1. Surgery Quality and Workflow Manager
Block Utilization Wizard

2. Learning Objectives
After instruction, students will be able to complete the following tasks:
Log in and select module
Set up block report parameters
Set up room report parameters
Run Block and Room Utilization Reports
Thank participants for coming.
Introduce training team.
Ask participants to introduce themselves.
Ask participants for name, where they are from, (if class participants are from various geographical areas) experience with the VA, and what they want to get out of the training.
Inform participants about schedule, breaks, lunch, as well as the location of bathrooms, exits, food, etc.
Set Classroom Expectations (cell phones off, starting on-time, minimize distractions).
Lead participants through material on their desks.
EXPLAIN:
During the instruction, you will be given the opportunity to practice each of the tasks listed as a learning objective.
The purpose of today’s training is to provide an understanding of the functionality of the OR Scheduling tools, specifically Block Utilization Wizard.
Block Utilization Wizard is used to run reports analyzing the effectiveness of room, service and other blocks. These reports can be used to adjust block time and identify trends in how resources are being used.

3. Block Utilization Wizard Icon
DEMONSTRATE:
To access the Block Utilization Wizard, click the SQWM Admin Modules folder. and then Block Utilization Wizard icon.

4. Access Block Utilization
DEMONSTRATE:
The Block Utilization Wizard login screen allows the user to log into the Application and change the password.
EXPLAIN:
The permissions granted are based on the role of the user. Based on their role, all users may not perform some actions in the following screenshots and instructions. Role-specific privileges will be highlighted throughout the training material.
NOTE:
As we walk through the examples and practice exercises, you may see what appears to be patient data. All screenshots and training exercises take place in a training database, and no actual personal patient data is used.

5. Block Utilization Wizard
EXPLAIN:
After you log on, you can navigate through the Room and Block Utilization Wizard by one of two methods: You can either click Next, or you can select the tabs at the top of the screen sequentially to enter the criteria for the report.

6. Type Tab
EXPLAIN:
Select the type of resource for the utilization report you want to run, either by clicking the Block or Room radio buttons. Only one type of resource may be selected at a time.
DISCUSS:
Block utilization reports are used to analyze the effectiveness of resources reserved by block. Generally blocks are assigned by service, i.e. cardiac, orthopedics. Blocks can also be set up for surgeon groups, such as Tennessee Valley Orthopedics.
Room utilization reports are used to analyze how operating rooms are being used. There are settings to adjust whether to include setup or cleanup time or to breakdown room utilization by service group or physician.
The Type selection determines whether the fifth tab is labeled Blocks or Rooms. We will discuss each type.

7. Date Range Tab EXPLAIN:
Click Next or click the Date Range tab to proceed. The date range allows the user to limit the utilization report to specific date ranges, specific days of the week, and even specific times within those ranges.
The user can set the Start Date and Stop Date for the report by typing in the desired date in their respective fields. Clicking the (...) icon next to the start or stop dates brings up a calendar view. Clicking any date in the calendar view selects that date for the associated Date field.
The start time and stop time can also be set to limit the report criteria. Enter the times you want in their respective boxes (time is entered in military time).
The Week Days field allows you to pick utilization for a specific day, such as for Mondays.
NOTE:
The report header displays Monday-Sunday, but the data returned is only for the date range selected.
The Utilization Wizard selects an appropriate start and stop date based on the Week Days setting. For example, if the Start Date is set to the 10th and the week day setting was set to Sunday, if Sunday is the 11th, the start date defaults to the 11th.

8. Sites Tab
EXPLAIN:
On the Sites tab, you can choose which sites to include in the report.
Highlight the desired site by clicking on it. If you want to select multiple sites, hold down CTRL while you click on the sites.
If you want to select a range of sites, click on the first site, then hold down the shift key while you click on the last site in the range.
If you want to include all the sites, select All.

9. Blocks Tab
DISCUSS:
The Blocks tab allows you to discriminate by blocks when running a utilization report. The Blocks tab also has radio button groups that control the settings to determine the way certain time elements and other report variables are handled.
Users must have the room start and stop times completed on each case in the OR Scheduler and Periop Nursing Documentation modules or the case is rejected from analysis.

10. Counting Setup and Cleanup
EXPLAIN:
Settings in the How to Count Setup and How to Count Cleanup areas can make a vast difference in the outcome of the block utilization report. These two variables control the way the utilization wizard handles case setup and cleanup, so it is important to understand and apply them correctly. Both radio button groups have the same options and work the same way.
The Exclude setting ignores the setup and cleanup time in the block utilization report calculations. These times are counted as unused time and ultimately lower utilization percentages. This is a straightforward method of calculating block utilization, but where turnover times are longer, utilization percentages are lower.
The Service setting uses a default setup and cleanup time for every procedure. To use this option, the setup and cleanup times must be built in to the service master table of the database maintenance module.

