East Florida DivisionSurgical Services C- Tracker
Surgical Services Tracker Types1. Waiting Room Tracker2. Pre-Op Tracker3. Main OR Tracker4. Post-Op Tracker
Waiting Room Tracker
Waiting Room Tracker Components1. Patient = 1st three letters of last name and 1st two
letters of first name2 Surgeon = Surgeon’s full name3. Last Update = updates family member’s on patient’s
current location based on most recent timestamp
entry
a) Location’s include = In Pre-Op (If patient in Holding, tracker
will read In Pre-Op) In Operating Room In Recovery (If patient in
Phase 2, tracker will read In Recovery)
4. Legend = Colors In Pre-Op will be yellow In Operating Room will be blue In Recovery will be green
Waiting Room Tracker Components Con’t Patient will be removed from the Waiting Room
Tracker under the following conditions: a) Patient is moved out of OR and does not
go to PACU or Phase2 b) Patient is moved out of PACU and does
not go to Phase 2 or Holding c) Patient is moved out of Holding and does
not go to OR
PRE-OP TRACKER
Pre-Op Tracker Components1. Late = uses into room time or uses time now; Compares to schedule time
and if time is greater than 1 hour, then the case is considered late. Late will appear in Red.
2. Blood = BBK product shows ready (RDY). An icon of a blood bag appears when product is transfusing. There is an indicator of “END” which means that the blood has been transfusing for > 3.5 hrs. It is a reminder to the end user that the blood administration may need to be stopped.
3. Allergies = an icon of a hand for a latex allergy will show in this column.
4. Schedule = shows the scheduled appointment time if exists. If not scheduled through Appointment, then uses operation time from OR. Area will turn brown if rescheduled.
5. New = new scheduled time.
6. Bay = Bay number that patient is located in Pre-Op.
7. Room = OR room number
8. Pt = First 3 letters of patient’s last name. Turns blue if first 3 letters are the same.
9. SCIP = an icon of a plus sign will show if this is a SCIP patient.
Pre-Op Tracker Components10. Procedure = Proposed Procedure; Add on procedures turn orange.
11. Site = Side L/R/B
12. Surg = Surgeon’s Mnemonic; turns green when closing previous case until cut time is entered.
13. Dur = Scheduled Duration based on Patient In to Patient Out average (does not include setup and cleanup time)
14. Arr = Inpatients shows the room they came from. Outpatient shows arrival time to registration.
15. PreOP = Into Pre-Op time (or updates to Holding, if applicable) from Enter/Edit Pre-Op data screen (PT ARRIVES)
16. Ready = Time ready for surgery (or updates to Holding, if applicable) from Enter/Edit Pre-Op data screen (PT READY)
17. Cut = Procedure Start time from Enter/Edit times/DX/Pos/Equ/Dev screen (Incision, Insertion of a scope, Exam under Anesthesia, Shooting of an X-Ray).
18. Close = Close/OR Procedure finish time from Enter/Edit Transfer to Phase I screen (Dressings On)
19. Out = Patient Out time
Pre-OP Tracker Color-Codes
Late: Turns red if IN ROOM case time is blank and the current time is past the scheduled time; if scheduled time is greater than 1 hour
Re-SCH: (Case Rescheduled) Turns time brown if case is rescheduled on the scheduling grid – trackers will update and color code will work even if profile has been documented on
Add-on: Turns procedure orange if case is booked as Case Type Urgent or Emergent
Surg : Turns Surg field green if surgeon with more than one case is closing on prior case; stays green until next case Cut time is entered.
Main OR Tracker
Main Tracker Components1. Late = uses into room time or uses time now; Compares to schedule time
and if time is greater than 1 hour, then the case is considered late. Late will appear in Yellow. Dur = Pulls in from the scheduling module. Turns red if over the duration time.
2. Room = a) Before case starts: room where case is scheduled b) After case starts: room where case takes place (if different)2. Schd= shows the scheduled appointment time if exists. If not scheduled
through Appointment, then uses operation time from OR. Area will turn brown if rescheduled.
3. Pt = First 3 letters of patient’s last name4. Delay = Delay code needs entered if patient In time is after scheduled time.5. New = New time if case is rescheduled 6. Dur = Scheduled Duration based on Patient In to Patient Out average (does
not include setup and cleanup time)7. Surg = Surgeon’s Mnemonic8. TAT = turnaround time minutes(Close time to cut of time of next case). This
is a surgeon turnaround time.
