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OpTime Flashcards

1
Q

T or F The SER masterfile is short for Surgical Epic Resources and only contains records for surgeons?

A

False
Schedulable EPIC Resources include surgeons, surgical and anesthesia staff, surgical and anesthesia equipment, instruments, and operating rooms.

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2
Q

The Snapboard is an OpTime application report in hyperspace that shows 3 things what are they.

A
  1. OR schedule for a given day
  2. scheduled surgical cases
  3. unscheduled surgical cases
    and the rooms they will be assigned to.
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3
Q

What is a SER record in Optime

A

Each operating room which can be found in the top half of the snapboard is a record in SER.

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4
Q

Operating rooms (SER’s) are grouped together in different surgical (OpTime) locations What masterfile represents a location record?

A

EAF

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5
Q

T or F OpTime EAFs (location) can be marked as part of a particular department or service area?

A

True
even though OpTime facility structure can stand completely on its own with any connections to EAF or DEP records set up by other applications, many facilities will want to integrate OpTime into their larger system.

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6
Q

T or F A single department can have many OpTime surgical locations?

A

True

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7
Q

T or F An OpTime surgical location can be attached to many department locations

A

False
An OpTime surgical location can only be attached to one department. (Surgical theaters can be specialized, allowing worflows to be configured differently and more granular reporting on how these specialized areas are reporting.

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8
Q

The SER masterfile contains one record for ___________, and can be found in what table?

A

anything that can have a schedule, and can be found in the CLARITY_SER table

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9
Q

Each CLARITY_SER can potentially act as multiple resource types (TorF) What table would you link to to find type specific definitions for a given record?

A

T

OR_SER_SURG_RECTYPE table

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10
Q

T or F Operating Rooms are a scheduable resource and will have a row in Clarity_SER?

A

True

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11
Q

Outside of a row identifying an operating room in CLARITY_SER, Where will operating room specific information be found

A

OR_SER_ROOM

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12
Q

Operating rooms will generally be associated with?

What table contains information about surgeons and operating rooms?

A

The surgical Location where they are located.

OR_SER_SURG_SRVC

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13
Q

What can OR_SER_SURG_SRVC table be used for?

A

Reporting about surgeons and operating rooms (locations) Each row contains an operating room and can be used to determine the location an OR is linked to.
It can also be used for reporting on surgeon authorizations.

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14
Q

What is contained in the OGP masterfile

A

Surgeon groups which consist almost entirely of an ID, a name, and a list of the member of surgeons. Used for scheduling or blocking of rooms. See OR_GRP or OR_GRP_SURGEON

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15
Q

T or F CLARITY_SER stores the type of surgical resources a SER record is?

A

False. Because a single SER record can act as multiple resource types, and is a single response table cannot hold the surgical resource types, must link to OR_SER_SURG_RECTYP a multiple response table to find stored type or type of surgical resource a SER record is

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16
Q

That table can you use to determine the surgical location associated with an OR

A

OR_SER_SURG_SRVC

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17
Q

What are the two types of ORP records (surgical procedures)

A

Base Procedures

Preference Cards

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18
Q

What is a Base Procedure?

A

The core definition of a procedure; what is needed in order to perform the procedure, how long it will take, who should be in the OR, when the procedure will take place.

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19
Q

What is a Preference card?

A

A preference card contains all the information that is often the same each time a procedure is done by a particular surgeon, service, or in a specific location

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20
Q

Preference cards are sometimes called

A

procedure modifiers because they serve only to modify the requirements of base procedures and cannot be used on their own.

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21
Q

How many preference cards will be applied for any single scheduled procedure?

A

One.

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22
Q

All surgical procedures including base procedures and preference cards can be found in what table?

A

OR_PROC and preference card values take preference over base procedures

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23
Q

What category in OR_PROC.REC_TYP_C in all rows for preference cards will this category value be?

A

“1”

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24
Q

What is the relationship between cases and procedures? How is that relationship reflected in Clarity?

A

Procedure records store the standard needs of a procedure, such as staff, supplies, and length. These procedure records are then added to a case and the procedure information will copy to the case. An end-user can modify this information to the needs of the specific case once it is in the case, so that it differs from what appears in the procedure record. A case’s procedures are listed in the OR_CASE_ALL_PROC table.

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25
Q

Using Clarity tables, how can you associate a procedure with a particular surgeon in a case?

A

In a case, you may have more than one “panel,” or combination of a particular primary surgeon and service. For each panel, you will have surgeons and procedures. Each panel will also always have a primary surgeon, indicated by the value of 1 in the ROLE_C column in
OR_CASE_ALL_SURG. Once you know the primary surgeon for a panel, you can associate that panel with procedures via the PANEL column in the OR_CASE_ALL_PROC table.

