Operating Theatre Management System (OTMS)

- first year experience with OT time capture

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:
patient care process
resource management

efficiency of OT

Objectives

quality of patient care and services

To improve the
through information sharing among different disciplines during the

.
To assist management in resources utilization by providing
patient care delivery process

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

theatres.

staff productivity

To improve the
by saving time in compiling
statistics report and searching information. For example, average elective
major OT waiting time.

OTMS Steering Group

Dr. Joseph LUI
COS(Ana)/CMC
Co-Chairman
<Anaesthetisiologist>
Cluster Representative

<Surgical Stream >

Cluster Representative

Dr. C. YEUNG
CONS(SRG)/QMH
Co-Chairman
COC Representative

<CIPO>/<ITD>

Dr. Wallace CHIU

COS(ANA)/PYNEH
HKEC

Dr. C.K. WONG

CONS(NEU)/PYNEH
HKEC

Mr. Alick CHIU

DOM(OT)/NDH
(Nursing)

Dr. N.T. CHEUNG

EM(HI)/HAHO/ITD

Dr. Theresa HUI

CON(ANA)/QMH
HKWC

Dr. C. YEUNG
CONS(SRG)/QMH
HKWC

Dr. S. W. TSANG
COS(GYN)/TKOH
(O&G)

Mr. Anthony CHEUNG

SSM(CS)/HAHO/ITD

*Dr. Y.F. CHOW

CCOS(ANA)/QEH
KCC

Dr. H. K. WONG
COS(O&G)/QEH
KCC

Mr. Tony FUNG

SM(CS)3/HAHO/ITD
(Secretary)

Dr. H.K. CHENG

COS(ANA)/TKOH
KEC

Dr. S.H. LAM

COS(Surg)/UCH
KEC

Ms Ellen TONG
M(CD)5/HAHO/ITD

Dr. Joseph LUI

COS(ANA)/CMC
KWC

*Dr. John KWOK

COS(Neuro)/KWH
KWC

*Dr. K.M. HO
CON(ANA)/NDH
NTEC

*Dr. P M YUEN
CON(O&G)/PWH
NTEC

Dr. T.W. LEE

COS(A&IC)/TMH
NTWC

Dr. Y.Y. CHOW

COS(O&T)/TMH
NTWC

OTMS Project Scope

Phase 1 : 4 years project 03/04 06/07

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

Implementation
14 acute hospitals
9 major surgical stream departments

Statistics
Total no. of OT room in HA = 200
Total no. of Operation Booking / year = 250,000
5

OTMS Functions & Architecture

Phase I
Phase II

Elective
Emergency
Cross Hospitals
OT List
Patient Tracking

HAHO Monitoring Reports

Standard Reports
Ad hoc Reports
Data Extraction
Average Elective Major OT
waiting time

Pre-assessment
Intra-op Anaesthetic Record
Post-assessment
Nursing record
Suites Status Enquiry Anaesthetic record
Utilization Reports
Anaesthetic machines
Case Record ()
EIS / Data warehouse

Progress Status
OTMS Phase 1a, 1b, 1c planned and actual implementation schedule as at end of April 06
Cluster

Hospitals

Elective OT Booking
(Phase 1a)

Emergency OT Booking
(Phase 1b)

OT Theatre Time Activity

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

UCH

03/04

Completed

04/05

Completed

Aug-05

Completed

TKO

03/04

Completed

04/05

Completed

Aug-05

Completed

CMC

03/04

Completed

04/05

Completed

Jan-06

Completed

KWH

3Q 06

Completed

2Q 06

Completed

2Q 06

Completed

Commenced for O&G,

NEURO

Aug-05 Completed

3Q 06

Completed

Sep-05

3Q 06

KEC

KWC

PMH

1Q 06

YCH

03/04

KCC

QEH

3Q 06

NTEC

NDH

Nov-05

Completed

Jun-05

PWH

Mar-06

4Q 06

AHN

Mar-06

Commenced for O&G, ENT,

NS
Commneced for O&G,
Surgery, ENT

N/A

N/A

4Q 06

PYN

03/04

Completed

Sep-05

Completed

2Q 06

RHTSK

03/04

Completed

Nov-05 Completed

2Q 06

HKEC

Completed

3Q 06

3Q 06
Completed

May-06
4Q 06

Elective Booking - Weekly View

Emergency OT List

Statistical Reports
Emergency OT Utilization
Elective waiting time (waiting time)
Usage report

10

OT Activities Time

11

OT activities time & definitions

12

13

First year experience

Need for benchmarking

Local / overseas
Improvement

14

OT activities time & definitions

Induction time

15

OT activities time & definitions

Turn around time

16

OT activities time & definitions

Transport time

17

First year experience - conclusion

Initial statistic report on OT time revealed confusing

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

18

OT activities time & definitions

Anaesthetist inserts
an IV cannula in patient
in Day Surgery Unit

19

OT activities time & definitions

Surgeon puts in
a Foley catheter
Before Anaesthetist
induces

20

OT activities time & definitions

Conversion of
spinal anaesthesia
To GA after
incision of skin

21

OT activities time & definitions

Patient returns to
Operating Theatre
For control of
bleeding

22

First year experience - conclusion

More precise definition on specific times is required

Regular training of frontline is important

23

OT activities time & definitions

Anaesthetist control time

24

OT activities time & definitions

Surgeon control time

25

OT activities time & definitions

Nurse control time

26

OT activities time & definitions

Supporting Service
Control time

27

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