11. Counting Setup and Cleanup
EXPLAIN:
The Scheduled option uses default setup and cleanup times from the OR Scheduler. This method allows flexibility because setup and cleanup times can be varied by the individual case. This data comes from the OR Scheduler Module.
The Case option is the most flexible method of factoring in the setup and cleanup times into the utilization report. This option, if activated for the VA, uses the actual setup and cleanup times logged during each procedure. The case method should be the most accurate method because it uses actual data rather than an assumed value. However, if the time is not documented, the case is rejected in the utilization report.

12. Block Settings EXPLAIN:
The default is to leave the Use First Start to Last End Method field and Max Gap field blank. Selecting the Use First Start to Last End Method calculates utilization from the start of the block to the end of the block with any gaps less than the Max Gap. If the Use First Start to Last End Method field is selected, you must enter a Max Gap.
The Max Gap indicates the maximum gap time to count as being used. If you enter 15 minutes, any gaps of 15 minutes or less between surgeries is counted towards the block utilization. If there are gaps of greater than the max, they are not counted towards the block utilization. So in the previous scenario, a gap of 20 minutes would be excluded from the block utilization
NOTE:
Cases that are put into a reserved status and are never updated to scheduled before logging are treated as a scheduled case.
ASK:
Can you think of a time when you might want to use these settings?

13. How to Count Blocks EXPLAIN:
The settings for how to count blocks helps identify the effectiveness of block release times for scheduling. These settings allow you to see how far in advance cases are being scheduled and improve resource allocation. There are three radio buttons: Normal, Before, and After.
Normal ignores any release time information when running a report. So a case scheduled during a block time is counted toward block utilization regardless of when the block is released. If the effectiveness of release times is not important you should select this option.
Before displays the block utilization, including only the cases scheduled before the block release time.
After displays the block utilization including only the cases scheduled after the block release time. This information may be helpful to evaluate the appropriateness of the release times.

14. How to Count Blocks EXPLAIN:
By comparing the reports with before and after settings, OR Managers can determine how effective release times are for each block and make adjustments accordingly.
The Wizard calculates block times differently depending on whether or not the Count Overlapping Minutes checkbox is selected or not. This setting controls how the Utilization Wizard treats overlapping cases. Selecting this option lets you see how many surgeries are being performed outside of block time.
NOTE:
If using this setting and scheduled times, it is possible the report will count case overlap between cases.
The Utilization Wizard counts cases performed during a block time toward utilization regardless of the room in which the case is performed.

15. Level of Detail and Block Type
EXPLAIN:
If the Count Overlapping Minutes box is checked, you can change the Level of Detail options. There are two different possibilities for level of detail in Block Utilization Reports: None and Physician.
When the level of detail is set to None, a detailed level defaults to the respective service or group depending on the block type setting. More details about individual employees can be obtained if the level of detail is set to physician.
The Block Type radio button controls the different blocks that are available to the user: Service, Physician Group or Physician. This determines which category of blocks shows up in the window. From there, the user can select which blocks to include in the report.
When Block Type is set to Service, and a detailed level is set to Physician, the report details how much time each individual physician contributed to the overall utilization.
When Block Type is set to Physician Group, and the Level of Detail is set to Physician, the report details how much time each individual physician contributed to the overall utilization of that Physician Group block. Physicians who are not members of the specified group are not included in the report.
When the Block Type is set to Physician, the reports can be run for individual physicians.

16. Level of Detail and Block Type
ASK:
When might it be useful to run a report by Service? By Physician Group? By Physician?
The Multiple Free Time field references when the block is released. This block release information is entered in the Available Times Module to indicate when the resource is no longer reserved. This setting is only relevant when using the Before or After settings in the How to Count Blocks area.

17. Rooms Tab
EXPLAIN:
The Rooms tab is visible only when the resource type is set to Rooms.
The How to Count Set Up and the How to Count Clean Up settings work the same as on the Blocks tab.
The Level of Detail area enables the user to report a greater level of detail for room utilization. If None is selected, straight room utilization figures are returned for all rooms.
When the Service radio button is selected, the list of the different services available is displayed. Highlight the desired service by clicking on it. Multiple services can be selected by using the control key. Use the shift key and click on the first and last services in a range. If you want to include all services, click all.
NOTE:
Selecting the Service option only looks at the cases scheduled by that service, not at the block utilization.
If you select the Service Group radio button, the list displayed is available service groups, not employee groups. If you select the Physician radio button, you’ll be able to choose from a list of available physicians. Multiple employees can be selected by using the control key.

