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OR350 EXAM QUESTIONS AND
ANSWERS 100% ACCURATE
Room (ROM) - ANSWER-Rooms are patient rooms, not Operating Rooms. These would include the rooms on the floors where one, maybe two, patient beds are located. Patients are admitted to and transferred into specific rooms. Department (DEP) - ANSWER-Departments in Epic are similar to what you would traditionally call a unit or department in the healthcare world. This is also the level that a user logs into. Examples include Preprocedure, Main OR, and PACU departments Perioperative Departments ﴾DEP﴿ - ANSWER-Multiple Virtual Departments -Preprocedure, Main OR, PACU, and Recovery. -Drive role specific settings What are pool rooms? what do others in the hospitals see? - ANSWER-Movement in periop area only viewed through case tracking events by periop users. -Other users will just see perioperative pool room OR Locations (EAF) are linked to..? what do they control? - ANSWER--Linked to one perioperative department (Usually Main OR) -Optime specific tools, reports, charging strategies, and more for that perioperative area Operating Rooms (SER) refers to ____ within ____. - ANSWER--Individual Operating rooms within an OR Location -When sx requested for a particular OR location, the scheduler will schedule a case into an available timeslot. An Or Location is defined as - ANSWER-A group of OR's that are administered in the same way. Build process for OR - ANSWER-1. Create an OR Location
- Build Operating Rooms
- Create a schedule that organizes an OR's time into blocks Building by exception - ANSWER-aka Rule of Specificity, making general settings in a high-level record and only making setting changes different in specific records. How to Configure an OR Location on Hyperspace - ANSWER-Location Definition -> TRNOR05 Neurosurgery -> Invasive Cardiology -> Case Tracking events
Automatic Surgery Reminders are found where? - ANSWER-Upcoming Case Reminder/Time to Send text and Mychart What is the Scheduling 2 form? - ANSWER-home to settings that determine when schedules are finalized and how to handle cases scheduled on holidays and weekends. What is Case Volume - ANSWER-A report that returns the amount of patients seen, usually during a particular perioperative phase of care. This type of report includes add‐ on cases, both those that are marked as add‐ons and those that should have been but weren't. What is block utilization - ANSWER-report that returns the percentage of OR block time that is actually used by cases of that block type compared to the total block time available. For example, a cardiothoracic case that is performed during cardiothoracic block time would increase the block utilization percentage, but the same case performed outside of cardiothoracic block time may not What is a Surgical Inventory Item?(SUP) - ANSWER-A record representing a single inventory item including its name, manufacturer number, clinical information, and more What is a Balance (BAL) record? - ANSWER-A record with location specific info about an inventory item such as where it is stored. How do Materials Management and EPIC communicate - ANSWER-Interface Item Mapping tool (creates thousands of inventory records based on data extracted from MMS) If there are issues with MMS and EPIC then where are the issues resolved? - ANSWER-MMS whenever possible Overall Build for Maintaining Inventory - ANSWER-1. Extract supply Data from MMS 2.Use Mapping tool to create surgical inventory item and balance records
- Run audits and test identify surgical inventory items with issues
- In Epic confirm build issues and update the info in the MMS Supply Charging Underlying Build Audit (SCUBA) identifies records that - ANSWER-- Missing supply type -Are missing balance records -Have misconfigured charging that would lead to wrong charges or errors What is GTIN? - ANSWER-Important for barcode scanning for supplies, not usually used, maybe for expensive implants What is Materials Management - ANSWER-A dept in charge of ordering, receivinig, storing, and issuingn inventory
-Equipment -Medications -Inventory Items (supplies and implants) Whats a charge code? - ANSWER-a record in the procedure (EAP) master file that contains charging information. What are some records that can generate charges? where are those settings applied? - ANSWER-1Surgical Procedures (ORP) 2Inventory Items (SUP) 3Charge Code Tables (OCT) applied in charge profile If you send flat fee procedure charging then what do you do with procedure charges? - ANSWER-send them What is a Base procedure - ANSWER-What is done to a patieint and generally how it is performed what is a preference card? - ANSWER-how a surgeon prefers to perform a procedure 3 Criteria to select a preference card when a case is created? - ANSWER-1 Surgeon 2 Procedure 3 Location What does the picklist include - ANSWER-drugs and supplies