SIP Surgical Scheduling Process
SIP Intelligent Surgical Scheduling Process July 21, 2005
1. Once the decision has been made between the patient and the Physician to proceed with a surgical procedure, UWMC will follow a standardized approach (allowing for those exceptions that are appropriate) for the surgery scheduling process that will provide the maximum information possible to accurately prepare for this event.
2. A Patient Care Coordinator will schedule all cases for the departments, both inpatient and outpatient surgical cases. The exception will be for those emergent cases that do not allow for PCC scheduling on off hours or week ends. These cases will be addressed in a different manner to be described.
3. The Patient Care Coordinator will use a standard Surgery Worksheet, filling in all the information for the surgical case to be successful. Essential elements of the worksheet are: Accurate case type identified with the accurate preference list*, CPT and ICD9 designation. The worksheet will be faxed to the scheduling office, in addition to the PCC entering the elements necessary for ESI. This worksheet will allow the Surgical Services additional information about supplies/equipment/implants/patient preparation via physician orders that will be necessary for the patients preparation.
4. Surgical time estimates for the case will be given by the surgeon and the definition of surgical time will be: The time from the incision to case close.
Other time elements will be entered by the scheduler, and will consist of an average of the prior 10 cases with time measured from when the patient enters the room to incision. The two times together will comprise the surgical time estimate.
5. Released department block's are located on the Surgical Services Web site. PCC's
are requested to send an inquiry to Charge nurse about fit for the case. Charge nurse will evaluate any equipment, implant or staff expertise conflicts for the day requested.
Notification of these cases placement into the requested day will be within 24 hours of request via e-mail, telephone or fax by the ESI scheduler.
6. Case Cancellation, on day of surgery, the department will not be accountable for this block estimate time in their statistics. Booked blocked time is automatically released by the service (returned to the OR) one hour after a case cancellation. A surgeon may move his patients to fill a gap in his/her schedule if it occurs prior to the 0730 closure time day before case is to occur.
7. Barring any surgical complications, a case that is more than 20% over estimated incision to dressing time, will be considered over time.
8. When possible the department will identify the appropriate Preference list that goes with the case type identified, and this will be an automatic process.
9. Preference list changes should be addressed within 48 hours of request by the RN3 of the service.
10. All surgical cases for inpatient cases are financially cleared 48 hours
ahead of the case day.( what will happen when this is not done?)
11. Closure of the Operative Schedule is 48 hours from the date of surgery. Case cancellation and substitute of cases are evaluated by the Charge Nurse and Charge Anesthesia. Substitution of cases is based on patient preparation status.
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