18. Finished Tab
EXPLAIN:
The Finished tab is the last step before generating the report. You must choose and enter a unique code for the analysis. The code can be a unique combination of up to 10 characters.
You must also choose and enter a descriptive name, this can be longer than 10 characters and also must be unique. Make sure to record the code and/or description so that you can easily access the report later.
If you check the Report Validation Information box a text file is created that restates the selected variables, shows all information, lists which cases had problems or were excluded from the analysis and can be used to double check the data returned by the report.
When you have the analysis criteria configured properly, click on Analyze. The analysis runs. When the report runs, you see a View Report button. The History button displays the analysis history; which tells you the code, description and date for every report you have run. When you have finished, click Close.

19. Analysis History EXPLAIN:
The Analysis History can be accessed from the Finished tab. The Analysis History lists the code, description and date for every report that you have run. If needed, click Remove Analysis to remove the record of that analysis.

20. Examples of Block Utilization
DISCUSS:
Let’s look at the urology block in this example. There are two cases scheduled. One from 10:00-11:30 and another case from 12:00-13:30. Now let’s look at how time would be counted in that block with different block settings applied.

21. Examples of Block Utilization
EXPLAIN:
This operating room has a urology service block from 09:00 to 16:00. If the Block Utilization Report is run with the Use First Start to Last End Method checkbox left unchecked (the default), there are 360 minutes of block time available. The two cases scheduled used 180 minutes of that time.
If the Block Utilization Report is run with the Use First Start to Last End Method checkbox checked and the Max. Gap is 30 minutes, the urology service is given credit for any gap time of 30 minutes or less. In this example, there is 360 minutes of block time available. The two cases and the acceptable gap used 210 minutes of that time.
If the Block Utilization Report is run with the Use First Start to Last End Method checkbox checked and the Max. Gap is 15 minutes, the urology service is given credit for any gap time of 15 minutes or less. In this example, there is 360 minutes of block time available. The gap is over 15 minutes, so the service is not given credit for that time. The two scheduled cases used 180 minutes of the block time.
ASK:
What would happen if there was another case from 13:45 to 15:15 in this last scenario?
What questions do you have about this setting?

22. Examples of Block Utilization
EXPLAIN:
When the Count Overlapping Minutes checkbox is left unchecked, and the Block Type is Service, the only cases that are counted are those scheduled in the urology block. If the other yellow case is also a 90 minute urology case, it is not counted in the report.
If the Count Overlapping Minutes checkbox is checked, the other yellow case in the third row is counted towards the block utilization. The report indicates that there were 360 minutes of block time available and that 240 minutes were utilized. This includes the case in the other operating room that overlapped the case scheduled in the urology block.
ASK:
Would it be possible for the minutes used to exceed the block time using this method?
How do you think using the setup and cleanup time settings might impact these two settings?

23. Review We have covered the following topics: Log in and select module
Set up block report parameters
Set up room report parameters
DISCUSS:
We logged into the Utilization Wizard Module. In this module, we learned how to navigate between tabs and select a report type. We discussed the variety of options to customize both room and block reports. What questions do you have about any of those processes?
ASK:
What happens when you use the First Start to Last End Method to calculate a Block Utilization Report?
What is the difference between Service, Physician Group and Physician Block Types?
When might you want to Count Overlapping Minutes?
Which setting ignores setup and cleanup times?
Which setting uses the actual setup and cleanup times?
Which setting looks at when blocks are released?
TRANSITION:
Next we will practice setting up a block utilization report and a room utilization report. Finally we will learn how to run the report, access it from the report tree and access the analysis history.

24. Practice- Setup Block Utilization Report
You want to set up a report to analyze if the block established for orthopedic surgeons is sufficient or needs to be expanded. You want to look at cases scheduled before the release time and at any cases scheduled outside of the block. You are particularly interested in data from the last month and want to include the scheduled setup and cleanup times for each case.
ASSIST:
Move around room providing assistance as necessary.
Select Scheduled on the Blocks tab, In the How to Count Setup field.
Select Scheduled in the How to Count Cleanup field.
ASK:
What questions do you have about setting up block utilization reports?
Select before in the How to Count Blocks field.
Select the Count Overlapping Minutes checkbox.
INSTRUCT:
Select Service in the Block Type field.
Provide directions to complete the practice.
Select Orthopedics from the Service list.
Open Block Utilization Wizard.
Enter your logon and password.
Click Next.
Enter code for your report of up to 10 characters.
Select Block on the Type tab.
Enter a descriptive name for your report.
Enter the desired Start Date on the Date Range tab.
Record your code or descriptive name.
Click Analyze.
Enter the desired Stop Date.
Click Close.
Select All from the Week Days list.
Select the site on the Sites tab.