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26
Q

What is the difference between the RESCHED_TO_DATE and

CASE_DTTM columns in the CASE_SCHEDULE_CHANGE view?

A

CASE_DTTM contains the date and time the procedure was scheduled for, while RESCHED_TO_DATE indicates the date to which the case is rescheduled.

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27
Q

Would you use CLARITY_EAP for reporting on OpTime procedures?

A

No, CLARITY_EAP pulls records from the EAP master file, while OpTime procedures are stored in the ORP master file. The Clarity table for ORP is OR_PROC.

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28
Q

How do base procedures and preference cards relate to one another, and how does that relationship exist in Clarity?

A

Base procedures are the most generic record of what a procedure needs to be performed. Preference cards are built as modifiers to base procedures to tweak the procedure to reflect the specific preferences of a
particular service, surgeon, or location. A preference card’s modifiers can be found in OR_PROC_MOD_EAF_INDEX,
OR_PROC_MOD_ORP_INDEX, OR_PROC_MOD_SER_INDEX and
OR_PROC_MOD_SVC_INDEX.

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29
Q

How are supplies created “on the fly” differentiated from permanent SUP records?

A

It will be marked as a temporary record, found in

OR_SPLY.TEMP_RECORD_YN.

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30
Q

Which columns would you need to add to your report in order to see the total number of supplies that were opened during the course of a surgery? Where are these fields documented? What column indicates how many should be opened in preparation for surgery but does not reflect the actual number?

A

In order to see the total number of supplies that were opened during the course of a surgery, you would need to add the SUPPLIES_USED and SUPPLIES_WASTED columns. These two fields are documented in the
log, which represents what actually happened in surgery. The NUM_NEEDED_OPEN column indicates how many should be opened in preparation for surgery but does not reflect the actual number.

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31
Q

What is the main difference between a case and a log? When would you use OR_CASE vs. OR_LOG?

A

You would use OR_CASE to report on how a surgery was planned. You would use OR_LOG to report on what actually occurred during the surgery.

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32
Q

What pieces of information would you find in the log documentation of staff or equipment that you would not find in the case?

A

The individual SER record of the staff member or piece of equipment.

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33
Q

How do you know an implant was created from a supply record?

A

OR_IMP.INVENTORY_ITEM_ID will link to the SUP record the implant was created from in OR_SPLY

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34
Q

How could you differentiate a thin log from a surgical log?

A

The CASE_ID column will not be populated for a thin log.

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35
Q

What is the difference between a case tracking event and a timing event?

A

Timing events are standard events from the AACD for surgeries that allow reports to avoid parameters to define the category value for the event.

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36
Q

True or False. You should use the column

PAT_OR_ADM_LINK.OR_CASELOG_ID to link to a case only if a log has already been created from it.

A

False. The column PAT_OR_ADM_LINK.OR_CASE_LOG_ID should not

be used as a foreign key.

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37
Q

Who should you work with to set the properties in V_LOG_BASED?

A

The OpTime project team should supply the values that should be used for the properties, and your ETL Administrator should set the values in the
Clarity Compass.

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38
Q

True or False. Physician turnover can only be calculated if the physician’s cases all take place in the same OR.

A

False.

39
Q

What is the difference between Correct time and Outside time?

A

Correct time refers to case/log time that occurred at the same time as a matching block. For example, if there was a block for surgeon Smith from 12 – 5 and he performed a case during that time, the log time would be
correct. If he performed a case during that time, but ran long and finished at 6, the hour of time from 5-6 would be considered outside because it occurred outside of the block. In the context of room utilization, correct
time refers to a case/log time that occurred at the same time as a matching room template.

40
Q

What is floating block utilization?

A

Floating block is the functionality that allows cases to match blocks even if they are not scheduled into or performed in the same room as the block. With this functionality, a case in room 1 could get credited to a block in room 7.

41
Q

How does the utilization data in OR_UTIL_BLOCK get calculated?

A

The data in OR_UTIL_BLOCK is generated by a batch job that runs as a scheduled process (often nightly). Based on a number of settings, this process takes case or log information and compiles it into a snapshot
number (or unique identifier), at which point is ready to be extracted to Clarity

42
Q

What are the three types of questionnaires and how does a questionnaire’s type affect the way you would report on it in Clarity?

A

The three types of questionnaires are selectable, procedure, and verify. Selectable questionnaires are defined in a system or location definition,
making them available for a user to select in the case or log. A procedure questionnaire is attached to a procedure record and automatically defaults into a case or log if that procedure is added. A verify questionnaire is attached to a particular log verification. You will use
different Clarity tables to link to a questionnaire’s answer record depending on the way the questionnaire is added to the case or log.

43
Q

In what data format will answers to questions appear in Clarity?

