times.

7. OR Scheduler – Case Information
DISCUSS:
Tracker is generally used to view the scheduled cases for each day. OR Scheduler is used to schedule cases in the future. Staff can be assigned to a case through OR Scheduler.
EXPLAIN:
This is what the main window of OR Scheduler looks like when a case has been scheduled.
The case label shows the Patient Name, SSN, Surgeon, and Procedure.

8. Select Date
EXPLAIN:
When you open the OR Scheduler module, the opening window defaults to the current date. To look at a different date, click Select Date. Select the desired date from the calendar and click OK. Users can also use the next arrow and previous arrow to look at the next and previous date from the date they are currently viewing. Each of those options leaves the current and any previous dates open in the background.
The Go-to-Date icon opens only the date that you choose.

9. OR Scheduler Query Window
EXPLAIN:
To search for a scheduled, cancelled or reserved case, click Query. The Query window displays. Click Query again to activate the Query fields.

10. Query a Case
DISCUSS:
The Query cases window allows the user to locate scheduled, cancelled or reserved cases. Also you can update, cancel, or reschedule cases.
EXPLAIN:
To access the Query window from the OR Scheduler main window, click Query. Populate the fields that you want to query, such as Scheduled Case Number, Surgeon, Date, Patient Status, etc. Note that you cannot query on procedure, items, or equipment in the Query window.
Click Execute to execute the query, or Cancel to abort the query.
If you are executing a new query, a query list is created and the cases are brought into the package. Notice the case count at the top right-hand side of the Query Cases window.
Once you have completed your first query, any further attempts to query information prompts a message asking if you would like to create a new query list or append to a current query list. Create a new query list means that the system removes the previously queried cases and replaces them with the new query cases. Append to current query means the system adds to the previous query. The two queries are combined and your query list increases.
Once the system has queried on the specified parameters, you can scroll through the cases using the red arrows. From the Query Case window you can update schedule cases, reschedule cancelled cases, and cancel scheduled cases.

11. View a Case
EXPLAIN:
By right-clicking the case on the grid, you can see case details, including assigned personnel, equipment, and supplies assigned from the doctor’s preference list. A case can also be modified from this display.
DEMONSTRATE:
To view information about a scheduled or reserved case:
Right-click on the case from the main OR Scheduler window to open the display window. The top portion of the display window allows the user to see the main case information at a quick glance. Use the mouse to highlight each line of the information.
Highlight Procedures to view the scheduled procedures. Highlight Personnel to view any additional personnel scheduled. If any equipment or items are scheduled, you may view this information in the same manner. When nothing is scheduled, the system shows none. Click the Display Entire Case option to open a view-only mode of the case. This mode opens the case for viewing, but eliminates the possibility of making any changes to the case.
The Modify Case option on the display window allows the user to make changes in the case. Highlight Update Case, and left-click to open the case for updating.

12. Review Slide We have covered the following topics:
Log in and select module
Navigate windows – Main window & Query window
View or Query a Case
DISCUSS:
We have learned how to log in to OR Scheduler, and how to navigate the Query window and Main window as well as how to view and query a case. What questions do you have about any of these processes?
ASK:
What do you see on the Main window for the OR Scheduler?
What are some functions that users can perform from the Query window?
Where does OR Scheduler fit in the surgical workflow?
TRANSITION:
Next, we are going to practice querying and viewing a case. Then we will learn several different ways to add a case and patient, as well as how to move, update, cancel and reschedule a case.

13. Practice – Query and View a Case
Dr. Loeb wants to check if there is a c-arm requested for his laparoscopic cholecystectomy for patient, TEST701, General Surg. scheduled next week.
ASSIST:
Move around room providing assistance as necessary.
ASK:
What questions do you have about querying and viewing a case?
INSTRUCT:
Provide directions to complete the practice exercise.
Open the OR Scheduler module.
Click Query.
Click Query [again].
Enter the patient’s last name in the Last Name field.
Click Execute.
Use the arrows if necessary to locate the case.
Click the Equipment tab.
Look at what equipment is ordered.
Click Close.
Alternate procedure to view the case:
Click Go to Date.
Select the date for the patient’s surgery.
Locate the patient’s case.
Right-click on the case.
Navigate to equipment and place mouse on equipment.

