East Florida DivisionSurgical Services C- Tracker

Surgical Services Tracker Types1. Waiting Room Tracker2. Pre-Op Tracker3. Main OR Tracker4. Post-Op Tracker

Waiting Room Tracker

Waiting Room Tracker Components1. Patient = 1st three letters of last name and 1st two

letters of first name2 Surgeon = Surgeon’s full name3. Last Update = updates family member’s on patient’s

current location based on most recent timestamp

entry

a) Location’s include = In Pre-Op (If patient in Holding, tracker

will read In Pre-Op) In Operating Room In Recovery (If patient in

Phase 2, tracker will read In Recovery)

4. Legend = Colors In Pre-Op will be yellow In Operating Room will be blue In Recovery will be green

Waiting Room Tracker Components Con’t Patient will be removed from the Waiting Room

Tracker under the following conditions: a) Patient is moved out of OR and does not

go to PACU or Phase2 b) Patient is moved out of PACU and does

not go to Phase 2 or Holding c) Patient is moved out of Holding and does

not go to OR

PRE-OP TRACKER

Pre-Op Tracker Components1. Late = uses into room time or uses time now; Compares to schedule time

and if time is greater than 1 hour, then the case is considered late. Late will appear in Red.

2. Blood = BBK product shows ready (RDY). An icon of a blood bag appears when product is transfusing. There is an indicator of “END” which means that the blood has been transfusing for > 3.5 hrs. It is a reminder to the end user that the blood administration may need to be stopped.

3. Allergies = an icon of a hand for a latex allergy will show in this column.

4. Schedule = shows the scheduled appointment time if exists. If not scheduled through Appointment, then uses operation time from OR. Area will turn brown if rescheduled.

5. New = new scheduled time.

6. Bay = Bay number that patient is located in Pre-Op.

7. Room = OR room number

8. Pt = First 3 letters of patient’s last name. Turns blue if first 3 letters are the same.

9. SCIP = an icon of a plus sign will show if this is a SCIP patient.

Pre-Op Tracker Components10. Procedure = Proposed Procedure; Add on procedures turn orange.

11. Site = Side L/R/B

12. Surg = Surgeon’s Mnemonic; turns green when closing previous case until cut time is entered.

13. Dur = Scheduled Duration based on Patient In to Patient Out average (does not include setup and cleanup time)

14. Arr = Inpatients shows the room they came from. Outpatient shows arrival time to registration.

15. PreOP = Into Pre-Op time (or updates to Holding, if applicable) from Enter/Edit Pre-Op data screen (PT ARRIVES)

16. Ready = Time ready for surgery (or updates to Holding, if applicable) from Enter/Edit Pre-Op data screen (PT READY)

17. Cut = Procedure Start time from Enter/Edit times/DX/Pos/Equ/Dev screen (Incision, Insertion of a scope, Exam under Anesthesia, Shooting of an X-Ray).

18. Close = Close/OR Procedure finish time from Enter/Edit Transfer to Phase I screen (Dressings On)

19. Out = Patient Out time

Pre-OP Tracker Color-Codes

Late: Turns red if IN ROOM case time is blank and the current time is past the scheduled time; if scheduled time is greater than 1 hour

Re-SCH: (Case Rescheduled) Turns time brown if case is rescheduled on the scheduling grid – trackers will update and color code will work even if profile has been documented on

Add-on: Turns procedure orange if case is booked as Case Type Urgent or Emergent

Surg : Turns Surg field green if surgeon with more than one case is closing on prior case; stays green until next case Cut time is entered.

Main OR Tracker

Main Tracker Components1. Late = uses into room time or uses time now; Compares to schedule time

and if time is greater than 1 hour, then the case is considered late. Late will appear in Yellow. Dur = Pulls in from the scheduling module. Turns red if over the duration time.

2. Room = a) Before case starts: room where case is scheduled b) After case starts: room where case takes place (if different)2. Schd= shows the scheduled appointment time if exists. If not scheduled

through Appointment, then uses operation time from OR. Area will turn brown if rescheduled.

3. Pt = First 3 letters of patient’s last name4. Delay = Delay code needs entered if patient In time is after scheduled time.5. New = New time if case is rescheduled 6. Dur = Scheduled Duration based on Patient In to Patient Out average (does

not include setup and cleanup time)7. Surg = Surgeon’s Mnemonic8. TAT = turnaround time minutes(Close time to cut of time of next case). This

is a surgeon turnaround time.

