Surgery Connect Staff User Guide

Welcome to the Surgery Connect Staff user guide. Here we offer step-by-step instructions to everything that Staff users can do in Surgery Connect. Browse the table of contents to find the help guide you need. If you cannot find what you're looking for, please contact support@appcatalyst.com with your inquiry.

For help accessing Surgery Connect, please view the Portal Access Guide.

Looking for the portal? Click here.

Login - Organization/Settings Selecting

After logging in to Surgery Connect, you will be prompted to select the Setting for the cases you will be working on. Select Setting

A user may be prompted to select an Organization, prior to the Setting, if the user has been assigned to more than one organization. A user will only be prompter to select a Setting if the Organization has multiple Settings.

The upper right-hand corner of the screen will display the setting you are logged in to, along with the organization and your user id.

If at anytime during this session, you need to switch to a different setting, click the drop-down arrow to the left of your user id and select the new setting.

Surgery Connect Dashboard

After logging in to Surgery Connect, the first screen presented will be the dashboard report for the selected setting. The dashboard displays several high-level interactive reports which provide information about upcoming procedures and current case activity within the portal. Dashboard

If you have access to multiple surgery settings and want to view the dashboard for another setting, select the appropriate setting using the drop-down arrow to the left of your username.

Dashboard Alerts

The first section of the dashboard will show alerts indicating important case management details. There are two kinds of alerts that may appear in this section.

No Procedure Time

The first alert will show the number of cases scheduled for the next business day without an assigned procedure time, along with the associated case numbers. Clicking on the case number will bring you directly to the record. Clicking "Surgery Connect" in the upper navigation bar, will always return you to the Dashboard. No procedure time alert

No Subscribers

The second alert will list the number of cases in the next 3 days that do not have mobile app subscribers. Again, clicking on the case number will bring you directly to the record, where an invitation can be re-sent to the parent. No subscribers alert

The Week Ahead

The Week Ahead section displays the number of upcoming cases, by day, for the next business week. Clicking on the tile for a specific date will navigate to the case management screen listing the cases from that day forward. The last tile shown, provides the total number of cases year-to-date which have been entered into Surgery Connect. Week Ahead

User Activity

The last section of the dashboard shows the User Activity panel. This shows two reports on separate tabs. The first tab shows an Activity Feed and the second tab, Summary, shows tables with the count of activities performed by each user.

The Activity Feed tab provides a daily, chronological list of the actions performed in the Surgery Connect portal. The date and time, the user, the activity and the case number are listed for each activity. Clicking anywhere on the row for a user activity will bring you directly to the case the activity pertains to. To view the activity for past dates, use the page buttons at the bottom of the screen. Activity Feed

The Summary tab reports the number of cases created and the number of messages sent, by user. By default, the reports show the aggregated user activities for the past month. The Date Range fields can be changed to update the reports for any date range. Summary

Managing Cases

Searching for Existing Cases

  1. Selecting "Cases" from the upper navigation bar will take you to the cases screen. This screen displays a list of upcoming cases starting at the beginning of the current day. It will show ten cases at a time. The time that each case is scheduled is shown on the far left. If a procedure time is set for the case, the time will show next to a clock icon. If a procedure time is not specified, then the projected date will show next to a calendar icon. This is followed by the patients full name, the procedure name and the date of the case. The case number and the number of users that have subscribed to the case (users that have added the case to their app) are indicated on the right side of the case listing. Search Cases You can find cases by date by selecting a date in the "Select Date" field of the case search toolbar. You can also use the "Search Cases" field to search for cases by patient name or case number. The Services and Active/Inactive filters can also be used to filter the case listing for a particular service or status. Any of the search options can be used in conjunction. After performing a search, you will need to cancel your search to return to the default view showing a list of upcoming cases.
  2. Searching by Date. Click on the "Select Date" field (marked by a calendar icon) and select the desired date. To quickly return to today's date, click the "X" to the left of the calendar icon. Search by Date
  3. Search Cases. Click on the "Search Cases" field and enter a case number or patient name. Then hit enter or click on the search button (marked by a magnifying glass) to perform the search. To cancel your search, click the "X" to the left of the magnifying glass icon. Search Case Number or Patient Name
  4. To search by Service or to filter your existing search for a particular service, click on the "All Services" button with the dropdown arrow and select a service from the list. Search Service
  5. To search for inactive cases or to filter your existing search for inactive cases, click on the "Active" button with the dropdown arrow and select "Inactive Cases" from the list. To return to the list of active cases, click on the "Inactive Cases" button and select "Active Cases". Search Case Status
  6. To select a case, click anywhere on the row for that case. Search Cases Select
  7. Selecting a case will take you to the Case Management screen.

Reviewing Cases

You can review case information on the case edit screen. You can also resend the case invitation to the primary contact’s phone or send messages to the cases’ subscribers.

Each case is identified by its case number. This comes from an electronic health record software (Epic). Each case has a patient name, a procedure, a surgery setting and a procedure date associated with it. Each of the fields helps determine a schedule of procedure and setting-specific messages that instruct the patient. These messages contain links to individual sections of procedure content. These messages are sent just-in-time for each instruction.