14. Add a Case by Date DISCUSS:
There are multiple ways to add a case once you have opened the desired date. You can place your curser in the grid where you would like to schedule the case and then click Add.
You can also right-click in the grid to schedule a new case. If you use this method, the Schedule New Case dialog box displays. Confirm the Start Time, Date and Room, then click Schedule or Reserve to enter the additional case information.

15. Add Case
DISCUSS:
When you add a case, you link the case to a patient and fill in information on the Case, Procedures, Personnel, Equipment and Items before scheduling the request. We are going to look at each of these tabs and the information that users can enter.

16. Patient Manager DISCUSS:
Patient Manager is used to add, update, and manage patient information. It is also used by Scheduling Staff, OR Nurses, and Billing Personnel to verify and associate patient information with an operative case.
When the MRN (Medical Record Number) and/or last name is entered and the patient is in the system and Patient Manager is selected, all patients meeting the criteria display.
You can perform a basic search on the basis of the following data: first name, last name, division code (which is the code assigned to the patient site) and MRN.
Using the advanced search function, you can also use the following additional data: middle name, date of birth, patient’s social security number, patient’s case number, patient’s enterprise medical record number and patient’s account number.
EXPLAIN:
The Patient Manager window accesses the patient record, which feeds in from ADT, and is used to ensure that the correct patient is linked to the case and access the patient details. Click Link Record to link the particular patient admit record to the case.

17. Access Patient Records
DEMONSTRATE:
To search for a patient in Patient Manager, it is recommended to use the MRN. You can also use the Last Name and First Name fields. Click Search.
EXPLAIN:
After you search for a patient in Patient Manager, a list of search results displays.
Select the correct patient from the list if more than one patient meets the criteria entered.
The Add icon allows you to add details to the patient record, the Update icon allows you to update details in the patient record. The Delete icon deletes patient details. The Link Records icon links this patient to the selected case.
DISCUSS:
In Patient Manager, a patient can have more than one record. To add more records to an existing patient, under Patient Admit Records, click the plus sign to add the patient. Add the patient details under the different tabs. When you add records, you are asked if you want to use the latest Patient Admit Record as a template. If Yes, you only need to make the edits for the new visit. The patient data from previous visits will not change.

18. Select and Link Patient
DISCUSS:
If the search satisfies all the criteria, or after a patient is selected, then the Patient Demo Record is displayed or else the latest Admit Record that satisfies the search criteria is displayed.
The Patient Demo is the Admit Record which stores the latest information for the patient. It is updated whenever changes are made to the Patient Admit Record.
EXPLAIN:
After you have selected the correct patient, click Link Record to link the record to the case.

19. Close Patient Manager EXPLAIN:
After linking the patient, close Patient Manager by selecting Exit from the File menu.

20. Add Case Window – Info Tab
EXPLAIN:
When adding a case, the Add Case window displays. If you have already linked the patient to the case (as in the previous slides), the patient information pre-populates in the Add Case window.
Select the surgeon from the Attending Surgeon dropdown menu.
The Add-on case defaults to NO and can be changed if needed.
Enter the Patient Status.
Enter the Anesthesia Type.
Site defaults based on the room selected in the scheduling grid and the site association made in the room master table in the Database Maintenance module.
The Service defaults based on the main surgeon’s service assigned in the employee master table in the Database Maintenance module.
NOTE: The Schedule or Reserve buttons display at the bottom of each of the tabs in the Add Case window. Click Schedule to schedule the case. Click Reserve to reserve a case while waiting for approval.
Note: Conflict checking only happens when scheduling a case, not when reserving a case.

21. Add Case - Case Info EXPLAIN:
You can also enter or view information about any special case needs by clicking Preop Clinic Comments or Special Case Needs. A free text field displays where you can enter comments or view comments that were entered by the provider. To save comments when you are finished click OK.