Main Tracker Components Con’t9. Procedure = Proposed Procedure; Add on procedures turn orange; * will
designates SCIP procedure and will appear in front of procedure.10. Site = Side L/R/B
11. Pre = Into Pre-Op time (or updates to Holding, if applicable) from Enter/Edit Pre-Op data screen (PT ARRIVES)
12. Ready = Time ready for surgery (or updates to Holding, if applicable) from Enter/Edit Pre-Op data screen (PT READY)
13. In = Patient In time from Enter/Edit times/Dx/Pos/Equ/Dev screen (wheels in)
14. Cut = Procedure Start time from Enter/Edit times/Dx/Pos/Equ/Dev screen (Incision, Insertion of a scope, Exam under Anesthesia, Shooting of an X-Ray)
15. Cls = Close/OR Procedure Finish time from Enter/Edit Transfer to Phase I screen (Dressings On)
16. Out = Patient Out time from Enter/Edit Transfer to Phase I screen (wheels out). Patient is removed from tracker once out time is greater than 30 minutes.
Main Tracker Color CodesLate: Turns yellow if IN ROOM case time is blank and the current time is past
the scheduled time; stays yellow until IN ROOM time is filled outDur: (Exceeding scheduled duration) Turns red if OUT ROOM time is blank
and time elapsed between current time and IN ROOM time exceeds scheduled duration
Re-Sch: (Case Rescheduled) Turns time brown if case is rescheduled on the scheduling grid – trackers will update and color code will work even if profile has been documented on
Add-on: Turns procedure orange if case is booked as Case Type Urgent or Emergent
Post-Op Tracker
Post-Op Tracker Components1. First column = If patient has been in PACU greater than 60 minutes , >60min
will show in yellow. Turns red if PACU Delay code (PACU02) used.2. Ord (Orders) = An icon will show for new orders. An icon will
show if some and not all orders have been ACK . A icon will show for stat orders and it will flash.
3. Med = A icon will show for new meds.4. Bld (blood)= Blood = BBK product shows ready (RDY). An icon of a
blood bag appears when product is transfusing. END will show when BBK product has been infusing > 3.5 hrs and is a reminder to the end user that the blood administration may need to be stopped.
5. Alg (Allergies) = an icon of a hand for a latex allergy will show in this column6. Note = An icon of a paper will show if the post op note was completed.7. Room = a) Before case starts: room where case is scheduled or b) After case starts: room where case takes place (if different) or c) PACU bay number8. Time = Scheduled time (will update if case is rescheduled via the scheduling
grid regardless of whether documentation has begun)9. Pt = First 3 letters of patient’s last name
Post-Op Tracker Components Con’t10. Dur = Scheduled Duration based on Patient In to Patient Out average (does
not include setup and cleanup time)11. Surg = Surgeon’s Mnemonic
12. Anes =
a) Before case starts: Anesthesiologist scheduled for case
b) After case starts: Anesthesiologist from Case Staff screen (if different)
13. SCIP = an icon of a plus sign will show if this is a SCIP patient.
14. Procedure = Proposed Procedure; Add on procedures turn orange.
15. Site = Side L/R/B
16. In = In = Patient In time from Enter/Edit times/Dx/Pos/Equ/Dev screen (wheels in)
17. Cut = Procedure Start time from Enter/Edit times/Dx/Pos/Equ/Dev screen (Incision, Insertion of a scope, Exam under Anesthesia, Shooting of an X-Ray)
Post-Op Tracker Components Con’t18. Cls = Close/OR Procedure Finish time from Enter/Edit Transfer to Phase I
screen (Dressings On)19. PACU = Patient Arrives in PACU time from Enter/Edit Phase I data screen20. P II = Patient Arrives Phase 2 time from Enter/Edit Phase 2 data screen21. Room = Inpatient room from admissions (if discharged/departed from
admissions, “Home”) a) If patient doesn’t go to PACU, tracker will show unit room # from
admissions (based on presence of Out of OR timestamp and temporary location not “PACU”)
b) Room # populates when Out of PACU time is entered (staff must remove temporary location from Post-Operative documentation if patient is going to the floor
22. Patient Removal (from tracker) = a) If out of OR greater than 30 minutes and not in PACU b) if out of PACU greater than 30 minutes and in Phase 2 c) If out of Phase 2 and greater than 15 minutes d) If out of PACU and greater than 15 minutes & PACU holding
Post-Op Tracker Color-CodesPACU>60: Turns yellow 60 minutes after Into PACU time from Enter/Edit
Phase I data screen to indicate patient has been in Recovery for an hour or more
Closing: Turns green when Close time is entered on Enter/Edit Transfer to Phase I screen
Add-on: Turns orange if case is booked as Case Type Urgent or Emergent
Icons and LegendICONS LEGEND
NEW MEDS
NEW ORDERSSome, not all orders have been ACK
STAT ORDERS
BBK PRODUCT READY
BBK PRODUCT TRANSFUSING
BBK PRODUCT COMPLETE
Latex Allergy
RDY
END
