Management

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Management & Scheduling

OR Booking

General Guidelines for Office Scheduling

There are several categories of events that we do as surgeons. These include operating, clinics, academics/teaching, administration, on call, professional development etc. Many activities, such as after hours work, may not be as readily apparent to the staff as clinic time. However, these 'non-visible' types of work take up a significant portion of the physicians' time. The urologists also want to have time for non-professional activities.

Because time is a limited resource, and non-professional time can be scarce, scheduling should be done such that the practice runs as efficiently as possible. This will allow us to maximize the number of patients we care for without compromising quality, spend as much time as possible with our families and generate enough revenue to maintain an economically viable business.

Always communicate any questions or concerns to the urologist(s) whose schedules are affected or any available urologist for any questions. 

The urologist will always have the final say on allocation. If a urologist has given a specific request regarding time away from the office (for any reason), staff should never change the schedule without first consulting the urologist.

Prioritization of Scheduling

These are the priorities for scheduling, in descending order (most important on top)

  1. Operating Room

  2. Cystoscopy

  3. Clinic (instructions are provided for reception)

    1. One exception is clinic booking at outside facilities which may take precedence if OR time becomes available.

  4. Other: professional development, administration, teaching, etc.

In general, there is a hierarchy for booking patients - most critical to least and those who need surgery or cystoscopy will tend to have the most need. This is known as Triaging patients.

Vacation & Time Away Notification

It is critical that the appropriate organizations and people are informed of physicians absences for vacation or other reasons. In these situations, the on-call physician will provide coverage. Please ensure that the appropriate parties have been informed. These include

  1. Richmond Hospital - Download absence notification form - all MD's

  2. Delta Hospital - Drs. Poon & Rapoport

  3. Vancouver Hospital (Stone Centre) - Dr. Taylor

  4. UBC Hospital including Bladder Care Centre - Dr. Rapoport

  5. False Creek Surgical Centre - Dr. Poon & Taylor

  6. Pacific Centre for Reproductive Medicine - Dr. Poon

  7. Genesis Fertility Centre - Dr. Poon 

Call Schedules

Call schedules are prepared and submitted by Dr. Krahn. Notification should be sent to Richmond Hospital and Delta hospital as soon as they are available. Note that only Drs. Poon & Rapoport take call at Delta and only on the days on which they are on call in Richmond.

The call schedule is to be entered into the EMR AT LEAST ONE MONTH in advance of when call is to occur. Ideally, the call schedule is entered as soon as it is finalized.