Main Tracker Components Con’t9. Procedure = Proposed Procedure; Add on procedures turn orange; * will

designates SCIP procedure and will appear in front of procedure.10. Site = Side L/R/B

11. Pre = Into Pre-Op time (or updates to Holding, if applicable) from Enter/Edit Pre-Op data screen (PT ARRIVES)

12. Ready = Time ready for surgery (or updates to Holding, if applicable) from Enter/Edit Pre-Op data screen (PT READY)

13. In = Patient In time from Enter/Edit times/Dx/Pos/Equ/Dev screen (wheels in)

14. Cut = Procedure Start time from Enter/Edit times/Dx/Pos/Equ/Dev screen (Incision, Insertion of a scope, Exam under Anesthesia, Shooting of an X-Ray)

15. Cls = Close/OR Procedure Finish time from Enter/Edit Transfer to Phase I screen (Dressings On)

16. Out = Patient Out time from Enter/Edit Transfer to Phase I screen (wheels out). Patient is removed from tracker once out time is greater than 30 minutes.

Main Tracker Color CodesLate: Turns yellow if IN ROOM case time is blank and the current time is past

the scheduled time; stays yellow until IN ROOM time is filled outDur: (Exceeding scheduled duration) Turns red if OUT ROOM time is blank

and time elapsed between current time and IN ROOM time exceeds scheduled duration

Re-Sch: (Case Rescheduled) Turns time brown if case is rescheduled on the scheduling grid – trackers will update and color code will work even if profile has been documented on

Add-on: Turns procedure orange if case is booked as Case Type Urgent or Emergent

Post-Op Tracker

Post-Op Tracker Components1. First column = If patient has been in PACU greater than 60 minutes , >60min

will show in yellow. Turns red if PACU Delay code (PACU02) used.2. Ord (Orders) = An icon will show for new orders. An icon will

show if some and not all orders have been ACK . A icon will show for stat orders and it will flash.

3. Med = A icon will show for new meds.4. Bld (blood)= Blood = BBK product shows ready (RDY). An icon of a

blood bag appears when product is transfusing. END will show when BBK product has been infusing > 3.5 hrs and is a reminder to the end user that the blood administration may need to be stopped.

5. Alg (Allergies) = an icon of a hand for a latex allergy will show in this column6. Note = An icon of a paper will show if the post op note was completed.7. Room = a) Before case starts: room where case is scheduled or b) After case starts: room where case takes place (if different) or c) PACU bay number8. Time = Scheduled time (will update if case is rescheduled via the scheduling

grid regardless of whether documentation has begun)9. Pt = First 3 letters of patient’s last name

Post-Op Tracker Components Con’t10. Dur = Scheduled Duration based on Patient In to Patient Out average (does

not include setup and cleanup time)11. Surg = Surgeon’s Mnemonic

12. Anes =

a) Before case starts: Anesthesiologist scheduled for case

b) After case starts: Anesthesiologist from Case Staff screen (if different)

13. SCIP = an icon of a plus sign will show if this is a SCIP patient.

14. Procedure = Proposed Procedure; Add on procedures turn orange.

15. Site = Side L/R/B

16. In = In = Patient In time from Enter/Edit times/Dx/Pos/Equ/Dev screen (wheels in)

17. Cut = Procedure Start time from Enter/Edit times/Dx/Pos/Equ/Dev screen (Incision, Insertion of a scope, Exam under Anesthesia, Shooting of an X-Ray)

Post-Op Tracker Components Con’t18. Cls = Close/OR Procedure Finish time from Enter/Edit Transfer to Phase I

screen (Dressings On)19. PACU = Patient Arrives in PACU time from Enter/Edit Phase I data screen20. P II = Patient Arrives Phase 2 time from Enter/Edit Phase 2 data screen21. Room = Inpatient room from admissions (if discharged/departed from

admissions, “Home”) a) If patient doesn’t go to PACU, tracker will show unit room # from

admissions (based on presence of Out of OR timestamp and temporary location not “PACU”)

b) Room # populates when Out of PACU time is entered (staff must remove temporary location from Post-Operative documentation if patient is going to the floor

22. Patient Removal (from tracker) = a) If out of OR greater than 30 minutes and not in PACU b) if out of PACU greater than 30 minutes and in Phase 2 c) If out of Phase 2 and greater than 15 minutes d) If out of PACU and greater than 15 minutes & PACU holding

Post-Op Tracker Color-CodesPACU>60: Turns yellow 60 minutes after Into PACU time from Enter/Edit

Phase I data screen to indicate patient has been in Recovery for an hour or more

Closing: Turns green when Close time is entered on Enter/Edit Transfer to Phase I screen

Add-on: Turns orange if case is booked as Case Type Urgent or Emergent

Icons and LegendICONS LEGEND

NEW MEDS

NEW ORDERSSome, not all orders have been ACK

STAT ORDERS

BBK PRODUCT READY

BBK PRODUCT TRANSFUSING

BBK PRODUCT COMPLETE

Latex Allergy

RDY

END