A

Answers to questionnaires will extract to Clarity as a VARCHAR data type, regardless of the data type of the question. A date will extract as a string, and so will a numeric field. In the case of a networked answer, a
category list or custom list, the actual name will be extracted.

44
Q

How do surgeon authorizations differ from staff and equipment authorizations?

A

combination. You can then specify the specific procedures the surgeon is authorized for under that combination of service and location. Staff and equipment authorizations still specify a service and location
combination. However, you do not specify individual procedures. If they are authorized for a service and location combination, they are authorized for all procedures in that service and location combination.

45
Q

What is a Balance Record

A

OpTime uses balance records, which stores location-specific values for a given supply to account for the same type of suplly being stored in multiple places in a facility or in multiple locations, purchased at different prices, or marked up at different rates.

46
Q

Can Supply records be Linked to Balance Records

A

Yes, they are always tied to supply records. Balance records can be configured to store override values for items such as cost and charge, depending on where the supply is being used.

47
Q

Can a single supply be charged for different amounts depending on the OR location where a surgery occurs in the OpTime application?

A

Yes, because of Balance Records, a particular inventory location, and surgical location can store specified inventory in the BAL masterfile designating location specific supplies.

48
Q

What does the OR_BAL table store?

A

It stores BAL (balance) records, which contain location-specific data for supplies. It is NOT used to obtain charge and cost info that comes from OR_BAL_OVT

49
Q

SUP masterfile

A

contains records of individuals supplies

50
Q

PCK records

A

Records of individual supplies grouped together in a Pick list to be used for scheduling/documentation and can be attached to a procedure or a case and log

51
Q

Three types of Pick Lists

A

Procedure Pick Lists
Core Pick Lists
Case/Log Picklists

52
Q

In a preference card builder, what are the three primary pieces of information in a pick list that are documented

A

1 the supply (the supply record from SUP)
2 the number open (the # opened and avail for surgeon)
3 the number prn (the # extra supplies onhand not open)

53
Q

T or F in Clarity, if a core pick list is attached to a procedure pick list, the contents of the core pick lists is not copies into the procedure pick list, it is stored as a link to the core pick list.

A

TRUE

54
Q

T or F; if you want to see all supplies a procedure specifies, you need to look at the procedure’s pick list and any core pick list that is attached to it.

A

TRUE

55
Q

What table stores the basic structure of a pick list?

A

OR_PKLST

56
Q

Can you use OR_PKLST table to find the SUP records that are actually in the PCK record?

A

NO you have to use either
OR_PKLST_SUP_LIST or
OR_PKLST_DRUG_LIST

57
Q

Can you use OR_PKLST table to find a CORE PKLIST a procedure is linked to?

A

NO you have to use

OR_PKLST_CORE

58
Q

Masterfile for Surgical cases?

A

ORC

59
Q

What masterfile stores perioperative documentation?

A

ORL records - Surgical Logs

60
Q

T or F Cases copy data from the procedures they contain?

A

True

61
Q

When procedures are specified for a case, the requirements specified in the ___ masterfile records are copied into the case.

A

ORP

62
Q

What is the difference between resource tables from procedure tables (ORP) and OR CASE_STAFF NEED resource tables?

A

In the procedure (ORP) we can only designate 2 scrub nurses. In the Case we can designate who the two scrub nurses are along with how long they are expected to be needed.

63
Q

T or F; is a Supply an inventory item which is expendable with use?

A

True

64
Q

What is the difference between a Supply and an Implant

A

The implant is left within the patient, a supply is not

65
Q

Where is the collection of supplies needed for a particular case stored?

A

In a pick list

66
Q

Linking of pick list to case

A

OR_CASE.OR_CASE_ID>OR_PKLST.CASE_ID

67
Q

Can implant trays be added to cases?

A

yes just like procedures (ORP records)

68
Q

What are three workflows a scheduler might follow if a case needs to be removed from the schedule?

A

1 Cancelled: from either case depot or from schedule will not be rescheduled
2 Removed: Should be rescheduled but not going to happen at scheduled time puts case back in case depot for rescheduling
3 Shuffled: if case is going to be immediately rescheduled; shuffled off the schedule and puts case in a dedicated case depot for immediate rescheduling.

69
Q

What is a common situation where case shuffling is used?

A

When two cases need to switch times with each other. One case is shuffled off, the second case is moved to the first case vacated slot, and the first case is then rescheduled into the second case’s vacated spot

70
Q

If a case is created in error. What happens to it?

A

It can be voided; which marks case as totally invalid, removed from case depot and schedule; where end user can see it, however still retained in Chronicles for historical purposes.

71
Q

V_CASE_SCHEDULE_CHANGE is used for what? and required what two properties to be set in the view.

