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Computerised Theatre Register And Minimum Dataset Presentation - Judy Cronin

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This document discusses the development of a standardized computerized theatre register system across acute hospitals in Cork and Kerry. It summarizes the current state of manually recorded paper-based theatre logbooks and identifies key recommendations to computerize and standardize the minimum dataset collected. The project aims to facilitate quality improvement, performance monitoring and clinical research by developing an efficient electronic system to extract comparable theatre data across all hospitals. It provides an overview of the various computer systems currently used nationally and locally, and recommends adoption of the IPMS theatre module and core minimum dataset defined by the project group.

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Computerised Theatre Register Minimum Dataset Project in Acute Hospitals in Cork & Kerry Judy Cronin Dr. Orla Healy Heather Hegarty Dept. of Public Health, HSE South Presentation to HISI Thur Nov 17th 2011
Background A review of theatre activity in 2008 in all HSE hospitals in Cork and Kerry was conducted under the Reconfiguration of Health Services. Theatre logbooks or registers varied from place to place All were manually entered, paper based systems Computer systems existed, they did so in parallel with paper based systems Similar but not standardised data 2
Key Data Management Recommendation: A standardised computerised theatre logbook system developed in all hospitals. HSE Performance Report February 2009 (2nd April 2009); page 32 3
Extracting data for THEATRE review, audit or service planning is extremely difficult o time consuming o labour intensive o inefficient o expensive o a major logistical challenge 4 o security concerns
Project Purpose o Requirement for high quality information. o The HSE needs to be able to source, analyse and interpret routine data to inform key decisions. o Standardised and computerised theatre registers will facilitate quality assurance, performance monitoring, audit, look-back and research. o We cant keep manually counting and re-counting log book entries for patient recalls/reviews 5
The advantages of an electronic logbook: More efficient data access Higher data quality Increased ability to conduct quality improvement and clinical research activities. 6
Scope Establishment of Computerised Minimum Dataset (CMD) Group The scope of this project was as follows: 1) Minimum Dataset (MDS): o Agree MDS o Develop data dictionary 2) Computerisation: o Identify what computer systems are currently in use in hospitals and theatres relevant to computerising theatre registers. 7
iSoft Operating Theatre Module MDS Collation Systems in use Meetings with Meetings with Meetings with across all Hospitals Nationally Theatre Managers CUH IT TPOT Group Cork & Kerry 8
MDS Theatres Current picture 9
Systems in use Nationally Table 1 Results of Operating Theatre Telephone Questionnaire 34 (61.8%) No Computerised Operating Theatre System Dual Paper-based AND 6 (11%) Computerised Operating Theatre System Fully electronic Operating 8 (14.5%) (2 Theatre System Hospitals very unhappy with similar system) Electronic Orthopaedic 5 (9%) Operating System only No Reply 2 (3.6%) Total 55 (100%) 10
Fact Finding Mission Meetings with Theatre Managers HSE WEST IPMS Operating Theatre presentation Roll-out of IPMS Theatre module in Letterkenny, Sligo & UCHG Senior Management and IT support critical. Used ICD-10 HIPE Codes Recommends a succession plan post implementation (add a procedure) On-site visit to Tallaght High level Governance group & excellent IT support (dedicated IPMS IT Project Co- Ordinator) Product Initiation Document and Cost Benefit Analysis Report. Extra data points, PCs Thin Client and washable keyboards. Used ICD-10 HIPE Codes manually inputted. Procedure codes associated with each Consultant system monitors time & adjusts time. Used widely for audit and has vastly improved efficiency. 11
CUH IT IPMS Operating Theatre Project IPMS Theatre IT Project driver in CUH Theatre 3 Neurosurgery fully implemented 24/7 CUMH Gynae/Obstetrics fully implemented 24/7 Theatre 1 and 1A Cardiothoracic one year, then stopped. Currently used for theatre bookings or elective list in 1, 1A, 5, 6 & 7, 8. OBSTACLES Key Theatre staff drivers (willing to run with this) Governance (at Mgt. level to push project forward) 12
Legal status of Log Books there is no legal reason why we cannot move to a fully computerised Theatre Log Book In-house HSE Barrister Theatre register should be kept in every theatre to record essential details of all surgical procedures. It can be either paper, book format or electronic. Standards & Recommendations for Safe Peri-Operative Practice (Pg 28Afpp 2007) 1.12.2. 13
