OR350 OpTime Administration Vocabulary Flashcards

Comprehensive vocabulary flashcards covering key administrative concepts, master files, settings, and workflows in Epic's OR350 OpTime Administration training course.

Pool Room (ROM)

A virtual patient room record built to house all patient admissions for the duration of their care in the perioperative area, linked to the main OR department to avoid full patient transfers between surgical stages.

OR Location (EAF)

An invasive care-specific facility structure record (also called an Invasive Location or Location Definitions) attached to the main OR department that enables invasive functionality such as log creation, case tracking events, and OpTime charging tools.

Operating Room (SER)

A provider record that represents an individual operating room within an OR Location, enabling separate scheduling templates and schedules of availability.

Patient Location (PLF)

A record used to track a patient's physical location as they move through preprocedure, procedural, and postprocedure areas, updating automatically when corresponding case tracking events are documented.

Building by Exception

A build methodology (also called the rule of specificity) in which general settings are established in a high-level record (such as OpTime System Definitions) and only unique variations or overrides are configured in more specific records (such as OpTime Location Definitions).

Item Default

A predetermined setting or value that the system automatically applies if a specific field is left blank in a record.

Procedural Location Type

A location setting that enables an OR Location to support imaging-based invasive procedures and directs the system to evaluate Procedural security classes for cases scheduled there.

Surgical Location Type

A location setting used for standard surgical OR locations that directs the system to evaluate combined OpTime System and OpTime Location security classes for cases scheduled there.

OR Marketplace

An activity where surgeons, clinic staff, and OR schedulers can review available room time, request open time, and request the release of owned block time to increase OR utilization.

Case Tracking Events

Chronological milestones documented by surgical staff (stored in category list EAF 53040) used to track patient movement, update Status Board colors and icons, and drive timing calculations.

Case Length Accuracy

An OR reporting metric that compares a surgical case's scheduled room time to its actual performed room time to identify procedures that are over- or under-scheduled.

Room Turnover

The amount of downtime between consecutive surgical cases in the same operating room, regardless of whether the surgeon is the same.

Surgeon Turnover

The amount of downtime between consecutive surgical cases performed by the same surgeon, regardless of whether they occur in the same operating room.

Scheduled Gap Threshold

The maximum permitted scheduled interval between cases (measured from Scheduled Cleanup End to Scheduled Setup Start) beyond which the turnover time is excluded from turnover reports.

Primetime

A configurable range of operating hours on the Report Shift Settings form that defines typical or peak hours for room utilization metrics.

Room Utilization

An OR metric measuring how efficiently operating rooms are used, calculated as Used Time divided by Available Time multiplied by 100 ($\text{Utilization \%} = \frac{\text{Used Time}}{\text{Available Time}} \times 100$).

Block Utilization

An OR metric measuring how efficiently surgeons, groups, or services utilize their allocated block time across all operating rooms on a given day.

In Block

A block crediting type applied when a procedure takes place during the scheduled time of a matching block.

Out of Block

A block crediting type applied when a procedure takes place on the same day as a matching block, but outside the block's scheduled time range.

Overbook (Block Crediting)

A block crediting type that occurs when two or more cases match a single block as In Block at the exact same time.

Block Release

The automated or manual process of converting reserved block time into service or unblocked time prior to surgery if the original owner has not scheduled cases into it.

Base Procedure (ORP)

A procedure record that defines what surgery is being performed, its billing codes, authorized surgical services and locations, default procedure times, and resource requirements.

Preference Card (ORP)

A procedure record that specifies an individual surgeon's preferences for a given procedure, including custom times, equipment, instruments, instructions, and pick lists.

Procedure Level

An attribute set in a base procedure (e.g., OR Level II) indicating the complexity and resource intensity of a surgery, used by charge code tables to generate tiered time-based charges.

Merge (Resource Setting)

A resource setting indicating that an identical resource required across multiple procedures in a case can be shared, pulling in the highest single required quantity among the procedures.

Duplicate (Resource Setting)

A resource setting indicating that an identical resource required across multiple procedures in a case cannot be shared, requiring the sum total of all requested quantities.

SCAR

An acronym identifying when an individual or entity requires a Provider (SER) record: Schedulable, Completes clinical documentation, Authorizing provider, or Referred to/from.

Resource Type (ORT) Record

A record in the OR Tank master file representing a generic category or pool of resources (e.g., Circulator, C-Arm) rather than an individual person or device.

Conflict Checking

A configuration in a Resource Type (ORT) record that monitors scheduling to prevent more cases or appointments from being scheduled than the total number of available resources in an area.

Area Limits

Settings within a Resource Type (ORT) record that establish the maximum allowable concurrent openings and overbooks for a shared pool of resources across multiple departments or locations.

Procedure Keys

Values in category list ORP 115 used to restrict authorization for specialized base procedures (e.g., robotics) to surgeons who possess a matching key.

Provider Blueprints

Predefined templates of standard field values used to create or update multiple Provider (SER) records of the same role in bulk.

