4.0 Build Resources and Providers

Question 1

True or False: In a surgical workflow, staff, equipment, and instruments are all considered resources.

Answer 1

True.

Question 2

What do staff, equipment, and instruments have in common?

Answer 2

All three: Can be listed by their types in a preference card. Can be assigned as individuals prior to surgery. Can be documented as individuals in the log on the day of surgery.

Question 3

When configuring resources, like staff and equipment, what three needs must be addressed?

Answer 3

The three needs outlined below are each met by a different record:
Need: Allow staff to log in to Hyperspace.
Record: User
INI: EMP
———
Need: Specify that a resource is required for a case.
Record: Resource Type
INI: ORT
———
Need: Assign specific resources to a case the morning of surgery.
Record: Provider
INI: SER

Question 4

Why Not Combine Records?

Answer 4

Although to properly configure all types of OpTime users all three of these records are needed, not every user needs every record.

Question 5

Resources and Providers Surgical resources include staff, equipment, and instruments. What are the main build steps for each of these types of resources are largely the same with a few notable differences?

Answer 5

Overall Build Steps:

1. Build resource type (ORT) records
2. Build provider (SER) records for resources that must be tracked individually
3. For staff, link provider (SER) record to user (EMP) record Resource Type (ORT) Records Resource type (ORT) records are required for any resource you use in the OR, including staff, equipment, and instruments.

Question 6

What does a resource type (ORT) record do?

Answer 6

1. Adds the Resource Type to its corresponding category list.
2. Allows you to conflict check during scheduling.

Question 7

What are DEFAULT OPENINGS?

Answer 7

Default openings defines how many cases or appointments an individual resource of this type can be scheduled into at any given time before schedulers encounter warnings.

Question 8

What are DEFAULT OVERBOOKS?

Answer 8

Default overbooks defines how many cases or appointments an individual resource of this type can be scheduled into at any given time after schedulers receive and override a warning.

Question 9

What will be the defaults for OPENINGS and OVERBOOKS for the majority of resources?

Answer 9

These fields will be set to 1 and 0 respectively, since most resources can only be in one place at a time.

Question 10

What is an exception to a default OPENINGS and OVERBOOKS of 1 and 0?

Answer 10

One notable example is anesthesiologists, who can be responsible for multiple cases at once depending on where they practice.

Question 11

What is CONFLICT CHECKING?

Answer 11

The Availability form defines the total number of resources available of this type. This ensures you do not schedule more cases requiring a resource than total resources you have available.

Question 12

What is the difference between CASE-BASED SCHEDULING and APPOINTMENT-BASED SCHEDULING?

Answer 12

Case‐based scheduling uses locations for scheduling.
Appointment‐based scheduling uses departments.
If you were configuring conflict checking for appointments, you would instead choose the department.

Question 13

You’ve configured conflict checking for TWO OR MORE locations but you’re not done. What is left to do?

Answer 13

Since both locations share the same pool of resources, you need to configure area limits.

Question 14

What is SCE‐based Conflict Checking?

Answer 14

Although conflict checking is configured in resource type (ORT) records, these records do not themselves control conflict checking in the system. When configuring conflict checking in resource type (ORT) records as done in class, resource type availability (SCE) records are automatically created and configured in the background.

Question 15

What do resources that need to be tracked individually require?

Answer 15

Provider (SER) records.

Question 16

What kind of Provider Type do any non‐human provider (like equipment and instruments) are given?

Answer 16

Provider Type: Resource.

Question 17

Equipment status: If a piece of equipment is not marked as In Service, what does that mean?

Answer 17

It will not be available for scheduling.

Question 18

What are three ways to the next subform?

Answer 18

1. Click the name of the form in the tree of forms on the left.
2. Click the Next button in the bottom‐right corner.
3. Click Alt+N.

Question 19

The effect of setting up a service schedule on scheduling Setting up the equipment service schedule will cause warnings to display in OpTime upon the scheduling of resources that should be serviced. The warnings are soft (or yellow) warnings, meaning they can be overridden. If a hard (or red) warning is desired, what do you need to do?

Answer 19

The equipment should be marked as out of service on the General Information form.

Question 20

True or false: Resource type (ORT) records are only needed for surgical resources when the generic need is known during case scheduling but the individual provider is not.

Answer 20

True: Only things like staff, equipment, and instruments are considered resources in this way.

Question 21

True or false: Surgeons must be identified individually to create a case at all. Therefore, they do not need to be linked to a resource type (ORT) record.

Answer 21

True.

Question 22

What does it mean that the Services and Locations fields of the Authorizations form are cumulative?

Answer 22

It means that procedures of any of the listed services can be performed at any of the listed locations.
(However, surgeons are frequently only authorized to perform specific services in specific locations. This deviation from their standard list of services and locations is done with an authorization override.)

Question 23

What are PROCEDURE KEYS?

Answer 23

Procedure keys allow you to further authorize certain surgeons for certain procedures in addition to the service authorization. If a base procedure has a procedure key listed in the Keys field of the Authorizations form, only surgeons with a matching procedure key in their Procedure Keys field will be able to perform that procedure.

Question 24

Since a given surgeon may be authorized to perform procedures of various services, what should happen to the service they most commonly work with?

Answer 24

The services they most commonly work with should be listed first in their provider record so that schedulers do not need to constantly update the default service for cases for that provider.

Question 25

Explain the purpose of a resource type (ORT) record.

Answer 25

Resource type (ORT) records do two important things: they add a value to a category list and they configure conflict checking. to be able to define what resources, such as staff, equipment, and instruments, are required for a case. Conflict checking allows you to ensure that schedulers cannot schedule more cases requiring a certain resource than there are available resources.

Question 26

Explain the purpose of a provider (SER) record.

Answer 26

Provider (SER) records allow you to track resources on an individual basis. For example, equipment needs to be tracked so that it can be serviced at given intervals while staff need provider records so you can track which individual provided care for a patient.

Question 27

What is an example of a resource that would need both a resource type and a provider record? What is an example of a resource that only needs a resource type record?

Answer 27

A resource needs both a resource type and a provider record if it must be tracked individually, such as a circulating nurse. A resource only needs a resource type record if it is not important to track the individuals of that resource, such as instruments like forceps.

Question 28

How are surgeon provider records different from those of other staff?

Answer 28

Surgeon provider records are different in two main ways: they are not linked to resource type records and their authorizations are configured differently.

Question 29

How does the system determine the default service for a surgeon?

Answer 29

A surgeon’s default service is determined by the first service listed in the authorized services of their provider (SER) record.