needed what does the resource list contain from the preference list? - ANSWER-everything else, staff, instructions 3 Types of Preference Card Updates - ANSWER-1 Scheduled Review 2 Changes to Multiple Cards 3 Ad Hoc Updates What is Radar - ANSWER-Radar is an application that provides you the means to pull in reports and information from multiple areas into a single location or dashboard What is Reporting Workbench - ANSWER-a flexible reporting tool used to create reports that users can run, review, and use to take action What does Global Substitution allow you to do - ANSWER-substitute one item for a different item on multiple cards Ad Hoc Preference card changes - ANSWER-Surgeon -> verbally tells circulating nurse who writes it down and the preference card builder implements it
When is a procedural security used? - ANSWER-Invasive cardiology When is OpTime Security access given? - ANSWER-Surgical OR type (where the case is scheduled not login dept) What do general procedural security classes give you access to - ANSWER--viewing editing a case/log -editing case tracking events -scheduling -assigning resources -gives users ability to create/edit/save reports on statusboard and depot (commonly used by radiant and cupid) What is a power user? - ANSWER-Create and edit private reports but not public reports User (with edit) capabilities? - ANSWER-Edit some settings in existing reports without saving those changes. You can't add, remove, or modify columns on the display tab. User (no edit) - ANSWER-Access public reports without any editing capabilities. What does using 2 security classes accomplish? (OpTime System and Location) - ANSWER--administrators are able to deliver non‐location specific OpTime security via the OpTime System security class,
- users security specific to their role at each individual location via the OpTime Location security class OpTime System Security Class grants what 2 things? - ANSWER-1System-wide access to Optime Functionality 2 Ability to edit and/or save application reports like the status board, snapboard and depot Examples of Optime SYSTEM security points - ANSWER-open case create case open log create log patient view What does Optime Location security class grant - ANSWER-1 Location specific access to OpTime functionality 2 Ability to view or edit case tracking events 3 Basic Case entry settings What does a User's Optime security consist of? (Combination of...) - ANSWER-OpTime System Security Class with one optime location security class
How many OpTime Location security classes ﴾ECL﴿ will affect a user at one time? - ANSWER-One OpTime Location security class will apply at a time, based on where the patient's case is scheduled. This is not based on the user's login department. How to edit optime/location security - ANSWER-USER (EMP) -> ID -> Optime/Procedural ☐ Configure a user to have an OpTime System security class ☐ Configure a user to have a default OpTime Location security class and location‐ specific overrides, when applicable - ANSWER- Make sure you can perform the following tasks: ☐ Set up case reminders and case progress notifications for an OR Location ☐ Configure when the schedule for an OR Location will be finalized ☐ Configure when cases for an OR Location will be automatically marked as add‐ons ☐ Use Ctrl+Click to find information about a field in Hyperspace - ANSWER- Make sure you fully understand and can explain the following concepts: ☐ The difference between an OR Location and an operating room ☐ The difference between an OR Location and a department ☐ The levels of the facility structure that are important in OpTime and why they are important ☐ The relationship between OpTime System Definitions and Location Definitions ☐ The process of building by exception and how it helps the project team - ANSWER- Which of the following allows you to search for an inventory by an abbreviation? - ANSWER-Alias Which records have charge codes attached (store a charge code record in one or more of its items) Procedure, Room, Charge Code Table, Charge Profile, Inventory Item, Balance - ANSWER--Procedure -Charge Code Table -Inventory Item (SUP) -Balance (BAL) What MUST you create for each unique alternative charging supply? 1 Charge Setting 2 Charge Profile 3 OR Location 4 Rule - ANSWER-Charge Setting, Rule (Override Charge settings found in Charge Profile) A preference list is preconfigured list of orders specfic to - ANSWER-a user or job role (used to place one off orders) ex: place an order for an anti-emetic for pt. in PACU
Building by exception includes - ANSWER- Preference lists: - ANSWER--attached to a profile -perioperative nurses usually have multiple preference lists affecting them -individual preference lists commonly shared between users with similar needs Preference Build List - ANSWER-1. Analysis and design.
- Build the preference list.
- Attach the preference list to a profile.