Scheduling Template

A schedule of room availability stored inside a global (outside Chronicles) that defines blocked, unblocked, on hold, and unavailable operating room hours.

Responsible Surgeon

A designated surgeon linked to a service or group block to explicitly identify who owns that block time and is expected to fill it.

Surgical Inventory Item (SUP)

A record representing a consumable supply or implantable item that stores universal characteristics such as item numbers, aliases, catalog numbers, type of item, and base pricing.

Balance (BAL) Record

A location-specific record linked to an inventory item (SUP) record that authorizes its use at a specific storeroom and specifies shelf code, bin location, and local pricing overrides.

Materials Management System (MMS)

An external enterprise system that tracks and manages stock levels in hospital storerooms and sends supply data into Epic.

Interface Item Mapping Tool

An automated utility used during installation to map data extracted from the external Materials Management System into Epic inventory item (SUP) and balance (BAL) records.

Implant (IMP) Record

A record created automatically or manually that stores unique, historical clinical data (serial number, expiration date, manufacturer, patient ID) for an individual item implanted into a patient.

Technical Charge

A fee billed by the hospital or facility to cover the cost of operating room time, nursing staff, equipment, instruments, recovery time, supplies, and implants.

Professional Charge

A fee billed for professional services rendered that goes directly to the surgeon, anesthesiologist, or their clinical group practice.

Charge Code (EAP)

A billing procedure record and identifier sent to the billing system or Charge Router to generate fees for documented surgical services, time, supplies, and implants.

Charge Code Table (OCT)

A record that defines time-based billing by specifying an initial base charge code and incremental time unit charge codes associated with specific procedure levels.

Charge Settings (ORT)

A record defining technical charging rules, including trigger points, flat-fee procedure options, supply and implant charging methods, and linked timing charge code tables.

Charge Profile (ORT)

A charging record attached to an OR Location or OpTime System Definitions containing default charge settings and an override table evaluated top-to-bottom using CER rules.

Rule (CER)

A logical 'if' statement consisting of properties, operators, and values that evaluates to true or false to trigger actions such as charge overrides or Procedure Pass tasks.

Rule Context

A setting in a rule (CER) record (e.g., OR Charging, Procedure Pass) that defines where the rule can be used and determines which properties are available for evaluation.

Pick List (PCK)

A record linked to a preference card that specifies the supplies, implants, and medications—along with Open and PRN quantities—needed for a surgical case.

Surgeon Preference Card Copy

An activity that allows an administrator to batch copy all or selected preference cards from one surgeon to another surgeon.

Global Substitution

An administrative tool used to replace, add, or remove resources (supplies, equipment, instruments, medications) across multiple preference cards simultaneously over a specified date range.

Preference Card Comparison Tool

An activity used to identify differences between preference cards for the same procedure and analyze historical utilization versus waste to reduce supply costs.

Procedure Pass

A centralized pre-surgical tracking tool that monitors required prerequisites (H&P notes, consents, lab results, orders) to ensure a patient is medically prepared before surgery.

Procedure Pass Task (DEF)

A record that defines an individual pre-surgical requirement, its task type, default responsible role, lookback parameters, and the documentation events that automatically satisfy it.

Lookback Days

The number of days prior to a scheduled surgery date within which a procedure or lab test must be completed and resulted to automatically satisfy a Procedure Pass task.

SmartForm (LQF)

A customizable graphical clinical documentation tool that stores data directly to specific Chronicles record items (e.g., ORC, ORL, TMT) and supports dynamic scripting.

SmartForm Component

An individual interactive element on a SmartForm, such as a button, checkbox list, or base text field, used to capture or display data.

SmartForm Scripting

A programming feature within SmartForms consisting of events, conditions, and actions that allows one component to dynamically modify, calculate, or populate another component.

Flowsheet Row (FLO)

The smallest component of a documentation flowsheet, configured with a row type and value type to record an individual data point over time.

Flowsheet Group (FLO)

A flowsheet record (row type Flowsheet Group) used to organize, display, and manage related flowsheet rows together.

Flowsheet Template (FLT)

A record that groups multiple flowsheet groups and rows into a tabbed workspace tailored to a specific clinical documentation workflow.

Cascading Flowsheet

A flowsheet configuration where certain rows or groups start removed and dynamically appear only when a user documents a designated trigger response in a parent row.

Flowsheet Macro

A preconfigured template of common documentation values that clinicians can apply with a single click to document routine assessments across multiple rows simultaneously.

Procedural Security Class (ECL)

A security class that grants access to procedural tools, cases, logs, and report editing when a user works with cases scheduled at an OR Location with a Location Type of Procedural.

OpTime System Security Class (ECL)

A security class linked to a user template that provides broad, non-location-specific OpTime permissions (such as creating cases or logs); each user has exactly one.

OpTime Location Security Class (ECL)

A security class that governs location-specific surgical permissions (such as voiding cases or editing tracking events) for Surgical locations, configured as a default and optional location overrides.