22. Practice – Add a Case Pt 1
You receive a request to schedule a laparoscopic cholecystectomy with cholangiogram for Patient B at your site with Dr. Samuel Loeb. Schedule this surgery with the patient, OR room and date you are assigned.
ASSIST:
Select Exit to return to the case you are scheduling.
Move around room providing assistance as necessary.
ASK:
What questions do you have about adding a case?
INSTRUCT:
Provide directions to complete the practice exercise.
Open OR Scheduler.
Right-click in the row of your assigned OR in your assigned timeslot.
Verify the Start Time, Date and Room.
Click Schedule or Reserve.
Select Dr. Samuel Loeb from the Main Surgeon dropdown menu.
Enter the name of your patient and press Enter. Patient Manager displays.
Highlight your patient.
Click Link Record.
Click File.

23. Add Case – Procedures Tab
EXPLAIN:
After entering the case information in the Case Info tab of the Add Case window, use the Procedures tab to add the procedures field for the case.
The Surgeon field populates with the main surgeon; this can be changed if there is a main and secondary surgeon.
Select appropriate procedure group to help narrow your search.
Enter the procedure name or number; the name is an alpha search. The * on either side of a key word can be used as a wild card search or type * and then press Enter.
The Laterality field is red when it is required and needs to be populated. If Laterality is required, you cannot schedule the case unless it is entered.
The Surgeon Description field defaults with procedure description, and it can be modified to meet the surgeon’s request. This is the description that prints on the surgery schedule.

24. Add Case – Concurrent Cases
EXPLAIN:
The Concurrent radio button is selected by default but if the procedures are to be performed consecutively, the radio button can be changed.
A VistA Concurrency dropdown determines which VistA surgery record that a procedure is associated with. The system defaults to VistA Case 1, but can be changed if needed.
Click Add when all fields are completed. Add Multiple procedures by repeating these steps.
Once the case is added to the grid, the Card field populates with the appropriate card assigned by the doctor, procedure and site combination that is in the Doctor Preference Card module.
Use the arrow keys to move the procedures up and down in the list.
A Preoperative Diagnosis can be added if it is provided at the time of scheduling by clicking the Preoperative Diagnosis button.

25. Add Case – Search Procedures
EXPLAIN:
You can use the wild card search with the name of the procedure, then click the * icon to display search results for variations on that procedure. Scroll through the list and select the specific procedure. Click OK. The procedure populates in the Procedure field.
You can also use the magnifying glass icon to search for a procedure.

26. Add Case – Search Procedures
EXPLAIN:
After clicking the magnifying glass, the Search Procedures window displays. In this window, you may search procedures by Description, Code, Service, SRPG or Procedure Group. Select the appropriate procedure from the list and click OK to populate the Procedure field in the Procedure tab.

27. Add Case – Procedures Tab
EXPLAIN:
After the procedure populates in the Procedure field, you must click Add to add the procedure to the case. After you click Add, the procedure displays in the bottom field.
Here is an example of what the procedures tab looks like after the information has been entered.

28. Add Case – Personnel Tab
EXPLAIN:
Personnel can be assigned using the Personnel tab for each individual case.
Staff assignments can also be made by room. Staff assignments feed into the Tracker module.
Select the employee from the Employee Name dropdown menu, their role from the Role dropdown menu and then click Add.
Continue this step for all employees that need to be assigned to the room selected.
This is typically not done at time of scheduling but you have the ability to add staff to each case.

29. Add Case – Personnel Tab
EXPLAIN:
Here is an example of what the Personnel tab looks like after the information has been entered.

30. Add Case – Equipment Tab
EXPLAIN:
The Equipment tab for a case allows special equipment to be reserved or scheduled for the case, allowing for conflict scheduling. Any equipment that is listed on a Doctor Preference Card for the case pulls in automatically.
The Description field on the Equipment tab pulls a listing of equipment classes from the Resource Catalog module. Use the Equipment dropdown menu to select the class of equipment that you want to schedule.
Click in the Quantity field and enter the number of each item that you want to schedule or click the up and down arrows next to quantity to adjust the quantity.
Click Add to save your choices.
To search for specific equipment, click Find Equipment.
NOTE:
The Show Case Equipment and Show Procedure Equipment radio buttons take into account that a number of procedures use the same resource. A procedure-specific resource assumes that all resources listed on a procedure are consumed by that procedure.

