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By: Chad Hansen | March 19, 2024 | 4 minutes to read |
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Foundry’s CIO endorsed a project to use AI-generated notifications to improve operating room scheduling efficiency.
When the UHealth – University of Miami Health System information technology (IT) team conceived the Proactive or Block Time Management Algorithm (POBTMA), they weren’t trying to win any awards. They just want to solve a problem.
As it turns out, they did both.
Foundry’s CIO named UHealth IT a CIO 100 Award winner for the fourth consecutive year, recognizing POBTMA’s business value and innovative use of technology.
“The CIO 100 Symposium & Awards continues a 25-year tradition of providing the highest quality content to IT leaders and their teams. In addition to celebrating 100 organizations at the dinner and awards ceremony, I am pleased to have many IT leaders as speakers guests,” said Elizabeth Cutler, content director for the CIO 100 Symposium and Awards Ceremony. “The award-winning team shares a passion for excellence, a customer-centric mindset and a commitment to investing in technology that drives business value.”
Dr. David W. Reis, vice president and chief information officer for UHealth IT, described the award as the “Super Bowl of IT.”
Improve operating room scheduling efficiency
POBTMA increases the efficiency of operating room scheduling by allowing communication between two independent systems that track surgeons’ scheduled vacation time (Workday ERP) and operating room schedules (UChart). respectively.
“We have this information in two separate systems, and they don’t talk to each other,” said David Arnold, MD, professor of otolaryngology at Miller School and chief of surgery and chief medical officer at Lennar Foundation Medical Center.
The lack of communication resulted in unused OR blocks because UChart did not know when the surgeon entered vacation time in Workday ERP and left during the assigned surgery time.
“Surgeons face delays in accepting planned leave of absence due to ineffective communication,” said Maritza Suarez, MD, associate professor of medicine and chief drug information officer at the University of Miami Miller School of Medicine.
Ravi Akkiraju, chief enterprise architect at UHealth IT, and Chantal Dumas, senior manager of optimization at UHealth IT, designed the POBTMA algorithm. POBTMA compares surgeons’ planned breaks in Workday to surgical schedules in UChart and sends an AI-generated instant notification when an open OR block is identified. The surgery scheduler can then request that block for another surgeon.
“By integrating two separate software systems and leveraging artificial intelligence to provide notifications, we enhance enterprise intelligence and address multiple components of information synthesis,” Akkiraju said.
OR block usage increased significantly
The impact of the project was evident within months of implementation. POBTMA reallocated 204 surgical hours in the first four months of the program and increased block utilization by 16%.
“When analyzing historical information for the same period, the data showed that within four months of implementation, the number of manually released blocks increased significantly, from 65 to 265,” Dumas said. “Our staff productivity increased fourfold. .”
The improvement in productivity comes from the immediacy of artificial intelligence notifications. The OR scheduler must manually find and populate open blocks before issuing notifications. POBTMA sends open block notifications as soon as they are recognized, which allows the scheduler to fill them quickly.
“POBTMA is a great example of the teamwork that defines our work at Miller School,” said Dr. Arnold. “We were able to achieve this improvement because we brought clinical staff, IT staff, doctors and nurses in one room, working together and moving in the same direction. That’s how we best serve our patients .”
The UHealth IT team received a CIO 100 Award last year for adding Epic electronic medical records system functionality to the Game Changer vehicle operated by Sylvester Comprehensive Cancer Center. The 2022 CIO Awards recognize technological advancements in remote patient monitoring. The 2021 awards recognize automation of COVID-19 vaccination processes to ensure vaccinations can be administered quickly and safely.
Label: CIO 100 Award, Dr. David Arnold, Information Technology
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