• Managing Procedures
  • Searching for Existing Procedures
  • Editing Procedures
  • Adding a New Procedure
  • Special Formatting
• Procedure Media
  • Adding and Editing Media
  • Adding Media to a Procedure
• Settings
  • Searching for Settings
  • Editing Settings
  • Adding a New Setting
• Messages
  • Adding Message Options
  • Editing Message Options

Surgery Connect Admin User Guide

Managing Procedures

Searching for Existing Procedures

1. Selecting "Procedures" from the upper navigation will open the procedure index. This screen allows the user to search for a procedure for the purpose of viewing or editing it. It also offers the option to add a new procedure. To search for an existing procedure, you may:

   • View the Alphabetical List: scroll through the listing of procedures in alphabetical order
   • Search Procedures: begin typing the procedure name in the "Search Procedures" field. As you enter the procedure name into the field, the display list will filter accordingly.
   • Filter by Service: filter the list of procedures by Service that performs the procedure (by selecting from the "All Services" listing).

   Alphabetical List:

2. Search Procedures Filter by Service:
3. Click anywhere in the row to select a procedure. The edit procedure screen will display.

Editing Procedures

1. On the Edit Procedure screen, you can edit content within any section by using the add/edit icons to the right of the content. See the section on Adding a New Procedure for a table describing each procedure content field and more information on editing the content in any section.
2. After making any changes to procedure content, be sure to save the procedure by clicking on the blue "SAVE PROCEDURE" button. Once editing is complete, click on the "Save Procedure" button to save any changes.

Adding a New Procedure

To add a new procedure, click the blue "NEW PROCEDURE" button. The new procedure will be affiliated to the setting, identified in the upper right-hand corner. 1. Fill in the applicable information:

Field	Description
Mode*	Select if this is an Outpatient or Inpatient procedures
Service*	This is the service associated to the procedure. You may select from the Services drop-down or type in the name of a new service that you would like to add to the system.
Title*	This is the formal name of the procedure. For example: Myringotomy Tubes.
Common Name	This is a more common name for the procedure; perhaps how the procedure is described to the caregiver or patient. For example: Ear Tubes
Description*	Provides a high-level description of the procedure. This may also include supplemental images.
The Week Before	Provides instructions for the week before the surgery. Each preparation step must be entered in single entries.
The Day Before	Provides instructions for the day before the surgery. This is mainly used for Colonoscopy preparation. Each preparation step must be entered in single entries.
The Night Before	Provides instructions for the night before the surgery. Each preparation step must be entered in single entries.
Custom Arrival Instructions	Provides custom arrival time and instructions. This is used for procedures that require an arrival time that is different from the default and/or additional instructions upon arrival. The default arrival time and instruction for a case are determined by the surgery setting for the case. The default arrival time for a surgery setting is X minutes before the procedure time and the default instruction is, "Arrive at the surgery center."
Custom NPO Instructions	This custom set of rules will override the default NPO instructions, currently stored in Settings, and will only apply to this procedure.
The Day Of	Provides instructions for the day of the procedure. Each preparation step must be entered in single entries.
During The Procedure	Provides instructions for the family or caregiver while the patient is in surgery. Each instruction must be entered in single entries.
How To Help	Provides instructions once the patient is home. Each instruction must be entered in single entries.
When To Be Concerned	Provides a list of warning signs to be aware of and the action to be taken. Each instruction must be entered in single entries.
Follow Up	Provides information regarding how to schedule a follow-up visit or when to expect results.

Must fill in field before a procedure can be created/saved. Strive for content written at 6th grade health literacy, or lower. Medical terms and many-syllable words increase the literacy level and decrease ability of caregivers and patients to understand the content. Sentence structure and length (more than 15 words) also negatively impact the literacy level.

