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Preference Cards

Achieve a More Cohesive Sterile Processing and Surgical Team

Physician preference or procedure cards afford providers the opportunity to approach cases with the materials and instruments they feel are most appropriate for the procedure at hand. Unfortunately, systems can quickly become saturated with outdated information, duplicates, and contradictory information. The resulting disorganization causes confusion, workarounds, and unnecessary purchases and picks by Materials staff and Sterile Processing resulting in wasted time, materials, case delays, and overall inefficiency.

Financial implications of preference card accuracy:

  • Reduction in waste
    • Wasted materials
      • Open, unused, and unneeded items
    • Wasted staff time
      • Hunting for supplies, case delays, staff prep, picking, and return time
  • Consolidation/materials standardization
    • Consolidating preference or procedure cards can assist in materials cost reduction
    • Improves opportunities for value analysis and contract negotiations
    • Eases implementation of preference changes
  • Charge capture
    • Tying procedure cards to CPT and ICD-9/10 codes can help improve charge accuracy in the billing process

Soyring can work with your facility to implement preference card structure and ensure its ongoing accuracy. 

Focus Areas & Offerings:

Structure and Development Assessment

Our team will review current preference card structure, policies and procedures, and information systems/interfaces to determine necessary changes and develop an implementation plan. Here are examples of items our team would review as part of the initial assessment:

  • How tables were initially built
  • Current access for changes to tables and modules
  • Existing interfaces and how the data flows with other facility systems (e.g., financial systems, materials systems, EMR, etc.)
  • Maintenance and vendor support, including reviews of long-term system plans, availability and schedule of customization or changes, and the implications of upcoming system upgrades
  • Naming conventions
  • System reporting
  • Preference card structure

Development assistance includes the following activities:

  • Development of a test environment
  • Organization and clean-up of procedures
  • Determination of a procedure list and its organizational structure
  • Determination of proper “location” for cards to aid in picking process
  • CPT and ICD-9/ICD-10 (i.e., download codes into test environment, identify codes for each new procedure name, and develop cross-walk from ICD-9-CM codes to ICD-10 codes for procedures to be mapped)
  • Communications planning

In addition, we can identify individuals representing key interest groups in the implementation process.

Implementation Assistance

We will test, roll out, provide oversight, and go live with the approved changes:

  • Testing interfaces, scheduling processes, preference, and pick list processes related to changes
    • Redundant scheduling processes for testing prior to implementation
    • Addressing issues
    • Determination of rolling or final go-live date(s)
  • Use rolling implementation dates, when possible
    • Selection of physicians and service lines to be implemented in priority order (in conjunction with physician champions)
  • Work with system administrator, technical support, schedulers, and nurse managers to plan for go-live at each location
  • Go live and monitor processes
Maintenance

Soyring puts structures in place to ensure ongoing accuracy of your facility’s preference cards.

  • Develop plan for ongoing maintenance of procedure/coding database, preference card updates, etc.
  • Continue collaboration with internal teams to update preference cards
  • Update physician scheduling tools and work with physician office schedulers on new scheduling procedures with future updates

Featured Resource:

FREE WHITE PAPER

 6 Pitfalls of OR Preference Card Management

“Soyring Consultant was a joy to work with. She was well liked by the staff but brought increased discipline and improved processes in the department.”

VICE PRESIDENT OF MEDICAL AFFAIRS, ACUTE CARE MEDICAL CENTER

Ready to Achieve a More Cohesive Sterile Processing and Surgical Team?

Contact us today at 1.866.345.3887 or simply fill out this form & we will contact you.