6.0 Block Scheduling Guide

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1 6.0 Block Scheduling Guide 1

2 2

3 Table of Contents Accessing Dictionary to Create Blocks Adding Blocks in the Operating Room Dictionary Creating Blocks for Individual Physician or Physician Group Creating Blocks for Individual Procedure or Procedure Group Ending a Block Adding or Deleting an Individual Block Through OR Scheduling Block Booking Report Keeping Blocks Clean in the Operating Room Dictionary 3

4 4

5 Accessing Dictionary to Create Blocks 1. Log onto MEDITECH and navigate to the MEDITECH Operating Room Dictionary Enter/Edit by clicking on the following: o Dictionaries o Schedule o Operating Rooms o Enter/Edit Enter a mnemonic by free texting a room or perform an F9 or Binocular lookup to select a room 5

6 Click on the Profile Button to access the Basic Schedule for the Room This is where you are able to View Blocks currently set up, Edit Blocks or Create New Blocks. 6

7 Adding Blocks in the Operating Room Dictionary a. Frequency: Enter through to a blank line; F9 or Binocular lookup to select the appropriate Schedule Element b. Day(s): F9 or Binocular lookup to select the appropriate Schedule Element c. I/E: Include Time or Exclude Time d. Room Group: A specific Room Group can be entered if appropriate e. From Time Thru Time: Enter appropriate Block Time f. From Date Thru Date: Enter appropriate Block Date g. Bottom Section of Screen: This is where the specific information is listed for the line you are on. This is also where you can enter/edit any block information. 7

8 After entering/editing information: Save: Click Save to Save the Changes Compile: Select YES; this will ensure that these changes are reflected in the OR Schedule Overwrite Days Previously Edited: Select No; this will ensure that these changes are only reflected from this point forward. **SPECIAL NOTE: Any Rooms that have been manually edited will not be updated when compiled. These would have be to updated separately.*** Room will initialize: once room is finished initializing, the OR Schedule will reflect changes that were made 8

9 Creating Blocks for an Individual Physician or the Whole Physician Group Single Physician in a Provider Group While on the appropriate line, tab down to the Provider Group Area. Enter the appropriate Provider Group Enter the appropriate Provider. You cannot enter multiple providers. (You can either choose one physician in a group or ALL physicians in a group this helps keeps statistics clean) Enter a Release Time this is a free text field (For example 14D) Click Save 9

10 All Physicians in a Provider Group While on the appropriate line Tab down to the Provider Group Area. Enter the appropriate Provider Group Enter ALL in the Provider area. Enter a Release Time this is a free text field (For example 14D) Click Save 10

11 Creating Blocks for an Individual Procedure or the Whole Procedure Group Single Procedures in Procedure Group While on the appropriate, tab down to the Procedure Group Area. Enter the appropriate Procedure Group Enter the appropriate Procedure in the Procedure area. Enter a Release Time this is a free text field (For example 14D) Click Save 11

12 All Procedures in Procedure Group While on the appropriate line, tab down to the Procedure Group Area. Enter the appropriate Procedure Group Enter ALL in the Procedure area. Enter a Release Time this is a free text field (For example 14D) Click Save 12

13 Ending a Block If you need to end an entry in the Basic Schedule section, enter the Exact Date in the Thru Date Column. ***Before deleting a line in this dictionary, the Thru Date should be over a year old. ** 13

14 Adding or Deleting an Individual Block Through OR Scheduling Note: This process should be used if you are block booking for one day or a couple of days, as well as for last minute changes (for example, the provider is sick); the dictionary process should be followed if you are block booking for an extended period of time. 1. Log onto MEDITECH and navigate to the Scheduler Desktop 2. Click on the Room Name OR 3. Click on any empty space for the room you want to edit; Click the Edit button on the Side Toolbar 14

15 The following screen will appear: Enter an Edit Reason by performing an F9 or Binocular lookup Enter From and Thru times for the block; enter 1 at the Cap prompt Enter the appropriate Provider Group and Provider information OR the appropriate Procedure Group and Procedure information Click Save; when you go back to the OR Scheduling Grid, you will notice the block has been created 15

16 ***To Delete an Individual Block*** Access the Scheduler Desktop by following the above instructions to access the Operating Room Schedule for that room. Enter an Edit Reason by performing an F9 or Binocular lookup Remove Provider Group/Procedure Group from fields for the appropriate time frame Click F12 to Save. 16

17 Block Booking Report 1. Access Schedule Dictionaries 2. Access Operating Rooms 3. Access List 4. From Operating Room: F9 or Binocular lookup to select an OR Room 5. Thru Operating Room: F9 or Binocular lookup to select an OR Room 6. Active? Accept default of Y 7. Click OK Choose to Preview or Print and Click OK; Block Groups will print for selected criteria 17

18 Keeping Blocks Clean in the Operating Room Dictionary Format of Basic Schedule: Anything Included should be listed at the top Each Day should be listed together (i.e., Mondays, then Tuesdays, etc.). To add a row, use the Insert Function on the Frequency field; Anything Excluded (i.e., Legal Holidays) should be listed at the end Beginning Dates and End Dates should be as exact as possible (i.e., if the block should begin on the 2 nd Tuesday, the From Date should by 12/9/08) 18

19 Removing Entries That Have Thru Dates ***Before deleting a line in this dictionary, the Thru Date should be over a year old. ** There are two ways to remove items where the Thru Dates have passed: 1. Go to each line individually and use the Delete Function on the Frequency field; or 2. Set the Update Schedule field to Y. This will remove all entries with a Thru Date in the past in one step. (The field will return to blank once the function is completed) 19

20 Legal Holidays Legal Holidays Each legal holiday does not need to be listed. The selection LG HOLIDAY will automatically exclude the dates (observed holidays) listed in the MIS Holiday Dictionary. If there is a date that is not considered an observed holiday, but the room will be closed (i.e., Christmas Eve), you can either: 1) Enter the date in the Exclude Date Section 2. Enter it in the Schedule with the From and Thru Date the same. 20

21 Validating Blocks If you change a block, you can run the Display Blocks by Date Range report to confirm that the blocks are accurate. ***Any items which were manually edited will not be overwritten when compiled and will need to be manually changed to reflect the appropriate information. 21

22 Notes 22

23 Notes 23

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