- Attach the profile to the appropriate level Preference list configuration - ANSWER-Labs, Imaging, procedures etc. are all separate preference lists grouped together under rows ORP - ANSWER- what are Aliases - ANSWER-Aliases are synonyms or alternate procedure names to be used when searching for this procedure. e.g. appy = appendectomy what are identifiers - ANSWER-This is a flexible field that is sometimes called the "external identifier" because it allows the procedure to be recognized by different IDs ﴾numeric and alphanumeric﴿ other than the procedure record ID number and aids in searching. -letter prefixes, coding/numbering schemes what is code in base procedure build - ANSWER-If you are billing for procedures, this is where you can list all possible codes that might be assigned to this procedure for billing purposes, like the American Medical Association's Current Procedural Terminology ﴾CPT﴿ codes. 3 parts of base procedure build - ANSWER-alias, identifiers, code what must you do after creating a fresh new base procedure - ANSWER-If a base procedure does not have at least one setting in both the service and location authorization fields, it will not be available when creating a case. What does it mean if you are merging in the instruments/implants form - ANSWER-this resource can be shared, so the highest number of an identical resource will be chosen. If one surgeon in a case prefers 1 scrub person and the other prefers 2 scrub people, the system will list 2 as required for the case. What does it mean youre duplicating in the instruments/implants form? - ANSWER-this resource should not be shared, so the sum total of identical resources will be required. If one surgeon in a case prefers 1 scalpel and the other prefers 2 scalpels, the system will list 3 as required for the case.
-Allows you to conflict check during scheduling. What is Default opening? - ANSWER-defines how many cases or appointments an individual resource of this type can be scheduled into at any given time before schedulers encounter warnings What is Default overbook? - ANSWER-defines how many cases or appointments an individual resource of this type can be scheduled into at any given time after schedulers receive and override a warning. Equipment (SER) build on hyperspace - ANSWER--Equipment SER -> General Equipment Info (under OpTime) -> Equipment Authorization -> Service and management What are procedure keys? - ANSWER-allow you to further authorize certain surgeons for certain procedures in addition to the service authorization. If a base procedure has a procedure key listed in the Keys field of the Authorizations form, only surgeons with a matching procedure key in their Procedure Keys field will be able to perform that procedure. ex. robotics procedure. How does the system determine the default service for a surgeon? - ANSWER-Service authorizations- When creating cases, the first service listed in the surgeon's provider ﴾SER﴿ record is pulled in by default How are surgeon provider records different from those of other staff? - ANSWER- Surgeon provider records are different in two main ways: they are not linked to resource type records and their authorizations are configured differently.
- Explain the purpose of a resource type ﴾ORT﴿ record. - ANSWER-Resource type (ORT) records do two important things: they add a value to a category list and they configure conflict checking.
- Explain the purpose of a provider ﴾SER﴿ record. - ANSWER-Provider (SER) records allow you to track resources on an individual basis. For example, equipment needs to be tracked so that it can be serviced at given intervals while staff need provider records so you can track which individual provided care for a patient ☐ Configure a resource type ﴾ORT﴿ record for surgical resources ☐ Build a provider ﴾SER﴿ record for surgical resources that need to be tracked individually ☐ Build a provider ﴾SER﴿ record for a surgeon ☐ Configure a surgeon's default service ☐ Configure conflict checking for surgical resources - ANSWER-
☐ The relationship between resource type ﴾ORT﴿ records and provider ﴾SER﴿ records ☐ When a resource type ﴾ORT﴿ record is necessary ☐ When a provider ﴾SER﴿ record is necessary ☐ The records involved in scheduling cases compared to appointments - ANSWER- Creating Operating Rooms: What is the OR named? Where is it located? answered by what record - ANSWER-Room (SER) Record How is a room blocked? - ANSWER-Scheduling Template (Schedule of availability) Steps for Building an OR - ANSWER-Overall Build Steps
- Create an OR Location.
- Build operating rooms.
- Create a schedule in the template that organizes an OR's time into blocks. Building an OR in Hyperspace - ANSWER--Room (SER) ->Abbreviation/Status/Provider Type -General Room info -> Location, display info What is block release? - ANSWER-a certain number of days before surgery the system will convert a block into a different block. ex. general surgeons usually reserved, but they dont have a case scheduled, someone else can take that spot. Setting on time starts in a location - ANSWER-Location -> Report Definition (On time starts) Scheduling Templates: Can you delete it? undo it? copy a whole week? - ANSWER- yes, no, yes
- What two pieces of build are needed for a fully configured operating room? - ANSWER-Room (SER) + Template
- Which of the above two pieces of build is a part of an organization's facility structure?
- You have an OR location with 10 rooms, OR 01 through OR 10. Your scheduler says they cannot see OR 05 on the Snapboard at all. What are some reasons the room may not be showing?
- ANSWER--They may not be running the right Snapboard report; --The Snapboard report may not have OR 05 listed as a room; -The room (SER) record may not be connected to an OR Location.