1. First, select if this procedure is an Outpatient or Inpatient procedure. Next, fill in the Title for the procedure. Add a Common Name, if there is one.
2. Then select the yellow edit button (pencil in box icon) to open the Description text field.
3. Begin typing the description. After the description has been added, click on the yellow edit button to suppress the edit text field, then click "CREATE PROCEDURE." This Description field (and others) uses an HTML editor and provides some helpful tools to format the text. The tools provided allow the user to easily format the text as follows: bullet lists, number lists, bolding and HTML view.
4. Once the procedure has been created, the SAVE PROCEDURE button will display. Use this to save any and all information entered for this procedure.
5. The remaining fields are to be completed with each instruction as a separate entry in the applicable category.
6. To add an instruction within the category, click the blue "+" button to the right of the section.
7. Type the desired information, then click the edit button to suppress the field. It is not recommended to copy and paste from an MS Word document. This often introduces invalid characters into the html. Notepad++ works well to copy/paste from MS Word to Notepad, then copy from Notepad and paste in the appropriate field.
8. To add instructions to the next section, click the blue "+" button and fill in the desired instructions.
9. To add a second instruction item for the same section, click the blue "+" button.
10. Fill in the next set of instructions for this section. If this set of instructions needs to display first in this section, click the up arrow. To delete an instruction, click the garbage can icon.
11. To add custom arrival instructions, click the blue "+" button.
12. Fill in the adjusted arrival time in minutes, e.g., 90 minutes. The setting’s default arrival time is X minutes (such as 60 or 120, you can check on this within Settings) prior to the procedure. If the adjusted arrival time is left blank, the default time for this location will be used. Next, add any special instructions, e.g., arrival location.
13. To add Custom NPO Instructions, click the blue "+" button. This section should only be filled out if the NPO rules for this procedure are different than the default NPO Instructions for the Setting.
14. Fill in the NPO Instruction, Age Range and Cutoff Time information associated with this rule, then click the edit icon to end the editing of that field.

Field	Description
Instruction	This is the NPO notification message sent to the app user.
Add Instruction Suffix	This will add the cutoff time to the end of the NPO notification message.
Minimum Age	The minimum age, in months, associated with this rule.
Maximum Age	The maximum age, in months, associated with this rule.
Hours Before Procedure	A number is used to define how many hours before the procedure the rule will apply. This field can be used independently, or in conjunction with the Cutoff Hour and Day Before Procedure fields.
Cutoff Hour	This field notates the start time (hour) for this rule. This field is used in conjunction with the Day Before Procedure. Example: The number 0 would represent midnight, 23 would represent 11:00 pm.
Days Before Procedure	This will determine the number of days before the procedure the rule applies. This field is used in conjunction with the Cutoff Hour field.

1. Continue this process until all custom NPO rules have been added to the procedure.

2. To save the information added to this procedure, click the blue "SAVE PROCEDURE" button at the top of the screen. A message will display at the top of the page that the system saved the procedure.

Special Formatting

When editing a field, the WYSIWYG toolbar can be used to easily format content without having to write html. The html code will be added in the background and can be viewed or edited using the icon.

• Align Text Left: this will left justify the text
• Center: this will center the text
• Paragraph (P): this will begin a new paragraph break for the text.
• Ordered and Unordered Lists: highlight the text you would like to include in the numbered or bulleted list. Then click on the toolbar item for the list option you would like to apply.
• Indent/Remove Indent: highlight the text and click the indent icon to move the text to the right or left.
• Image: click the image icon to add media that has been uploaded to portal.
• Bolding: highlight the Text you would like to bold and click the B icon.
• Italics: highlight the text you would like to italicize and click the I icon.
• Viewing the text in HTML: click the </> icon. When you are done, click the </> icon again return to a non-HTML view.
• Adding an HTML Link: click the </> icon to view the text in HTML. Use the following HTML code to add your link to the appropriate text. In this example, we are associating the URL to IV insertion video. See the <a href="https://www.youtube.com/watch?v=L9SH3vzs518">IV insertion video</a>.

Procedure Media

Adding and Editing Media

This section will allow images or other media to be uploaded to the Surgery Connect Portal. Once the media has been uploaded, it can be added to a procedure (see adding Media to a Procedure).