A

The table contains info about times when a case is performed, canceled, rescheduled or when the case is marked as procedure not performed on the day of the procedure. Properties in Property Values tab of the view need an action time frame (case took place within x number of daysbefore procedure date) and patient class values set in view.

72
Q

What does procedure not performed mean?

A

Refers to the cases where the log was created but the procedure was not performed.

73
Q

What does scheduled mean? in VCASESCHEDULE CHANGE

A

refers to cases that are on the schedule and do not have the patient out of OR time documented

74
Q

V_CASE_SCHEDULE_CHANGE VIEW pulls info from these two tables

A

OR_CASE - cancellations and OR_CASE_AUDIT_TRL use OR CASE if you need to report on removal or cancellation reasons, dates or user ids

75
Q

What are the Masterfile records for Procedures?
Case Records?
and Logs?

A

Procedures are ORP records
Case records are ORC records
log records are ORL records

76
Q

T or F? When a log is created, many items (such as surgeons, procedures and resources) are automatically populated from the case?

A

TRUE

77
Q

Once a log is opened, can further changes to the case be copied into the log?

A

No; and further changes in the long wil not be copied back to the case

78
Q

Difference between V_LOG_STAFF and

OR_LOG_ALL SURG

A

V_LOG_STAFF stores the total time each staff member was present in the operating room
OR_LOG_ALL_SURG stores individual in/out times for surgeons

79
Q

For individual in/out times for surgical staff (non-surgeons) what tables can be used?

A

ORM log tables

80
Q

What masterfile record is created when an implant is documented in a log to store the action taken on the implant, where it was implanted to or explanted from and other clinically relevant information?

A

an ORM record

81
Q

What masterfile record store implant data such as serial number, catalog number, log number and cost of a related implant

A

an IMP record

82
Q

Does an IMP record need t be created ahead of time to be selected during surgical documentation?

A

No, an Implant (IMP) record can be created ahead of time to be selected during surgical documentation, or can be created on the fly in the log. IN EITHER case these records can be associated with surgical supply (SUP) records if the type of item being implanted exists in the SUP masterfile and will automatically populate a number of IMP data items if a matching item exists in the SUP record (i.e. cost, charge, mfg, charge code)

83
Q

Can an implant serial number and lot number be pulled from an associated SUP record?

A

No, they are unique to the individual implant.

84
Q

T or F; can OR_IMP_WASTED; OR_IMP_EXPLANT and OR_IMP_IMPLANT tables, because they are multiple response tables, store more than one log and one date of wasted implant, explant event, or implant event?

A

False Although these tables are multi response table formats, epic can currently only store one log and one date of implantation, explanation and/or wastage for these tables.

85
Q

what is an IMT record

A

IMT records are Implant trays and are an EPIC infrastructure grouping for implants which are frequently used together.

86
Q

What are the two ways that implant trays IMT are similar to pick lists?

A

1 they are both lists of SUP records (implants all containing a type of implant)
2 there are two diff kinds of IMT records (implant trays and implant groups) same as with pick lists you can have a procdure pick list and a core pick list. an implant tray similarly can list its own sups and link to implants groups with additional sups. the difference is unlike a procedure pick list, which can only link to one core pick list, and implant tray can point to multiple implant groups

87
Q

what table is used to report on just implants documented in the log?

A

OR_LNLG_IMPLANTS in the ORM Tables appendex

88
Q

What view is designated to simplifly reporting on the supply and implant cost and usage. For each posted log, this view will return a row for each supply or implant used or wasted?

A

V_LOG_SUPPLIES_IMPLANTS

89
Q

What table can be used to simplify reporting on case costing by combining supllies and implant cost information about a single case into one place?

A

V_CASE_COSTS

90
Q

What is a case tracking event in OpTime?

A

It is a marker that Optime uses to keep track of when specific events happened. It can be used for any perioperative event a facility has decided is worth tracking, i.e. pt enters pacu, incision begins, or staff finished cleaning up room for next patient

91
Q

You can map your organization’s case tracking events to each of EPICs standard timing events on the timing event mapping form on OpTime Locations and System Definitions. T or F

A

True these were developed using recommendations from the American Association of Clinical Directors, this is a standardized list of events and durations tracked during surgery to allow for consistent reporting. This eliminates the need for event=specific parameters in reports

92
Q

Are case tracking events part of the log or part of the case?

A

They are part of the log

93
Q

What view contains information about case timing events associated with a log

A

V_LOG_TIMING_EVENTS contains one row per log, and one column per standard timing event and duration between standard timing events

94
Q

What is a thin log

A

It is not built from a case, it is used for appointments that need opTime/Anesthesia documentation but don’t use an OR. Typically the pat will go through the PACU for recovery even though the procedure was not performed in an OR. Uses documentation such as staff documentation and case tracking events, you may want to include or exclude these logs from a report depending o reporting need.

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