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How do I add theatres data to my dataset?

If you can link theatres data with activity data at patient level

The easiest way to include a theatres analysis in your Gooroo Planner modelling is to add the following fields to your patient-level activity dataset (these fields are also specified in the Planner documentation):

TheatreSessionID
Identifier of this theatre session. It must be unique to the session; e.g. the session ID for this Tuesday morning’s session must be different from next Tuesday morning’s session.

TheatreSessionMins
Intended length of this theatre session in minutes

TheatreMinsUsed
Theatre minutes used by patient (e.g. knife to skin, or anaesthetic start to patient out)

TheatreID
Identifier of operating theatre used

TheatreSessionStart
Date and time of intended session start

TheatreProcedureCode
Operative procedure code – optional

TheatreProcedureName
Operative procedure name – if available

TheatreAnaeStart
Date and time of anaesthetic start

TheatreSurgeryStart
Date and time of surgery start

TheatreSurgeryEnd
Date and time of surgery end

TheatrePatientOut
Date and time patient left the operating theatre

The above method relies on being able to link your theatres data with other activity data at patient level reasonably reliably, and on it being rare for patients to have multiple theatre episodes per spell of activity. If that doesn’t work for you then read on…

If you can’t link at patient level

If they cannot make that link at patient level, then you can still upload theatres data into Gooroo Planner by creating a separate patient-level activity file, based only on your theatres data, and containing the following fields:
the headers in use in your main patient-level activity file (e.g. HeadType and HeadSpec)
ActivityDate
Urgency (if available, omit if not)
WaitListFlag
RemovalReason
TheatreSessionID
TheatreSessionMins
TheatreMinsUsed

…plus any of the other theatre data listed above.

If you are using this method then you should consider also generating a statistical dataset containing the headers in use, plus the field:

FutThtPCGo
Future percent of patients going to theatre

…because when the data is separate Gooroo cannot calculate this field for itself. Usually for an elective surgical service the proportion going to theatre will be close to 1 (i.e. 100%) but in some specialties it may be much lower, and in some it may be higher if most patients have multiple theatre episodes.

Cross checking

Once you have uploaded this data, and have theatres statistics available in you Gooroo dataset, you can cross-check the values against your trusted theatre statistics. Pay particular attention to the following calculated fields, and use your ‘exceptions table’ to overwrite them if necessary:

FutThtAvail
Future theatre hours per week available

FutThtYrPC
Future percent of year theatres used

FutThtUtil
Future theatre session utilisation

FutThtPCGo
Future percent of patients going to theatre

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