Stanford ASC Perioperative Coordinator(ASC Scheduling Rotation)
Welcome to the ASC scheduling rotation – this elective was established to help expose residents to concepts in operating room scheduling, as well as too allow hands on experience in managing an ever-evolving OR Board. Through literature review, active participation in scheduling meetings, and most importantly direct communication with anesthesia residents, staff, nurses and surgeons one will be able to cultivate skills in ACGME competencies of interpersonal and communication skills, system-based practice, practice-based learning and professionalism. You have been afforded a unique opportunity to approach a day in an ambulatory surgery center from a different perspective – one that will hopefully allow you to better understand the complex dynamics involved everyday “behind the scenes”. Please find below a list of faculty that have expertise/interest in scheduling, several articles that detail key terms and concepts in ambulatory scheduling, and an attached worksheet that may help you get started when you get to “take the phone”.
Key Faculty
| Anesthesia Schedulers | Dr Lemmens, Dr Macario Dr Brodsky, Dr. Adriano and Dr Schmiesing. Wealth of experience and knowledge on OR scheduling and how to “manage” the board. Leader in scheduling meetings, and overall great resources. |
| Dr. Alex Macario | Authored several the articles you will find below, director of fellowship in management of perioperative services, has numerous contacts in the community of practitioners with scheduling experience/interest. |
| Dr. Pedro Tanaka | Academic focus on education and leadership, currently developing leadership curriculum and assembling resources that will help expand managerial skills. |
| Dr. Bassam Kadry | Focus on computer modeling and utilization analysis to better prognosticate needs and maximize efficiency. |
Support
The rotation is designed to give you a large amount of autonomy in managing the ASC. However, you are not without support and supervision. The main OR scheduler is ultimately responsible and always available for consultation and assistance, please do not hesitate to ask for help/advice as needed.
Key Articles
Scheduling Of Cases In An Ambulatory Center (Dexter, PMID 12812402)
- Excellent review that defines and outlines many key terms/concepts of scheduling. Will allow the reader to become acquainted with the different models of scheduling employed at different institutions and to utilize proper terminology in discussing scheduling concepts and practice.
Determining Optimum Operating Room Utilization (Tyler, D et al PMID: 12651670)
- Article that describes the use of computer modeling to help set variables (case length, length variability, pt arrival, etc…) in order to help predict the best usage of operating room time to maximize efficiency, profitability and productivity.
A Strategy For Deciding Operating Room Assignments For Second-Shift Anesthesiologist (Dexter and Macario, PMID: 10512265)
- Very helpful article that utilizes modeling to help determine best strategy for late day room assignment and relieving staff.
Important Contact Numbers and Tips
ASC Scheduler Phone – 33430 |
ASC CHARGE NURSE - 49420 |
| Patient Care Comes First!!! | At the end of the day our job is to deliver excellent and safe patient care. Efficiency and optimization are important, but patient care comes first. Always keep this in mind as you approach your day. |
| Less is More | You will be tempted to make “many” moves in trying to shave minutes from the day, this often never works. Unless you can save approx 1 hr consider keep things as is. By moving surgeons/anesthesia/nurses you will disturb many people’s day and often make them unhappy in the process. Moving several cases to save 15-30 min is rarely worth it. |
| Golden Rule “Do Unto Others” | For two years you have been on the receiving end of both very good and very bad scheduling, remember that. Try to be fair, friendly and transparent. |
General Outline For The Day
6:45 |
Arrive ASC, obtain phone and lists from front desk and try to plan you day |
9:00 |
Or scheduling meeting – meeting with MOR scheduler and key nurses for the upcoming days OR scheduling and trying to place add-ons. (to find room go to anesthesia call rooms and walk down the hall to you are approx across from locker rooms and look for small conference room next to Monique’s office. Everyone arrives at 9 am sharp, and it is a fast paced and fun meeting) |
9:00-2:15 |
Run the board, give breaks and be available to help in anyway to keep the day going and everyone happy. |
2:15 |
Second OR scheduling meeting – review the next day’s schedule one more time and try to optimize the schedule two days in advance (same location as first meeting) |
2:15 – finish |
Continue to run the board, the afternoon is where time can be made or lost, work with the charge nurses and check in with you staff to see how all rooms are going in attempts to optimize the day. |
Leadership Development
Before the start of your rotation read “One Minute Manager” (copy will be placed in your mailbox), and complete attached LEAD SELF assessment tool and scoring rubric. Throughout the rotation be mindful of not only your particular style, but also the styles of those you are leading. At the end of your rotation write a short narrative exploring an encounter/situation you experienced during your rotation where your role as a leader was either successful, or unsuccessful, based upon identifying key differences in styles (please upload this document to your portfolio in Medhub and CC Dr. Tanaka with this document so that you can meet to discuss).
ASC Charge - 49420 ASC Pre-op/SAU – 3-5991
ASC Desk 5-6102ASC Pacu – 3-5917
MOR Scheduler ___________________ ASC 1 ________________________
ASC Charge Nurse ____________________ ASC 2 ________________________
OB call _____________________
½ Day ______________________
Resident Lecture _______________________________________________________________
X-Shift ________________________________________________________________
Single Covered Attending |
AM |
Lunch |
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Residents and Attendings are to check in with MAIN OR scheduler when done in ASC.
When leaving for the evening, be sure to give the phone to an attending with the ability to respond to an emergency (Ie one with a resident in their room).
Best,
Chris Painter
650-529-5600 (cell)
painter1@stanford.edu