31. Add Case – Find Equipment
EXPLAIN:
This icon opens the Search Resource Catalog window. In this window, you can search for the item by entering information in the Item Description, Item Number, Vendor Name, Manufacturer Name, Vendor Catalog Number, Manufacturer Catalog Number, Product Category, Patient Charge Number, Site Patient Charge Number or Site fields.
It is very important to always select your facility from the Site dropdown menu when you do your search. If not, you could add equipment to the case that you do not have at your site.
Click Find Item. Then select the item or items you would like from the search results and click OK to populate the items in the equipment window. Click Add to add the equipment.

32. Add Case – Equipment Tab
EXPLAIN:
After several pieces of equipment have been added to the case, the Equipment tab may look like this.
NOTE:
If a bed is needed for the patient following the case, be sure to add it in the Equipment tab.
You can set up the number of beds in Resource Catalog and utilize this to conflict check. This does not automatically notify but you can run a report to plan ahead.
Note: You still need to handle your bed management through your current system.

33. Add Case – Items Tab DISCUSS:
The Items tab allows items to be pulled from the Resource Catalog for conflict scheduling. As with equipment, any item that is listed on a Doctor Preference Card that is used automatically pulls in. Items are typically not added during scheduling but you do have the ability.
EXPLAIN:
Click the Items tab for a case. Review any existing items on the grid which may have been pulled in from the scheduled Doctor Preference Card. Highlight the item types you want to see, or click Select All to view all existing items.
The Site, Item Number, Item Description, and the Type fields on this window are view only fields because they display information about the items currently highlighted on the grid. This information pulls from the Resource Catalog module. The Inventory Location, Department and Quantity fields allow you to update this information for scheduled items.
To add additional items to the case, click Find Item to search the Resource Catalog. The Search Resource Catalog Window is the same as the window that displays for finding equipment. You can search for items by using a wildcard search or use parameters. Click OK to select the item.

34. Add Case – Find Items EXPLAIN:
You may be prompted to fill in additional information when adding an item to the case. If so, the Information About Item Returned by Find Item dialog box displays.

35. Add Case – Items EXPLAIN:
Here is an example of what the Items tab looks like after the information has been entered.
After you have entered all of the information on a case you can schedule or reserve a case for the time, date and room entered in the fields at the top of the window by clicking Schedule or Reserve at the bottom of any tab.

36. Conflict Checking EXPLAIN:
Conflict checking ensures that all of the resources and personnel assigned to the case are available for the time and date scheduled. If there are potential conflicts, the Conflicts dialog box displays.
Buttons at the bottom of the window that are active indicate a conflict issue in those areas.
Users can navigate using the areas of potential conflicts using the tabs at the top of the window or the row of buttons near the bottom of the window.
To override the conflict click Override. To adjust the case information or schedule, click Cancel to return to the case information window.

37. Modification History EXPLAIN:
If the modification history is activated, you need to enter your user information each time you modify a case. To do this, click Add, then add comments if desired. Finally, click OK.
You can access the modification history by locating the case on the schedule grid, right clicking on the case and sliding your cursor down to Modify Case. Highlight Modification History and left-click to open the Modification History.

38. Review Slide We have covered the following topics:
Log in and select module
Navigate windows – Main window & Query window
View or Query a Case
Add a Case, including personnel, equipment, procedures and items
Add a Patient
DISCUSS:
We have learned how to log in to OR Scheduler, and how to navigate the Query window and Main window as well as how to view and query a case. We also learned how to add a case and a patient. What questions do you have about any of these processes?
ASK:
What are some of the methods you can use to add a case?
What information do you need to fill out in order to add the case?
TRANSITION:
Next, we are going to practice adding a case and a patient. Then we will learn how to move, update, cancel and reschedule a case. Finally, we will practice some common scenarios in OR Scheduler.

