CPMC Scheduling Tools
The tools on this site run entirely within your browser. Files are opened and processed locally, without uploading, saving, or transmitting anything. Nothing leaves your device.
CPT Audit Tool
The audit runs locally in this browser tab. No file is uploaded or stored.
Waiting for a spreadsheet.
Equipment Request Audit
The audit runs locally in this browser tab. No file is uploaded or stored.
Waiting for a spreadsheet.
Equipment terms listed in Surgery Order Special Needs but missing from Case Equipment
This tool searches for equipment keywords and may occasionally flag cases incorrectly or miss cases where equipment is referenced using non-standard or abbreviated terminology. Results should be reviewed in context.
| Date | Location | Case # | Surgeon | Special Needs | Explanation |
|---|
OR Schedule and Room Assignment Audit
Currently configured for CPMC Van Ness (WBVC OR) only
The audit runs locally in this browser tab. No file is uploaded or stored.
Waiting for a spreadsheet.
Cases with pending holds or not yet visible on the schedule may not appear in this audit.
| Case # | Date | Surgeon | Room | Procedure(s) | Priority | Rule | Explanation |
|---|
Rule Management
Active room assignment rules organized by tier. Flag any rule to send a review request by email.
Terms Being Checked
The audit flags cases where any of these terms appear in Special Needs but are not present in the Equipment field.
Known Problem CPTs
These CPT codes have been reported as not yet built in Epic and are excluded from flagging until added.
How Room Assignment Rules Work
How these rules were developed
The rules in this tool were derived from three years of completed OR case data from CPMC Van Ness. Cases that were marked as completed and signed off by clinical staff were used as the ground truth. The assumption is that if a case ran in a particular room repeatedly over time, there was a reason for it. Statistical patterns were identified across equipment, service line, surgeon, patient age, and procedure type. Rules with strong, consistent patterns were validated and added to the tool. Rules are reviewed and updated periodically as OR operations evolve.
What Confidence means
Confidence reflects how consistently the historical data supports the rule, and how much operational flexibility exists. High confidence rules are either physically constrained (the equipment cannot move) or backed by a very strong historical pattern with little variation. You can treat these as reliable. Medium confidence rules are based on clear surgeon or service preferences that hold most of the time, but may have legitimate exceptions. Low confidence rules are based on weaker historical patterns. They are included as suggestions but should be interpreted cautiously.
Tier 1: Physical Absolute
These rules exist because certain equipment cannot be moved, or because of other physical constraints of the room. The DaVinci DV5 robot lives permanently in OR 2 and OR 3. The DaVinci SP robot lives in OR 5. Cardiac bypass equipment is fixed to OR 7. Free flap procedures require a room with three overhead surgical lights, which limits them to OR 6, OR 7, OR 8, and OR 9 (rule hard-7). If a case meets one of these criteria, it must be in the designated room and there is no flexibility.
Tier 2: Strong Operational
These rooms are set up specifically for certain case types. OR 4 is the designated pediatric room. OR 5 and OR 10 are set up for ophthalmology. Cases flagged at this tier should be moved if possible, but there may be legitimate reasons they cannot be.
Tier 3: Service Preference
Certain services tend to cluster in specific rooms because of setup familiarity, equipment proximity, and turnover efficiency. For example, neurosurgery cases typically run in OR 11 or OR 12. These flags are worth reviewing but are not always actionable. If the preferred room is full, the flag will be suppressed automatically.
Tier 4: Surgeon Preference
Some surgeons have a strong preference for a specific room based on familiarity or workflow. These are the lowest-priority flags and are purely informational.
Tier 5: Suggestion
Low-confidence patterns based on historical data. For example, right-sided PCNL cases have historically been performed in OR 2, OR 8, or OR 12 due to positioning convenience.
How flags are suppressed
The tool is designed to only flag cases where a move is actually feasible. For Tier 3 service flags, the tool checks whether the preferred room has enough open time to accommodate the case, or the full back-to-back block of same-service or same-surgeon cases, before flagging. If the preferred room is already full, the flag is suppressed.