Any field on the case edit screen can be updated, if necessary. Making any changes to the case number, procedure, setting, projected date, procedure time or patient's date of birth will require the messages for the case to be updated. If any app users have already subscribed to the case, a message that says "Your procedure schedule has been updated" will be sent to those users immediately upon saving this update. Click on the blue "UPDATE CASE" button to save any changes you have made to the case.

If the procedure has been cancelled, the case can be inactivated by clicking the “INACTIVATE CASE” button. Inactivating a case will unschedule all messages for the case, including NPO notifications. The original procedure date and time will still be visible from within the app, unless removed from the case. To reactivate the case, click the "ACTIVATE CASE" button and set the procedure information to the applicable date/time. Edit Case If you have made any changes to the case, click on the blue "UPDATE CASE" button

On the case-management screen you can view the case number, the procedure, the scheduled date and time, the location and the suggested arrival time. The patient's arrival time can be customized for this case. Scheduled messages and subscribers for the case also display. Messages and Subscribers

Arrival Time

The patient's arrival time is determined from the Setting, unless an earlier arrival time has been added to the Procedure.

The number of minutes before the procedure time that the patient should arrive will display. This will auto populate after a procedure has been added, but can be customized for the case. Arrival Time

To customize the arrival time either type the new number, or use the up/down arrows to adjust the number of minutes before the procedure time that the patient should arrive. Once the arrival time has been adjusted, "CUSTOM" will be shown and internal arrival time notes can be added. This optional notes field is for internal use only and will not appear in the mobile application. Arrival Time Notes

Subscribers

Subscribers are the mobile app users that have added downloaded the app and added the case. App users can subscribe to case by providing the case number and last 4 digits of the primary contact’s phone number for the case. This adds the case to their app and subscribes their app to the messages for the case.

Once a user has subscribed to the case, their device model and subscriber id will appear in the "Subscribers" panel on the case management screen. The heading of the "Subscribers" panel will turn green, indicating that there is now at least one subscriber. Every time the user opens the app, their subscription will be updated and the time of the update will appear underneath the device model in the "Subscribers" panel. The list of subscribers is sorted by the time of the user's last update. The most recently updated subscriber will appear at the top of the list. Subscribers

Messages

The messages panel shows the message schedule for the case. The list is sorted by the time that the messages are scheduled to be sent. The last message to be sent will appear at the top of the list. When a message has been sent, the comment bubble that appears next to its scheduled time will turn yellow instead of the default gray. When the message has been viewed in the notification feed by an app user, the message bubble will turn green and the user's subscriber ID will appear below the message. Message Acknowledged

Each message is delivered to the user via push notification. When the user taps on the notification, it will open the user's app and take them to the notification feed for the case that has just been updated.

The messages that deliver pre-op instructions are based upon the procedure guide. The week before message comes exactly one week before the procedure time. The day before message is scheduled for 07 hours (7:00 am) on the day before the procedure. The night before, arrive by and day of procedure messages are scheduled for the 19 hour (7:00 pm) on the day before the procedure. Procedure Guide

The messages that deliver the NPO instructions are based upon the setting, the procedure and the patient's age. The patient's age determines what NPO rules will apply. See the Settings screen to review the NPO rules for the setting. NPO Info

Custom NPO Instructions can be added by Procedure and will override the Setting’s NPO rules for the setting. See the Procedure setup screen to review the Custom NPO rules.

If you save changes to the case, the message schedule will be recalculated. If any app users have subscribed to the case, a rescheduled message will be added to the message schedule and sent to each subscriber immediately. Message Acknowledged

Sending a Message

  1. Messages can be sent to the case subscribers at any time during the procedure (intraoperative), during the recovery (postoperative) or post-discharge. Select the blue "New Message" button to start a new message. New Message
  2. Select a message category from the category dropdown list. New Message
  3. Then select the appropriate message from the message dropdown list. New Message
  4. After selecting the message, either click the "Send Message" or the "Cancel" button. Clicking "Send Message" will send the message to all of the case's subscribers immediately. New Message

Adding a New Case

  1. From the Cases screen, click the blue "+ NEW CASE" button. Search Cases
  2. Next, you will be prompted to select the correct location for the new case. New Case Confirm Setting

  3. This will take you to the New Case screen and the location (Setting) will be auto loaded based on the selection. You will need to fill in the applicable fields: New Case