39. Practice – Add a Case Pt 2
You receive a request to schedule a laparoscopic cholecystectomy with cholangiogram for Patient B at your site with Dr. Samuel Loeb. Schedule this surgery with the patient, OR room, and date you are assigned.
ASSIST:
Click the Personnel tab.
Move around room providing assistance as necessary.
Select Nurse 2 from the Employee Name/Number dropdown menu.
ASK:
Select Nurse from the Role dropdown menu.
What questions do you have about adding a case?
Click the Equipment tab.
INSTRUCT:
Enter any desired information in the Equipment tab.
Provide directions to complete the practice exercise.
Enter any desired information in the Items tab.
Click the Procedures tab.
Click the Procedure Group dropdown and find laparoscopic cholecystectomy.
Click Schedule.
Override conflicts if necessary.
Click Schedule again.
Enter * in the Code field and press Enter.
Click Add to enter your Modification information.
Select the procedure from the list.
Click OK.
Select Laterality if applicable.
Click Add.

40. Schedule Case from Request Queue
TRANSITION:
Schedulers can schedule cases completely, or they can schedule from the requests for surgery that come from the surgery clinic using the Request Queue.
EXPLAIN:
To schedule a case from the Request Queue, click the Schedule Requests icon (the mailbox) to open the Request Queue window and access all of the requested cases.
Verify that the lock state of the preferred case is marked Not Locked to ensure that no one is currently scheduling the requested case.
Highlight the desired case to view the requested information. Click the Memos tab to see scheduling comments about the case.
Click Select Request to access the OR Scheduling grid and view the comments sent by the doctor’s office.
Select the date/time/room desired on OR Scheduler then right-click and select Schedule. Complete the required information on all tabs. Complete the desired amount of time for the procedure at bottom of the window. Click Schedule.
Click Add when the Modification History window displays, then OK.
NOTE: If the user clicks the Add icon or selects Add from the menu list, the OR Scheduler thinks the user is attempting to add a fresh case, not a requested case.
NOTE: If a Doctor Preference Card number was requested, all items and equipment from the card attach to the case as usual.

41. Update a Case
EXPLAIN:
Once a case is scheduled, the case may change multiple times before the procedure actually takes place. The Update Case window allows the user to make any changes necessary.
There are several ways to access the Update Case window. You can use the Go-to-Date icon to select the date that the case is scheduled. The scheduling grid opens for that date. Click on the case that you wish to make changes to. Using the toolbar, click Update to open the update case window. Enter the changes you need to make, then click Schedule or Reserve.
The Modification History dialog box displays, and you can enter either yourself or the name of whomever is requesting the changes. Click Add, then OK and return to the main scheduling screen.

42. Modification History EXPLAIN:
You need to enter your user information each time you modify a case. To do this, click Add, then add comments if desired. Finally, click OK. If the case was modified at the request of someone else, you can indicate that by using the requested by dropdown.
You can access the modification history by locating the case on the schedule grid, right clicking on the case and sliding your cursor down to Modify Case. Highlight Modification History and left-click to open the Modification History.

43. Working with Dates DISCUSS:
When you use the Calendar and Arrow icons to access a new date, the date you were looking at stays open. You may want multiple days open, and you can use the tile vertically and tile horizontally options to view multiple days at once.
The Go-to-Date icon goes to and leaves as open only the date that you choose.

44. Move a Case
DISCUSS:
The Patient Tracker module retrieves OR information from the OR Scheduler and Clinical Documentation modules. If someone moves the case in the OR Scheduler module and the case that has not been logged in the Clinical Documentation module, the Patient Tracker window reflects the change made in the OR Scheduler module. However, if a user moves a case in the OR Scheduler module for a case that has been logged in the Clinical Documentation module, then the Patient Tracker window does not reflect the change made in the OR Scheduler module. Instead the Patient Tracker window reflects the information in the Clinical Documentation module.
EXPLAIN:
To move a case to a different time or room on the same day, move your cursor to the scheduled case you would like to move. Left-click and hold on the scheduled case on the scheduling grid. As you drag the case, the timeframe of the case is outlined in white. Drag the case to the desired room and time and drop by releasing the left-click. The room number and time are displayed when dragging the case to the new room and time. This ensures accuracy when finding a specific room and time. After you have dropped the case on the appropriate room and time, the Schedule a Case window displays. Verify that the date, room, and time are correct. Make changes as necessary. Select Schedule or Reserve to reschedule the case, or Cancel. As mentioned earlier, if there are potential conflicts associated with moving the case, the Conflicts window displays.

