OT Management Software: Surgery Scheduling & Automation

The Operation Theatre is among the most expensive resources in a hospital. Poor scheduling leads to underutilization, while inadequate documentation risks patient safety and medicolegal issues. OT management software addresses both.

OT Management Challenges

• Scheduling Conflicts: Double bookings, surgeon clashes
• Underutilization: OT lying idle despite demand
• Documentation: Incomplete operative notes
• Consumable Tracking: Implants and materials not captured
• Emergency Handling: Disrupting elective surgeries

Key Features

1. Surgery Scheduling

• Visual OT calendar (day/week view)
• Surgeon block time management
• OT-wise scheduling with duration estimates
• Emergency slot management
• Conflict detection and alerts
• Patient and team SMS notifications

2. Pre-Operative Management

• Pre-operative checklist
• PAC (Pre-Anesthesia Checkup) documentation
• Consent form management
• Pre-op investigations verification
• Site marking confirmation

3. Intra-Operative Documentation

• Anesthesia record (drugs, vitals)
• Operative notes with templates
• Surgical team documentation
• Implant and material tracking
• Blood product usage
• Sponge and instrument count

4. Post-Operative Care

• Recovery room handover
• Post-op orders
• Pain assessment
• Discharge from OT criteria
• ICU/Ward transfer

5. Equipment & Inventory

• OT equipment tracking
• Sterilization records
• Consumable kit management
• Implant tracking with batch/lot
• Auto-deduction from inventory

Billing Integration

• Surgeon fees auto-capture
• Anesthesia charges
• OT charges by duration
• Consumables and implants
• Package surgery billing
• TPA pre-authorization

Scheduling Optimization

Smart OT software helps maximize utilization:

• Block Time: Allocate OT time to surgeons
• Gap Analysis: Identify unused slots
• Duration Tracking: Actual vs. planned surgery time
• Turnover Time: Time between surgeries
• First Case On-Time Start: Key efficiency metric

Safety Checklists

Essential for NABH and patient safety:

• WHO Surgical Safety Checklist
• Sign In (before anesthesia)
• Time Out (before incision)
• Sign Out (before leaving OT)
• Digital documentation with timestamps

Reports & Analytics

• OT utilization rate
• Cancellation rate and reasons
• Surgeon-wise surgery count
• Procedure-wise analysis
• Average surgery duration by procedure
• Revenue per OT hour

Integration Points

• IPD: Patient admission and ward transfer
• Laboratory: Pre-op investigation results
• Inventory: Consumable and implant deduction
• Billing: Automatic charge capture
• EMR: Operative notes in patient record