1. From the Procedures drop down menu, select Media.
2. The Browse and Edit Procedure Media screen will allow you to easily view/edit existing media information and upload new media. Search for existing media by typing the title, description or file name. Hit “Enter” or click the search icon to perform the search. To edit the information, click on the media file. In this example, Adenoidectomy will be selected.
3. Edits can be made to the Title and Description of media uploaded by your organization. Once updated, click the blue “UPDATE MEDIA” button. The file and information can be deleted by clicking the red “DELETE MEDIA” button. “CANCEL” is used if no changes were made. UPDATE MEDIA and DELETE MEDIA will only be available when a media file has been uploaded by your organization, otherwise you will have read-only access. The organization owner for the media is visible to the left of the file name
4. To upload a new media file, click on “UPLOAD MEDIA.”
5. Next, either click the “SELECT IMAGES FROM YOUR COMPUTER” button to browse files on your computer or drag a media file directly into the box from your file manager.
6. After the file has been uploaded, add a title and a short description. This information may be visible from within the Surgery Connect mobile app, so be sure to add information that will be helpful to the parents. Next, indicate if you would like to share this media with other organizations. Sharing the media with other organizations will provide access to the image, but will not allow administrative user outside your organization to make edits. Click the "UPLOAD MEDIA" button to save the information.

Adding Media to a Procedure

1. To add the media information to a procedure, select Procedures from the upper navigation and open the procedure.
2. Select the edit button for the section you would like to add the image. In this example, we will add the adenoid image to the Description section. Place your cursor where the image should display within the text and hit enter so that the image will appear on a new line. Next, select the Center icon, then select the image icon from the toolbar.
3. A list of available media will display. Click on the desired image
4. After selecting the media file, it is helpful to view the html code to ensure the image has been added appropriately.
5. Once the media image has been added, SAVE PROCEDURE.

Settings

Searching for Settings

1. Settings allows a user to enter a new setting location or edit information on an existing location. To search for a location, begin typing the location name.
2. As you begin typing the desired search criteria, the list will filter automatically.
3. Click anywhere in the row to select a setting. The Edit Setting screen will display.

Editing Settings

1. On the Edit Setting screen, you can edit content within any section by using the add/edit icons to the right of the content. See the Adding a New Setting section for a table describing each setting content field and more information on editing the content in any section.
2. After making any changes to setting content, be sure to save the setting by clicking on the blue "SAVE SETTING" button. Once editing is complete, click on the "SAVE SETTING" button to save any changes.

Adding a New Setting

1. Click the blue NEW SETTING button to add a new setting location.

2. Once the new setting form has rendered, fill in the following information:

   Field	Description
   Name	The setting name
   Time Zone	The time zone for the setting. This field will prepopulate with the user's time zone on the new setting form. You can select from the drop-down list if this is not the correct time-zone for the setting.
   Message Start Hour	This is the earliest hour of the day that users should receive push notifications. Notifications that would be delivered before this hour will be sent the night before at the Message Stop Hour. The value should be a number 1-24 (military time).
   Message Stop Hour	This is the latest hour of the day that users should receive push notifications. Notifications that would be delivered after this hour and before the Message Start Hour on the next day will be sent the at the beginning of this hour. The value should be a number 1-24 (military time).
   Title	Name of Facility. This field is required to save the Settings record.
   Short Title	Facility Code. This field is required to save the Settings record.
   Website	Facility URL. This field is required to save the Settings record.
   Phone	Main Phone Number. This will be used in the Procedure Details section of the mobile application. This field is required to save the Settings record.
   Address	Street Address for this Facility. This field is required to save the Settings record.
   City, State, Zip	City, State and Zip Code for this Facility. This field is required to save the Settings record.
   Latitude/Longitude	This will auto-populate based on the Address entered and will be used to populate the Google Map. You can change the latitude and longitude by dragging around on the map or editing the latitude and longitude fields.
   Maps URL	This field will be used in the mobile application when mapping applications are not available. This field is required to save the Settings record.
   Anesthesiology Resident	This phone number is used in the Procedure Details section of the mobile application. This field is required to save the Settings record.
   Procedure Time Determined	This is the number of days before a procedure that the procedure time is decided. Until the procedure time is set for a case, the Procedure Details timeline in the mobile application will include the message "This timeline will be updated once the procedure time is confirmed." This field controls the date associated with the message. The date will be this number of days before the case's projected procedure date. This field is required to save the Settings record.
   Arrival Time (in minutes)	This is the default (usual) number of minutes prior to the procedure time that the patient is instructed to arrive. Change this if the location requires the patients to arrive earlier. This field is required to save the Settings record.
   Arrival Instruction	This is the message for the arrival notification and the timeline shown in the app's procedure details screen. The default is "Arrive at the surgery center." This field is required to save the Settings record. This field is required to save the Settings record.
   What to Bring	A list of items that patients are instructed to bring with them
   Waiting Room	This field will provide information about the waiting area. Other areas to use or visit within the hospital can also be listed. This information is provided in the While You Wait section of the mobile application.
   NPO Rules	This set of rules will define the NPO instructions that apply for patients of various age ranges. The patient's age determines which NPO rules apply to each case.
   How to Connect to Wifi	Instructions for getting onto the wifi network in the waiting area
   Services Offered	A list of the services offered at the setting
   Nearby Hotels	This is a link to a webpage with information for lodging near the surgery center and is accessible from the app.
   Virtual Tour	This is a link to a virtual tour of the surgery center. If linking to a tour video, it should be hosted on YouTube and will be accessible from the app.