45. Move a Case
EXPLAIN:
To move a case to a different day, close all dates using the close date function under the file menu. Click New Date Window on the toolbar. Select the currently scheduled date for the case to be moved. Click New Date Window again and then select the new date that you want to schedule the case. To display both dates, click Window from the menu bar, and choose Cascade, Tile Horizontally or Tile Vertically. Left-click and hold on the scheduled case. Drag the case to the new date and time and drop. After you have dropped the case on the appropriate day and time, the scheduled case window displays. Verify that the date, room, and time are correct. Make changes as needed. Select schedule or reserve to reschedule the case.
You can also move cases by using CTRL+X to cut the case and CTRL+V to paste the case on a different day.

46. Practice – Update and Move a Case
Due to a recent infection, Patient C’s cystourethroscopy surgery needs to include an additional procedure, insertion indwelling ureteral stent, and move from this week to next week.
ASSIST:
Type * in the Procedure field.
Move around room providing assistance as necessary.
Press Enter.
Select the procedure from the list.
ASK:
Click Add.
What questions do you have about updating and moving a case?
Update the OR, Date and Time to move to a different date.
How else could you update a case?
Update time in room if needed.
INSTRUCT:
Click Schedule.
Provide directions to complete the practice exercise.
Enter your modification information.
Click Add, then OK.
Alternatively, you could query the patient to locate the case. After you have updated the case to include the additional procedure, you could open dates in the next week, tile the dates and drag and drop the case to a new date and time.
Open OR Scheduler.
Open the date of the scheduled surgery.
Right click on the Case.
Select Modify Case.
Select Update Case.
Click the Procedures tab.

47. Cancel a Case
EXPLAIN:
To cancel a case, locate the case either from the main OR Scheduler window or from a Query. You can cancel a case in two different ways.
The first is to select the case and click the Cancel Case icon on the toolbar. The Cancel Case window displays.
Enter a Reason for Canceling Case by selecting a reason from the List of Cancellation Reasons dropdown or by entering text in the free text field.
Select Return to Misc Census to put the case back on the Misc Census for further testing or follow-up.

48. Cancel a Case
EXPLAIN:
You can also right click on the case to view the case details, highlight the Modify Case option and slide the mouse to the Cancel Case option to open the Cancel Case window.
ASK:
How can you locate a previously cancelled case?
DISCUSS:
After canceling a case in the OR Scheduler, the user can reschedule using the Cancelled Case Queue without losing any of the originally scheduled information.

49. Practice – Cancel a Case
Due to a schedule conflict, Patient G has elected to cancel their knee surgery, originally scheduled for later this week.
ASSIST:
Move around room providing assistance as necessary.
ASK:
What questions do you have about cancelling a case?
How else could we cancel a case?
INSTRUCT:
Provide directions to complete the practice exercise.
Open OR Scheduler.
Go to the date the case was scheduled for.
Locate the case.
Click on the case.
Click Cancel Case.
Enter a reason for canceling the case, or select one from the Cancellation Reasons dropdown menu.
Click OK.

50. Reschedule a Case EXPLAIN:
There are several ways to reschedule a case. One way to reschedule a current case is to query the case using the case information. Once you have located the correct case, click Reschedule to open the Schedule Case window.
Update the Time, Date and Room information for rescheduling.
Click Schedule or Reserve.
Click Close.

51. Reschedule a Cancelled Case
EXPLAIN:
To reschedule a cancelled case, go to the originally scheduled date for the case you want to reschedule in the OR Scheduler window. On the toolbar, click Query Cancelled Cases icon to open a list of cancelled cases for that date. Highlight the case to be rescheduled.
Click Reschedule.
The Schedule Case window displays as in the previous slide. Update the Time, Date and Room information.
Click Schedule or Reserve.
NOTE: If you do not know the originally scheduled date, click Query to search for the case.