- The same scheduler is having issues scheduling a general service case for your Hunter surgeon into OR 03 two weeks from now. The room is open at that time. Based on what you know about templates, why might they be unable to schedule into an open
What is a Rule Property? - ANSWER-This will return a piece of information ﴾value﴿ from a record or multiple records in the system. As you build this in your rule, think of this as question you are asking, such as "What was the patient's last OB/GYN status?" What is a Rule Value? - ANSWER-A static value that you enter or a piece of dynamic information ﴾such as "today's date"﴿ that you want to compare to the property, or the value that the property will return. -As you build a rule, think of this as the answer or answers to the above question that you are looking for. -If a criterion includes more than one value, they are typically connected by OR logic (unless the operator specifies otherwise.) Rule breaks down into Criterion, what are the components of Criterion? - ANSWER- Property Operator Value
- If you wanted to set up Procedure Pass the same for all locations and all patients, would you need any Procedure Pass context rules? - ANSWER-No, you only need a rule if a task should only apply to some patients.
- If you wanted to set up Procedure Pass the same for all locations and all patients, in which record would you ultimately make the settings: OpTime Location Definitions ﴾EAF﴿ or EMR System Definitions ﴾LSD﴿? - ANSWER-You would make settings in EMR System Definitions to have them affect all locations
- True or False: You should always create Procedure Pass tasks from scratch. - ANSWER-False you should always use a pre‐existing task whenever possible.
- True or False: It is possible to have multiple criteria together in one rule. - ANSWER- True, rules can, and often should, have more than one criteria in order to be more specific ☐ Identify Procedure Pass tasks ☐ Modify a rule ﴾CER﴿ in the Procedure Pass context ☐ Create settings in Location Definitions ﴾EAF﴿ for Procedure Pass - ANSWER- ☐ The purpose of Procedure Pass ☐ The major records associated with Procedure Pass build ☐ Why the context of a rule is important ☐ Identify and explain how the different components of rule build affect one another - ANSWER-
Adding Inventory Items to your OR location - ANSWER-SUP ->Inventory Items-> Active -> Alias-> Type of Item-> override charge if necessary How to get to the Balance record? what is the balance record? - ANSWER-From Inventory-> Balance info (on side) What is Merge Criteria: Combine vs Add - ANSWER-Suppose that there are two procedures in a panel. The first procedure requires two of this item and the second procedure requires three of this item. If you choose -"Add," five of the item will appear on the pick list. If you choose "Combine," three will appear on the pick list ﴾the greater number﴿. how to authorize an item for use at a location - ANSWER-Balance record -> Location
- Where do supplies appear in OpTime? - ANSWER-Answer: Preference cards, surgical cases, the Intraprocedure Navigator You have a 6‐0 vicryl suture that is stored at three different OR Locations.
- How many SUP records would you have to build to make sure that users at all three locations could find the suture in the system? - ANSWER-Answer: You only need to build one SUP record. You have a 6‐0 vicryl suture that is stored at three different OR Locations How many BAL records would you need to build? - ANSWER-Answer: You should need to build 3 balance records to have it authorized at all locations. Make sure you can perform the following tasks: ☐ Edit inventory items ☐ Create a balance record ☐ Make an OR Location an inventory location ☐ Edit implantable inventory items - ANSWER- ☐ How surgical inventory records are usually created ☐ What issues the SCUBA audit can find with supply build ☐ What fields are important for charging in an inventory item or balance record ☐ The relationship between SUP and BAL ☐ The difference between implant inventory records and implants, and in which master file each is created - ANSWER- What is the Charge Code Table? (OCT) - ANSWER-charges for timebased resources (Procedure level + Base Charge Code + Start range/Time unit/ Charge code) What does Charge Trigger do under default charge settings? - ANSWER-This will allow a biller to manually trigger charges before posting ﴾action that sends out the final
What happens if you check do not update with the preference cards? - ANSWER-the future scheduled procedures will use the original version of the preference card and only new cases will use the updated version What does Recopying preference cards do? - ANSWER-overwrites settings in original card (you can overwrite the list of resources, picklist, or both what does the Surgeon Preference Card Copy do? - ANSWER-allows you to make multiple copies of multiple preference cards from one surgeon for another (makes new preference cards) do you need a procedure level in the preference card? - ANSWER-nah, if left blank it looks to the ORP hierarchy all the way up to the base procedure (building by exception) What does the Prreference Card Comparison Tool allow you to do? - ANSWER--Identify differences for the same procedure -Identify differences between supplies and implants listed on the preference card and those used/wasted during past procedures
- Why are preference cards imported before go‐live rather than built by hand? - ANSWER-Preference cards are imported because an organization will have thousands of preference cards. Importing not only allows for many preference cards to be created at once, but also lets you preserve a legacy system's preference card data for use in Epic.