IPMS Screen Shots Theatre Overview CUH 14
CUH IT IPMS- In-Theatre Details Tab 15
Data Dictionary IPMS 16
TPOT Project The Productive Operating Theatre group TPOT is interested in data that could or would be useful when looking at making improvements in the future. the same core data collected via IPMS is at the centre of both projects. 17
New South Wales Health Department, Operating Theatre Management Project Report Only 29 facilities were using the same definitions. The report states that establishing common data definitions was essential to ensure comparability of activity data.. A revised MDS be mandated across NSW Health System New South Wales Health Department, NSW Health Operating Theatre Management 18 Project Report, NSW, 2002
Where we are at now CMD TPOT IPMS Combine our efforts. CUH Local Theatre Manager drivers identified Orthopaedics is now the Productive Theatre Showcase Theatre Implementing IPMS Operating Theatre module Theatre by Theatre TGH Building their Theatre IT systems/scheduling system in Kerry from paper basis. Eager and ready to move to IPMS Nov 2011 Kerry General is scheduled to go-live MUH & SIVUH Just implemented IPMS across the Hospitals (with the intention of making the Operating Theatre Module available) 19
It is our recommendation that .. All Acute Hospitals computerise the theatre register Where available IPMS be used as the system to achieve automation Where other IT systems are employed, the same core MDS is collected TPOT review the minimum dataset and data dictionary agreed by this group with a view to national adoption. TPOT review the extra key data items recommended by this group and consider what other items will be required for performance monitoring in the future TPOT liaise with the HSE National iSoft Liaison link to negotiate a consistent coordinated approach to IT development in Theatres and minimise the costs involved 20
CMD Group Members Dr. Orla Healy Project Lead Reconfiguration Judy Cronin Health Informatics Manager DPH Heather Hegarty Senior Research Officer DPH Catherine Buttimer Theatre Manager MUH Donnacha Jordan Theatre Manager MUH Eilish Daly CNM2 for Theatres SIVUH Fionuala OGorman Perioperative Facilitator CUH Andrea Kennedy CNM1 for Theatres CUH Caitriona Hayes CNM3 for Theatres KGH Mary ORegan-Barsum CNM2 for Theatres BGH Margaret Angland, A/Clinical Nurse Manager 2 SMOH Ortho Lorraine OConnor Clinical Nurse Manager 2 for CUMH Theatres Geraldine Keohane Director Of Midwifery CUMH Sheila Spillane Nursing IT CUH 21 Mary-Rose Dennehy IT CUH

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Computerised Theatre Register And Minimum Dataset Presentation - Judy Cronin

  • 1. Computerised Theatre Register Minimum Dataset Project in Acute Hospitals in Cork & Kerry Judy Cronin Dr. Orla Healy Heather Hegarty Dept. of Public Health, HSE South Presentation to HISI Thur Nov 17th 2011
  • 2. Background A review of theatre activity in 2008 in all HSE hospitals in Cork and Kerry was conducted under the Reconfiguration of Health Services. Theatre logbooks or registers varied from place to place All were manually entered, paper based systems Computer systems existed, they did so in parallel with paper based systems Similar but not standardised data 2
  • 3. Key Data Management Recommendation: A standardised computerised theatre logbook system developed in all hospitals. HSE Performance Report February 2009 (2nd April 2009); page 32 3
  • 4. Extracting data for THEATRE review, audit or service planning is extremely difficult o time consuming o labour intensive o inefficient o expensive o a major logistical challenge 4 o security concerns
  • 5. Project Purpose o Requirement for high quality information. o The HSE needs to be able to source, analyse and interpret routine data to inform key decisions. o Standardised and computerised theatre registers will facilitate quality assurance, performance monitoring, audit, look-back and research. o We cant keep manually counting and re-counting log book entries for patient recalls/reviews 5
  • 6. The advantages of an electronic logbook: More efficient data access Higher data quality Increased ability to conduct quality improvement and clinical research activities. 6
  • 7. Scope Establishment of Computerised Minimum Dataset (CMD) Group The scope of this project was as follows: 1) Minimum Dataset (MDS): o Agree MDS o Develop data dictionary 2) Computerisation: o Identify what computer systems are currently in use in hospitals and theatres relevant to computerising theatre registers. 7
