Operating Theatre Scheduling & Surgical Records

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Operating Theatre Scheduling & Surgical Records within SmartERP.

Operational guide to scheduling operating rooms, tracking surgical teams, enforcing WHO surgical checklists, and recording anesthesia notes.

{screenshot:operating-theatre-scheduling-and-surgical-records-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_healthcare, smarterp_clinical_core, smarterp_pharmacy
• Security Groups:
  • Healthcare Receptionist (Technical ID: smarterp_healthcare.group_medical_receptionist)
  • Physician / Attending Doctor (Technical ID: smarterp_healthcare.group_medical_doctor)
  • Pharmacy Dispenser (Technical ID: smarterp_healthcare.group_medical_pharmacist)
• Master Data Dependencies: Patient master registry (Medical Record Number - MRN), EFDA drug formulary, Ethiopian Ministry of Health (MoH) HMIS disease codes, and EHIS insurance tariffs.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Healthcare app icon.
4. From the top navigation bar, open Healthcare → Clinical Dashboard → OPD Triage / Inpatient ADT / EMR / Pharmacy Dispensing.

{screenshot:operating-theatre-scheduling-and-surgical-records-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Medical Record Number (MRN) (Mandatory): Unique national health identifier or generated hospital record code
   • Patient Demographics (Mandatory): Full legal name, gender, date of birth, and Kebele residential location
   • Encounter Type (Mandatory): Outpatient (OPD), Inpatient (IPD), Emergency, or Triage consultation
   • Attending Physician (Mandatory): Licensed healthcare practitioner responsible for clinical encounter
3. Configure optional operational parameters and localized tags as required:
   • Insurance Provider & Policy (Optional): EHIS CBHI/SHI policy or corporate credit contract
   • Triage Vital Signs (Optional): Blood pressure, pulse rate, respiratory rate, temperature, and SpO2
   • ICD-11 / HMIS Diagnosis Code (Optional): Standardized diagnosis category for statutory health reporting
4. Click the Save icon in the control bar to commit the record.

{screenshot:operating-theatre-scheduling-and-surgical-records-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Reception / Triage → Consultation → Lab / Radiology → Prescription → Billing / Discharge).
• Ledger & System Impact: Patient billing registers medical service revenue, debits patient or insurance accounts receivable, and debits pharmaceutical inventory upon prescription dispensing.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:operating-theatre-scheduling-and-surgical-records-transaction-processing-state}

Operating Theatre (OT) Resource Management#

SmartERP manages hospital surgical suites, recovery rooms (PACU), and sterile supply allocations to eliminate scheduling collisions and maximize theatre utilization.

Booking an Elective or Emergency Surgery#

1. In Healthcare > Operating Theatre > Surgical Bookings, click New.
2. Select the patient and verify pre-operative clearance:
   • Pre-anesthetic evaluation signed.
   • Cross-matched blood units reserved at the blood bank.
   • Informed surgical consent signed and scanned.
3. Select the Operating Suite (e.g., Main OT 01 - Orthopedic, OT 02 - General / Laparoscopic).
4. Set scheduled start and anticipated duration.
5. Assign surgical personnel: Primary Surgeon, Assistant Surgeon, Anesthesiologist, Scrub Nurse, and Circulating Nurse.

Enforcing WHO Surgical Safety Checklist#

The system enforces digital gates matching the WHO Three-Phase Checklist:

flowchart LR
    A["Sign In<br/>(Before Anesthesia)"] --> B["Time Out<br/>(Before Skin Incision)"]
    B --> C["Sign Out<br/>(Before Leaving OT)"]

1. Sign In: Patient identity confirmed, surgical site marked, pulse oximeter functional, anesthesia machine checked, known allergies reviewed.
2. Time Out: All team members introduce names and roles; surgeon, anesthesiologist, and nurse verbally confirm patient name, procedure, and anticipated critical events.
3. Sign Out: Nurse verbally confirms instrument, sponge, and needle counts are correct; specimen labeled accurately with patient MRN.

Anesthesia Record & Intra-Operative Monitoring#

The intra-operative console captures real-time vital parameters at 5-minute intervals:

• End-tidal $CO_2$ ($EtCO_2$), inspired oxygen fraction ($FiO_2$), volatile anesthetic agent percentage.
• Invasive and non-invasive blood pressure trends.
• Intra-operative fluid, crystalloid, colloid, and blood product transfusion logs.
• Estimated blood loss (EBL) and intra-operative surgical complications.

Post-Anesthesia Care Unit (PACU) & Aldrete Score#

Following surgery, patients transfer to PACU. The system calculates the post-anesthesia Aldrete Recovery Score (Activity, Respiration, Circulation, Consciousness, Oxygen Saturation). Discharge to the surgical ward is blocked until the aggregate Aldrete score reaches $\ge 9$.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Healthcare: Generate daily MoH HMIS aggregate tally (smarterp_healthcare.ir_cron_hmis_sync): Runs daily at 23:00 to prepare DHIS2 health data summaries
  • Pharmacy: Flag expiring EFDA medicine batches (smarterp_healthcare.ir_cron_fefo_expiry): Runs daily at 06:00 to alert dispensers of lots expiring within 60 days
• Custom Print Templates & Reports:
  • Official Patient Encounter Summary & Medical Certificate
  • Electronic Prescription Order Form (Model 19 Compliant)
  • Ethiopian Health Insurance Service (EHIS) Claim Dossier
  • Daily MoH Outpatient / Inpatient Morbidity Tally Sheet
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#