3. After filling in the name, address information and maps URL, proceed to the next section.

4. Anesthesiology Resident: This section stores the phone number of the Anesthesiology resident at your facility and is displayed in the procedure details section in the mobile application.
5. Procedure Time Determined: This is the number of days before a procedure that the procedure time is decided. Until the procedure time is set for a case, the Procedure Details timeline in the mobile application will include the message "This timeline will be updated once the procedure time is confirmed." This field controls the date associated with the message. The date will be this number of days before the case's projected procedure date.
6. Arrival Instructions: The default arrival time is established and can be changed if the location requires the patients to arrive at a different time. Arrival instructions can be added and will display in the timeline and notifications, e.g., arrive at the surgery center.
7. Next, add the specific criteria for the location's instructions on What to Bring and the description of amenities within the Waiting Room. To add an instruction, click on the blue "+" button to the right of the section and type the information. After typing your instruction, click the edit button to end the editing of that section of the screen.
8. Use the arrows to change the order of the instruction from within the section. Use the trash can to delete the instruction.
9. Next, define the rules for the NPO messages to be sent. To add an instruction, click on the blue "+" button to the right of the section.

10. Fill in the NPO Instruction, Age Range and Cutoff Time information associated with this rule, then click the edit icon to end the editing of that field. Continue this process until all custom NPO rules have been added to the procedure.

    Field	Description
    Instruction	This is the NPO notification message sent to the app user.
    Add Instruction Suffix	This will add the cutoff time to the end of the NPO notification message.
    Minimum Age	The minimum age, in months, associated with this rule.
    Maximum Age	The maximum age, in months, associated with this rule.
    Hours Before Procedure	A number is used to define how many hours before the procedure the rule will apply. This field can be used independently, or in conjunction with the Cutoff Hour and Day Before Procedure fields.
    Cutoff Hour	This field notates the start time (hour) for this rule. This field is used in conjunction with the Day Before Procedure. Example: The number 0 would represent midnight, 23 would represent 11:00 pm.
    Days Before Procedure	This will determine the number of days before the procedure the rule applies. This field is used in conjunction with the Cutoff Hour field.

11. Lastly, fill in the following sections, if applicable: How to Connect to WIFI, and the -Services Offered sections, Nearby Hotels and Virtual Tour.

12. When all the information has been entered, click the blue CREATE SETTING button. Select ‘< Back’ to return to the location list.

Messages

This section stores the intraoperative (during procedure), postoperative (during recovery) and post-discharge messages. Messages can be added or edited at any time.

Adding Message Options

1. To add a new message, click the blue "NEW MESSAGE" button at the bottom of the appropriate section.
2. Once the message has been added, click "ADD MESSAGE."

Editing Message Options

1. To edit a message, click on the edit icon to the right of the message. After making your edits, click the save icon (disk). To delete the message, click the delete button (trash can).