Operating Theatre Management System (OTMS)

- first year experience with OT time capture

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 Background
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:
ƒ patient care process
ƒ resource management
ƒ efficiency of OT

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 Objectives
ƒ To improve the quality of patient care and services
through information sharing among different disciplines during the
.
patient care delivery process

ƒ To assist management in resources utilization by providing

OT management real-time information on status and schedules of all
theatres.

ƒ To improve the staff productivity by saving time in compiling

statistics report and searching information. For example, average elective
major OT waiting time.

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 OTMS Steering Group
Dr. Joseph LUI Dr. C. YEUNG
COS(Ana)/CMC CONS(SRG)/QMH
Co-Chairman Co-Chairman

<Anaesthetisiologist> <Surgical Stream > COC Representative <CIPO>/<ITD>

Cluster Representative Cluster Representative

Dr. Wallace CHIU Dr. C.K. WONG Mr. Alick CHIU Dr. N.T. CHEUNG
COS(ANA)/PYNEH CONS(NEU)/PYNEH DOM(OT)/NDH EM(HI)/HAHO/ITD
HKEC HKEC (Nursing)

Dr. Theresa HUI Dr. C. YEUNG Dr. S. W. TSANG Mr. Anthony CHEUNG
CON(ANA)/QMH CONS(SRG)/QMH COS(GYN)/TKOH SSM(CS)/HAHO/ITD
HKWC HKWC (O&G)

*Dr. Y.F. CHOW Dr. H. K. WONG Mr. Tony FUNG

CCOS(ANA)/QEH COS(O&G)/QEH SM(CS)3/HAHO/ITD
KCC KCC (Secretary)

Dr. H.K. CHENG Dr. S.H. LAM Ms Ellen TONG

COS(ANA)/TKOH COS(Surg)/UCH M(CD)5/HAHO/ITD
KEC KEC

Dr. Joseph LUI *Dr. John KWOK

COS(ANA)/CMC COS(Neuro)/KWH
KWC KWC

*Dr. K.M. HO *Dr. P M YUEN

CON(ANA)/NDH CON(O&G)/PWH
NTEC NTEC

Dr. T.W. LEE Dr. Y.Y. CHOW

COS(A&IC)/TMH COS(O&T)/TMH
NTWC NTWC 4
 OTMS Project Scope
Phase 1 : 4 years project 03/04 – 06/07

ƒ Development Phases
¾ a. Elective booking module
¾ b. Emergency booking module
¾ c. OT Activity tracking module

ƒ Implementation
¾ 14 acute hospitals
¾ 9 major surgical stream departments

ƒ Statistics
¾ Total no. of OT room in HA = 200
¾ Total no. of Operation Booking / year = 250,000
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 OTMS Functions & Architecture

• Phase I
• Phase II

•HAHO Monitoring Reports

•Standard Reports
•Elective •Ad hoc Reports
•Emergency •Pre-assessment •Data Extraction
•Cross Hospitals •Intra-op Anaesthetic Record •Average Elective Major OT
•OT List •Post-assessment waiting time
•Patient Tracking •Nursing record
•Suites Status Enquiry •Anaesthetic record
•Utilization Reports
•Case Record (大簿) •Anaesthetic machines
•EIS / Data warehouse

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 Progress Status
OTMS Phase 1a, 1b, 1c planned and actual implementation schedule as at end of April 06
Cluster Hospitals Elective OT Booking Emergency OT Booking OT Theatre Time Activity
(Phase 1a) (Phase 1b) Management (Phase 1c)

Proposed Live Run Date Proposed Live Run Date Proposed Live Run Date

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

KEC UCH 03/04 Completed 04/05 Completed Aug-05 Completed

TKO 03/04 Completed 04/05 Completed Aug-05 Completed
KWC CMC 03/04 Completed 04/05 Completed Jan-06 Completed
KWH 3Q 06 Completed 2Q 06 Completed 2Q 06 Completed
Commenced for O&G,
PMH 1Q 06 Aug-05 Completed 3Q 06
NEURO
YCH 03/04 Completed Sep-05 Completed 3Q 06
KCC QEH 3Q 06 3Q 06 3Q 06

NTEC NDH Nov-05 Completed Jun-05 Completed May-06

Commenced for O&G, ENT,
PWH Mar-06 4Q 06 4Q 06
NS
Commneced for O&G,
AHN Mar-06 N/A N/A 4Q 06
Surgery, ENT

HKEC PYN 03/04 Completed Sep-05 Completed 2Q 06

RHTSK 03/04 Completed Nov-05 Completed 2Q 06
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Elective Booking - Weekly View

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Emergency OT List

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 Statistical Reports

ƒ Emergency OT Utilization

ƒ Elective waiting time (waiting time)

ƒ Usage report

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OT Activities Time

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OT activities time & definitions

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 First year experience

ƒ Need for benchmarking

ƒ Local / overseas
ƒ Improvement

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OT activities time & definitions

Induction time

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OT activities time & definitions

Turn around time

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OT activities time & definitions

Transport time 17
 First year experience - conclusion

ƒ Initial statistic report on OT time revealed confusing

results
ƒ Range:
- 30 to 140 minutes (induction time)
- 10 to 120 minutes (turnaround time)

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OT activities time & definitions

Anaesthetist inserts
an IV cannula in patient
in Day Surgery Unit

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OT activities time & definitions

Surgeon puts in
a Foley catheter
Before Anaesthetist
induces

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OT activities time & definitions

Conversion of
spinal anaesthesia
To GA after
incision of skin

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OT activities time & definitions

Patient returns to
Operating Theatre
For control of
bleeding

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 First year experience - conclusion

ƒ More precise definition on specific times is required

ƒ Regular training of frontline is important

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OT activities time & definitions

Anaesthetist control time

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OT activities time & definitions

Surgeon control time

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OT activities time & definitions

Nurse control time

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OT activities time & definitions

Supporting Service
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Control time
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