    Field Description
    First Name Patient’s First Name
    Last Name Patient’s Last Name
    Primary Phone Number This will be the main contact’s cell phone - typically for one of the parents. For example: mother’s cell phone number.
    Resend Case Invite When selected, a case invite SMS will be texted (again) to the primary phone number. This button will appear after the case has been created. When a case is created, a case invite SMS is automatically sent to the primary phone number by default.
    Date of Birth Patient’s DOB. Type in the month, day and year (mm/dd/yyyy) or use the arrows when populating the numerical fields. The arrows will appear once the cursor is in the field.
    Max Subscribers This is the maximum number of people allowed to view the case from within the mobile app. The default number is 10. It can be increased if requested by the family.
    Case Number This is the 5 or 6-digit case number from Epic.
    Setting This is the location of the surgery. For example: St. Louis Children’s Specialty Care Center-West County, St. Louis Children’s Specialty Care Center-South County St. Louis Children's Ambulatory Procedure Center and St. Louis Children's Same Day Surgery.
    Procedure The name of the Procedure scheduled. Use the drop-down arrow to select the appropriate procedure. Procedures are categorized by service.
    Projected Date This is the projected date for the procedure. Click the calendar icon to select the appropriate date. This is a required field. If a procedure time is not specified, the projected date will be used as a placeholder. The arrival time and any NPO instructions for the case cannot be determined until the procedure time is specified.
    Procedure Time This is the exact date and time of the procedure. Click the calendar icon to select the appropriate date. Next select the hour of the procedure (military time), then select the minutes. For example: if the surgery is scheduled for 1:15 pm, select 13:00 for the hour, then select 13:15 for the correct time.
    Arrival Time The number of minutes before the procedure time that the patient should arrive. This will auto populate after a procedure has been added, but it can be customized for the case. An internal notes field will be available when customizing the time for an individual case.

  4. Adding a Birthdate: type in the number associated with the month, day and year OR use the up/down arrows on the screen or on your keyboard to choose those values. Selecting Birthdate

  5. Adding the Case Number: Type the case number provided for the case in your case management software (a 5 or 6-digit case number from Epic). Adding Case Number
  6. Selecting the Procedure: Click the drop-down arrow to view the list of procedures. The procedures are listed alphabetically by service. You can scroll or use the search filter to select the appropriate procedure for this case. The default arrival time information will populate after selecting the procedure. Selecting Procedure There are a few combination procedures in the list. Examples are Upper Endoscopy & Colonoscopy or Myringotomy Tubes & ABR.
  7. Setting (procedure location): The setting will default to the selected setting when the new case was added. Setting Procedure Location
  8. Projected Date: Use the calendar icon to populate the projected date for the procedure. Click on the calendar icon and select the date. The arrows at the top of the calendar will advance to the next or previous month. Projected Date
  9. Procedure Time: When the procedure time is determined, return to this screen and complete this field. Before the procedure time is set, the projected date will be shown in the app and the case search screen. Use the calendar icon to populate the date and time of the procedure. Click on the calendar icon and select the date. The arrows at the top of the calendar will advance to the next or previous month. Next, select the hour of the scheduled procedure (military time). Lastly, select the minutes. Procedure Time
  10. Arrival Time: The number of minutes before the procedure time that the patient should arrive will display. This will auto populate after a procedure has been added, but it can be customized for the case. Case Arrival Time
  11. To customize the arrival time either type the new number of minutes or use the up/down arrows to adjust the number of minutes before the procedure time that the patient should arrive. Once the arrival time has been adjust, "CUSTOM" will be shown and internal arrival time notes can be added. This optional notes field is for internal use only and will not appear in the mobile application. Custom Arrival Time
  12. After filling in the applicable information, click CREATE CASE. Next, click the "Back" link to return to the Case list. Create Case

Procedures

Procedures are instruction guides that include pre-op and post-op information.

Searching for Existing Procedures

  1. Selecting “Procedures” from the upper navigation will take you to the procedures screen. This screen allows the user to search for a procedure and view its content. To search for a procedure, scroll the available list (it’s in alphabetical order by title) or begin typing the title in the Search Procedures field. Procedures
  2. As you enter the procedure name, you will be prompted to hit enter or click the search button to search for the procedure. Take either action to perform your search. Any procedures that match your search will be displayed. You can also filter the list of procedures by the service that performs the procedure. Click anywhere in the row to select the procedure. Procedure Search

Reviewing Procedures

On the procedure screen you can review any details about the selected procedure that are delivered in the application.

Field Description
Mode* Select if this is an Outpatient or Inpatient procedure
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 the 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 - mainly used for Colonoscopy preparation. Each preparation step must be entered in singe entries.
The Night Before Provides instructions for the night before the child’s 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.
When To Be Concerned Provides a list of symptoms which may indicate something is wrong and the action to be taken.
Follow Up Provides information regarding how to schedule a follow-up visit or when to expect results.

Once you have viewed the content, click the back button to return to the Procedure list, or select Cases from the upper navigation to return to the Case Management screen.

Settings

Searching for Surgical Settings

  1. Settings allows a user to review the information specific to a location. To search for a Setting, begin typing the location name. Portal
  2. As you begin typing the desired search criteria, the list will filter automatically. Click anywhere in the row to select the setting. Portal

Reviewing Settings

The Settings screen can be used to review any details about the surgery center that are delivered in Surgery Connect. Portal

Field Description
Name The setting name
Time Zone The 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 from 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 from 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. 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 The latitude and longitude for this Facility
Maps URL This field will be used in the mobile applications 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 is 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.
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 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 is accessible from the app.