52. Practice – Reschedule a Case
Patient D calls back and says that they would like to reschedule the procedure for one month from now.
ASSIST:
Move around room providing assistance as necessary.
ASK:
What questions do you have about rescheduling a case?
How else could a case be rescheduled?
INSTRUCT:
Provide directions to complete the practice exercise.
Open OR Scheduler.
Open the date that the case was originally scheduled.
Click Query Cancelled Cases.
Highlight Patient G’s case.
Click Reschedule.
Enter the start time in the Start Time field.
Enter one month from now in the Date field.
Select the room from the Room dropdown menu.
Click Schedule.
Override any conflicts.
Enter Modification information.
Debrief the exercise by reinforcing the purpose of the exercise, asking questions to check understanding and linking this exercise to previous knowledge.

53. Review Slide We have covered the following topics:
Log in and select module
Navigate windows – Main window & Query window
View or Query a Case
Add a Case, including personnel, equipment, procedures and items
Add Patient
Move a Case
Update a Case
Cancel a Case
Reschedule a Case
DISCUSS:
We have learned how log in to OR Scheduler and navigate the main window as well as how to view and query a case. We also learned how to add a case and patient. We looked at how to move, update, cancel and reschedule a case. What questions do you have about any of these processes?
ASK:
What are two of the ways that you can reschedule a case?
How else could you move a case?
How do you cancel a case?
How do you find a case that has been cancelled?
TRANSITION:
Next, we are going to practice some common scenarios in OR Scheduler.

54. List Cases
DISCUSS:
In addition to the main window view, you can use the List Cases icon to display cases in a list format by room or by day.
ASK:
When might you want to use this feature?
DEMONSTRATE:
Click List Cases. Select whether to list cases by room or by day.

55. List Cases
EXPLAIN:
The case list displays. This is an example of a case list displayed by day. For each case, data including patient name, service, surgeon, start time, length and room display. To navigate to an individual case, select the case, then click OK.
NOTE: To sort the columns alphabetically, click on the column heading.

56. Add Personnel to Room EXPLAIN:
Staff assignments can also be made by room. To do this, click the room number on the left hand side of the scheduling grid and assign staff to the room from the dropdown menu. These assignments can flow into the Clinical Documentation, Anesthesia and Tracker modules.
DISCUSS:
This is usually done 1-2 days in advance by the Charge Nurse or their designee.

57. Questions? Session Wrap-Up ASK: What is a query? How do you do one?
What are the main OR Scheduler windows named?
What can you add besides a case?
How do you move a case?
Where does OR Scheduler fit in the surgical workflow?
Ask for any questions on the practice exercises. Are there any steps or processes that are unclear?
DISCUSS:
Any outstanding questions from the parking lot?

58. Real World Scenario – Add a Case
You receive a request through the Request Queue to schedule Patient C for a left shoulder arthroscopy with subacromal decompression. Access the request queue and schedule the case for Dr. Holly Alderson for the room and date that you are assigned. You also need to indicate that a ward bed is needed to allow for conflict checking. The surgeon wants to be notified by when the case is scheduled.
ASSIST:
Move around room providing assistance as necessary.
ASK:
What questions do you have about adding a case?
INSTRUCT:
Provide directions to complete the practice exercise.
Open OR Scheduler.
Click the mailbox icon to access the request queue.
Highlight the case you want to schedule and click Select request.
Select the Start Time, Date and Room.
Click Schedule or Reserve.
Click Personnel.
Enter any necessary information in the Equipment tab.
Enter any necessary information in the Items tab.
Click Schedule.
Override conflicts, if necessary.
Click Schedule again.

59. Help Desk and References
Two methods of entering a service request
eService - low priority ticket
Phone – critical, high, medium, low priorities
Press 4 for Surgery Quality and Workflow Management, then
Press 4 to speak to technical support
SQWM Training SharePoint Site:
EXPLAIN
There are two methods of entering a service request, eService and by phone. Additional training information can be found at the SQWM Training SharePoint Site.

60. Course Evaluation EXPLAIN:
Your input and feedback is greatly appreciated.
Direct students to End of Course Evaluation location.