2.0 Configure Surgical Locations

Question 1

What is the facility structure?

Answer 1

• Facility (EAF)
• Service Area (EAF)
• Revenue Location (EAF)
• Department (DEP)
• Room (ROM)
• Bed (BED)

Question 2

Define Facility (EAF)

Answer 2

The facility is a record that represents your whole organization. There is only one facility record in any organization. This record determines how the software will work organization-wide.

Question 3

Define Service Area (EAF)

Answer 3

The service area is used for billing purposes and typically divides the organization up into entities with separate finances, for example for‐profit and nonprofit.

Question 4

Define Revenue Location (EAF)

Answer 4

A revenue location is usually a physical location, typically representing your clinics and hospitals.

Question 5

Define Department (DEP)

Answer 5

Departments in Epic are similar to what you would traditionally call a unit or department in the healthcare world. This is also the level that a user logs into. Examples include Preprocedure, Main OR, and PACU departments.

Question 6

Define Room (ROM)

Answer 6

Rooms are patient rooms, not Operating Rooms. These would include the rooms on the floors where one, maybe two, patient beds are located. Patients are admitted to and transferred into specific rooms.

Question 7

Define Define Bed (BED)

Answer 7

These beds are patient beds on the floors of the hospital.

Question 8

What new records are in the OpTime Facility Structure?

Answer 8

• Perioperative Departments (DEP)
• Pool Rooms (ROM)
• OR Locations (EAF)
• Operating Rooms (SER)

Question 9

What are Perioperative Departments (DEP)?

Answer 9

The perioperative area is comprised of multiple virtual departments;

• Preprocedure
• Main OR (Intraprocedure)
• PACU
• Recovery. Users log in to the department that corresponds with the task they need to accomplish. These departments help drive role-specific settings.

Question 10

What are Pool Rooms (ROM)?

Answer 10

Patient movement in the perioperative area is tracked via case tracking events that are typically viewed only by perioperative users. Other users in the hospital will just see that the patient is admitted to a perioperative pool room.

Question 11

What are OR Locations (EAF)?

Answer 11

OR Locations are linked to one perioperative department (usually the Main OR department) and control OpTime‐specific tools, reports, charging strategies, and more for that perioperative area.

Question 12

What are Operating Rooms (SER)?

Answer 12

These are the individual operating rooms within an OR Location.

Question 13

What is an OR Location?

Answer 13

An OR Location is a group of ORs that are administered in the same way.

Question 14

What are the build steps to configure OR Locations?

Answer 14

Overall Build Steps

1. Create an OR Location.
2. Build operating rooms.
3. Create a schedule that organizes an OR’s time into blocks.

Question 15

What is a LOCATION TYPE?

Answer 15

Location type field is set to Invasive Cardiology. A location type of Invasive Cardiology allows this OR location to support imaging‐based invasive procedures performed in your main operating rooms. For OR locations that do not support imaging‐based invasive procedures, you might choose the Surgical location type.

Question 16

Why is it necessary to define Service Area for an OR Location?

Answer 16

Although the service area of the attached department will be used when determining an OR location’s service area, this field is occasionally used, for example as a fallback for charging configuration.

Question 17

What Event Types stages of surgery are there?

Answer 17

• pre‐op
• intraop
• post‐op or anesthesia

Question 18

What are the Case Progress Notification Fields?

Answer 18

• Test Message - The SmartText listed in this field will be sent as a message to a patient’s friend or family member when they sign up for case progress notifications.
• Rule to prevent automatic messages - If the rule (CER) record listed in this field valuates to true, automatic case progress notifications will not be sent out.
• Subject to use for messages - The SmartText listed in this field will be used as the subject for any case progress notification.

Question 19

What do EXCLUSION RULES do?

Answer 19

Prevents notification messages going out given specific situations.

Question 20

What is the Scheduling 2 form?

Answer 20

The Scheduling 2 form is home to settings that determine when schedules are finalized and how to handle cases scheduled on holidays and weekends.

Question 21

What does the SCHEDULING FINALIZE DEFINTIONS section determine?

Answer 21

The Schedule Finalize Definitions section of this form determines when a schedule will be considered final, including how many days before surgery, at what time, and whether to skip holidays and weekends when calculating this time.

Question 22

What does the Case Volume report show?

Answer 22

Case Volume: A report that returns the amount of patients seen, usually during a particular perioperative phase of care.

Question 23

What is a Block Utilization Report?

Answer 23

Block Utilization: A report that returns the percentage of OR block time that is actually used by cases of that block type compared to the total block time available.

Question 24

What is an OR Location and how does it help in building OpTime?

Answer 24

An OR Location is a group of ORs that are administered in the same way. OR Locations allow for organizations to create unique settings ‐ such as reports, charging, preference cards, and more ‐ for specific groups of ORs appropriately.

Question 25

What field in an OR Location (EAF) record determines where it fits into an organization’s overall facility structure?

Answer 25

The Department field links an OR Location to the rest of the facility structure.

Question 26

What is an item default and how does it allow for efficient build?

Answer 26

An item default is the default value or selection an item has if its field is left blank in a record. Relying on item defaults means fewer settings need to be made and maintained over time.

Question 27

Explain the relationship between OpTime Location Definitions and OpTime System Definitions.

Answer 27

OpTime Location Definitions and OpTime System Definitions have a hierarchical relationship: Location Definitions are more specific whereas OpTime System Definitions are more general. The system will first search for a setting in Location Definitions; if it is not found, it will look to OpTime System Definitions.

Question 28

What is building by exception and how does it allow for efficient build?

Answer 28

Building by exception describes the process of making general settings in a general record and more specific, unique settings in more specific records. Building by exception allows builders to set up how things should generally work in records high in a hierarchy and only set exceptions to those settings in more specific records. Examples of records used to build by exception are profiles and Location Definitions and OpTime System Definitions.