Ensuring Surgical Hub Success

Critical role of real-time staff scheduling across multiple surgical locations

Customer

Tallaght University Hospital (TUH) is one of Ireland’s major academic teaching hospitals. With 562 beds, 16 theatres and 21 ICU beds. TUH treats over 18,000 surgical patients per year.  

TUH implemented Ireland’s first Surgical Hub (the Reeves Day Surgery Centre (RDSC)). This case study describes the critical role that MedModus’ Roster Management System (RMS) plays in maximizing theatre session utilisation across the hospital’s main site and RDSC.

The Challenge

The introduction of the RDSC added significant additional scheduling complexity for both Anaesthesia and Surgical specialties. Paper and spreadsheet-based processes were prone to error and miscommunication. Significant time was required to create and manage staff schedules across main theatres, the RDSC theatres and ICU. Surgery and Anaesthesia also had separate schedules which were not integrated.

TUH’s perioperative directorate needed a system for managing theatre, ICU and other shift allocations for its 180 anesthesiologists and surgeons. The system would need to integrate schedules, facilitate real time communication of allocations and changes between schedulers, doctors, and patient flow teams.

“TUH wanted the investment made in the RDSC to be effective in terms of capacity utilisation and improved patient wait times. With staff working across two locations, it was important that theatre and other shift allocations would be transparent and changes to rosters could be seen instantly.”

Tallaght University Hospital, Chief Operations Officer

    Solution

    TUH introduced the MedModus RMS to manage staff and theatre session scheduling across its 12 on-site, 4 off-site theatres and the ICU.

    MedModus’s RMS streamlines the process of scheduling surgical and anaesthetic staff to theatres, the ICU and other areas such as the pain management service. Staff rosters managed through the system include consultant surgeons, consultant anaesthetists and junior doctors. All staff access the system via mobile phone app or desktop application. Functionality includes:

    • Automate the creation of theatre, ICU and other shift rosters.
    • Automatically consider clinician availability.
    • Leave management module.
    • Real-time shift warnings to highlight gaps and leave clashes.
    • Assignment intelligence to support allocation decisions.
    • ‘Offer’ functionality to fill theatre gaps well in advance.
    • Optimisation algorithms to create complex on-call rosters fairly.
    • Analytical reports for theatre utilisation insights.
    • Rapid response managed service support.

    Clinicians are made immediately aware of allocation changes made by schedulers via the mobile app and can use it to notify leave. Schedule coordinators can also use the mobile app to make allocation changes.

     

    Results

    The MedModus RMS has transformed how TUH surgical and anaesthetic rosters are produced, and theatre sessions allocated day to day. Measurable results include:

    • Hundreds of administrative hours saved through automating paper-based scheduling processes.
    • Weekly surgery/anaesthesia scheduling meetings cancelled as no longer necessary with live scheduling and improved interdepartmental transparency and co-operation.
    • Co-ordinating theatre allocations to help TUH staff achieve:
      • 36% increase in day case surgery to 10,500 per year.
      • Day surgery wait time of 9 weeks (-75%).
      • Theatre session utilistation increases of 16%.

    TUH’s day surgery hub has dramatically improved waiting times. MedModus’s RMS is essential to coordinating the scheduling complexity that comes with multiple specialties and hundreds of staff operating across two sites. It provides the real time visibility that clinicians and managers need to ensure effective surgical hub implementations.

    Testimonial

    “MedModus’ RMS ensures staff have real time visibility of theatre schedules and any changes. The system is key to effectively co-ordinating the allocation of surgeons and anaesthetists to our on-site and off-site theatre locations. The RMS mobile phone app also makes interaction with the system easy for busy clinicians”.

    Tallaght University Hospital, Assistant Director of Nursing Theatre

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