  • 8. iSoft Operating Theatre Module MDS Collation Systems in use Meetings with Meetings with Meetings with across all Hospitals Nationally Theatre Managers CUH IT TPOT Group Cork & Kerry 8
  • 9. MDS Theatres Current picture 9
  • 10. Systems in use Nationally Table 1 Results of Operating Theatre Telephone Questionnaire 34 (61.8%) No Computerised Operating Theatre System Dual Paper-based AND 6 (11%) Computerised Operating Theatre System Fully electronic Operating 8 (14.5%) (2 Theatre System Hospitals very unhappy with similar system) Electronic Orthopaedic 5 (9%) Operating System only No Reply 2 (3.6%) Total 55 (100%) 10
  • 11. Fact Finding Mission Meetings with Theatre Managers HSE WEST IPMS Operating Theatre presentation Roll-out of IPMS Theatre module in Letterkenny, Sligo & UCHG Senior Management and IT support critical. Used ICD-10 HIPE Codes Recommends a succession plan post implementation (add a procedure) On-site visit to Tallaght High level Governance group & excellent IT support (dedicated IPMS IT Project Co- Ordinator) Product Initiation Document and Cost Benefit Analysis Report. Extra data points, PCs Thin Client and washable keyboards. Used ICD-10 HIPE Codes manually inputted. Procedure codes associated with each Consultant system monitors time & adjusts time. Used widely for audit and has vastly improved efficiency. 11
  • 12. CUH IT IPMS Operating Theatre Project IPMS Theatre IT Project driver in CUH Theatre 3 Neurosurgery fully implemented 24/7 CUMH Gynae/Obstetrics fully implemented 24/7 Theatre 1 and 1A Cardiothoracic one year, then stopped. Currently used for theatre bookings or elective list in 1, 1A, 5, 6 & 7, 8. OBSTACLES Key Theatre staff drivers (willing to run with this) Governance (at Mgt. level to push project forward) 12
  • 13. Legal status of Log Books there is no legal reason why we cannot move to a fully computerised Theatre Log Book In-house HSE Barrister Theatre register should be kept in every theatre to record essential details of all surgical procedures. It can be either paper, book format or electronic. Standards & Recommendations for Safe Peri-Operative Practice (Pg 28Afpp 2007) 1.12.2. 13
  • 14. IPMS Screen Shots Theatre Overview CUH 14
  • 15. CUH IT IPMS- In-Theatre Details Tab 15
  • 17. TPOT Project The Productive Operating Theatre group TPOT is interested in data that could or would be useful when looking at making improvements in the future. the same core data collected via IPMS is at the centre of both projects. 17
  • 18. New South Wales Health Department, Operating Theatre Management Project Report Only 29 facilities were using the same definitions. The report states that establishing common data definitions was essential to ensure comparability of activity data.. A revised MDS be mandated across NSW Health System New South Wales Health Department, NSW Health Operating Theatre Management 18 Project Report, NSW, 2002
  • 19. Where we are at now CMD TPOT IPMS Combine our efforts. CUH Local Theatre Manager drivers identified Orthopaedics is now the Productive Theatre Showcase Theatre Implementing IPMS Operating Theatre module Theatre by Theatre TGH Building their Theatre IT systems/scheduling system in Kerry from paper basis. Eager and ready to move to IPMS Nov 2011 Kerry General is scheduled to go-live MUH & SIVUH Just implemented IPMS across the Hospitals (with the intention of making the Operating Theatre Module available) 19
  • 20. It is our recommendation that .. All Acute Hospitals computerise the theatre register Where available IPMS be used as the system to achieve automation Where other IT systems are employed, the same core MDS is collected TPOT review the minimum dataset and data dictionary agreed by this group with a view to national adoption. TPOT review the extra key data items recommended by this group and consider what other items will be required for performance monitoring in the future TPOT liaise with the HSE National iSoft Liaison link to negotiate a consistent coordinated approach to IT development in Theatres and minimise the costs involved 20
  • 21. CMD Group Members Dr. Orla Healy Project Lead Reconfiguration Judy Cronin Health Informatics Manager DPH Heather Hegarty Senior Research Officer DPH Catherine Buttimer Theatre Manager MUH Donnacha Jordan Theatre Manager MUH Eilish Daly CNM2 for Theatres SIVUH Fionuala OGorman Perioperative Facilitator CUH Andrea Kennedy CNM1 for Theatres CUH Caitriona Hayes CNM3 for Theatres KGH Mary ORegan-Barsum CNM2 for Theatres BGH Margaret Angland, A/Clinical Nurse Manager 2 SMOH Ortho Lorraine OConnor Clinical Nurse Manager 2 for CUMH Theatres Geraldine Keohane Director Of Midwifery CUMH Sheila Spillane Nursing IT CUH 21 Mary-Rose Dennehy IT CUH