- What is the purpose of a dashboard? What sorts of components can a dashboard contain? - ANSWER-Dashboards are used to display targeted information to users. They can be made up of reports, links to other activities, and more.
- What does it mean for a report to be Actionable?? - ANSWER-Actionable means that the user can take immediate action on the results of a report.
- What is the difference between Copy and Recopy? - ANSWER-Copy is when you create a new preference card using the information in another. Recopy is when you overwrite settings in an already existing preference card with those from another.
- In what situation would Surgeon Preference Card Copy be useful? - ANSWER- Surgeon Preference Card Copy is very useful when onboarding new surgeons to quickly create many preference cards for them at once.
- In what situation would Global Substitution be useful? - ANSWER-Global Substitution is useful when changing suppliers, when a resource is backordered, when new equipment is rolled out, and more.
Make sure you can perform the following tasks: ☐ Create a preference card ☐ Apply preference card changes to cases and logs that have already been created ☐ Create a list of supplies and drugs ☐ Mark a preference card as reviewed ☐ Duplicate and configure a Reporting Workbench report ☐ Identify preference cards in upcoming cases that need review ☐ Copy and recopy preference cards ☐ The main milestones you need to complete during the preference card import process ☐ Tools useful for the creation of preference cards ☐ The relationship between base procedures and preference cards ☐ Examples of some settings in a preference card that are discrete and some that are free‐text ☐ The purpose of dashboards and reports ☐ The purpose of scheduled review - ANSWER- Overall Build Steps: Smartform - ANSWER-1. Duplicate a SmartForm ﴾if necessary﴿
- Make necessary changes to SmartForm
- Attach SmartForm to profile How to attach a smartform to a profile - ANSWER-Clinical Admin -> Mgmt Options -> Profiles -Specialties, other Modules -> Optime pg down twice
- What are the advantages and disadvantages of using SmartForms for documentation
- ANSWER-SmartForms are flexible in both design and data storage. They support sophisticated scripting and can store data to cases and logs. However, they can be difficult to build and require more maintenance than Flowsheets
- What are the advantages and disadvantages of using Flowsheets for documentation?
- ANSWER-Flowsheets are useful when multiple users will be documenting the same data. They are also easier to build and maintain and can support complex calculations. However, they cannot store data in the same way that SmartForms can, they do not have many design options, and aside from cascading, they cannot be robustly scripted
- What is scripting? What does it mean in the context of SmartForms and Flowsheets?
- ANSWER-Scripting is when one piece of a SmartForm affects another. SmartForms support rich scripting, such
order based on its phase of care and the patient's location. (on text)
- In what order does the system search preference lists? - ANSWER-It will first search the user and profile preference lists simultaneously. If no matches are found, it will search the facility list.
- How many sections do most Foundation System preference lists have? - ANSWER- Most Foundation System preference lists have only one section. Make sure you can perform the following tasks: ☐ Create a preference list ☐ Assign phase of care to items in a preference list ☐ Attach a preference list to a profile - ANSWER- Make sure you fully understand and can explain the following concepts: ☐ How orders are assigned a signing action ☐ Preference list levels and how the system searches through them - ANSWER- What are the components of charge settings? - ANSWER--General Info -Technical Charges: Supplies, Implants, Timing Charges (PACU etc.) -JXP OR CV Emergency Patient Charge Settings What is an item default and how does it allow for efficient build? - ANSWER-An item default is the default value or selection an item has if its field is left blank in a record. Relying on item defaults means fewer settings need to be made and maintained over time. ORP vs EAP - ANSWER-- Although OpTime does make use of EAP records elsewhere, like labs in a preference list or charge codes, surgical procedures are ORP ﴾OR Procedure﴿ records.
- Procedure ﴾ORP﴿ records can be linked to historical procedure ﴾EAP﴿ records to populate a procedure history report for a patient. what is needed in a sup record to send chargese? - ANSWER-At minimum, a SUP record must have a charge code and be flagged as chargeable to send a charge on to the Post Charges Navigator