25. Practice – Setup Room Utilization Report
You want to set up a report to analyze the room utilization at your site for the last month, including the default setup and cleanup times from the OR Scheduler Module.
ASSIST:
Move around room providing assistance as necessary.
Select the site on the Sites tab.
Select Scheduled in the How to Count Setup field on the Rooms tab,
ASK:
What questions do you have about setting up room utilization reports?
Select Scheduled in the How to Count Cleanup field .
INSTRUCT:
Select None in the Level of Detail field.
Provide directions to complete the practice exercise.
Enter code for your report of up to 10 characters.
Open Block Utilization Wizard.
Enter your password.
Enter a descriptive name for your report.
Click Next.
Select Room on the Type tab.
Record your code or descriptive name.
Enter the needed Start Date on the Date Range tab.
Click Analyze.
Click Close.
Enter the needed Stop Date.
Select All from the Week Days list.

26. Report Tree Icon EXPLAIN:
After you have performed the analysis, you must access the Report Tree to run the Block Utilization Report.
To log in, click the SQWM Admin Modules folder. Click the Report Tree icon.

27. View Utilization Report
DEMONSTRATE:
The option to log into standard or custom reports displays. Select Standard Reports/Scripts.
Click the down arrow at the end of the Reports field, scroll until you find the Block Utilization Report and select it.
The report to run for room utilization is Detail Room Utilization Report and can be accessed through the Report Tree- Administrative Reports-Time and Management Menu-Detail Room Utilization Report.
Click OK. The Run Report dialog box displays. Click Search or the Printer icon.
Enter the analysis code you created when running the Block Utilization Wizard into the Enter Analysis Code field. Choose either Hrs or Min from the Show Time in Hours or Minutes dropdown menu. The report runs and prints or you can view, then print by clicking the printer icon in the toolbar.

28. Review We have covered the following topics:
Log in, Change password and log off
Access Utilization Wizard
Set up block and room report parameters
Run Block and Room Utilization Reports
DISCUSS:
We have navigated to the Utilization Wizard, accessed the module, set up block and room report parameters, looked at various block utilization scenarios and run and print block and utilization reports. What questions do you have about any of those processes?
ASK:
How do you access a report?

29. Practice – Run and Print Report
After you set up the parameters for the block utilization block, you want to finish setting up the report, entering the code ortho.yourinitials. Enter ortho.yourinitials.yoursite.date for the long description. Then access Report Tree to print the report.
ASSIST:
Move around room providing assistance as necessary.
ASK:
What questions do you have about setting up room utilization reports?
INSTRUCT:
Provide directions to complete the practice exercise.
After completing the steps on slide 24:
Enter ortho.yourintials for the code.
Enter ortho.yourinitials.yoursite.date for the description.
Click Analyze.
Select Centricity Perioperative Manager from the Start Menu.
Select Report Tree.
Enter your Logon and Password.
Select Standard Reports.
Select Block Utilization Report from the Reports dropdown menu.
Click OK.
Click Search.
Enter ortho.yourinitials in the Enter Analysis Code field.
Hrs is already selected in Show Time in Hrs or Minutes dropdown menu.
Your report displays.
You may view it only or print by clicking the Printer icon in toolbar.

30. Questions? Session Wrap-Up ASK:
What are some settings you can apply to block utilization reports?
What are some settings you can apply to room utilization reports?
What settings might be useful for running utilization reports at your site?
Ask for any questions on the practice exercises. Are there any steps or processes that are unclear?
DISCUSS:
Any outstanding questions from the parking lot.
Please remember to complete your end of class survey in the Talent Management System.

31. Help Desk and References
Two methods of entering a service request
eService - low priority ticket
Phone – critical, high, medium, low priorities
Press 4 for Surgery Quality and Workflow Management, then
Press 4 to speak to technical support
SQWM Training SharePoint Site:
EXPLAIN
There are two methods of entering a service request, eService and by phone. Additional training information can be found at the SQWM Training SharePoint Site.

32. Course Evaluation EXPLAIN:
Your input and feedback is greatly appreciated.
Direct students to End of Course Evaluation location.