InsiteOR allows users to create Offices to organize teams, inventory, calendars, schedules, and more. The office is a central hub for you to communicate with your team members, and manage your schedule of cases. You can invite new users into your office at any time and there is no limit to the number of users you can have in your office. This is your command center. There are two main types of Offices on InsiteOR, each with its own set of tools and features that help you manage your office online. The following sections are included with every Health Office on InsiteOR. Health Offices can represent Hospitals, Outpatient Centers, Surgery Centers, and Medical Practices. Analytics Associated Team Members Billing Calendar Case Cards Contact Management Dashboard Fax Post-Op Survey Manage Product Inventory Rooms Smart Cards View Favorite Product The following sections are included with every Medical Rep Office on InsiteOR. Medical Rep Offices can represent many types of medical device and equipment businesses including independent Medical Device Contractors or Distribution Companies Analytics Calendar Case Cards Dashboard Manage Product Inventory Manage Kit Inventory View Associated Products View Associated Reps Go to the top menu and select “Offices” and click the office listed from the drop-down InsiteOR has two Office Types providing different tools to help every user to organize, store, and share information. InsiteOR offices provide you with a suite of features such as Scheduling, Fax Anywhere, Contact Management, and more which are listed below. The analytics tab, depending on the office type you are viewing, will be an informational tab that shows you what you care about and in the future, provides suggestions for how to improve your performance. For now, you can easily view the number of cases you have today, this week, and for the month. This tab will provide you with detailed analytics about what those surgeries were, the outcomes, and more. Click the “Associated Team Members” Section to view your offices Team. InsiteOR allows you to invite anyone to your Office and provide them with their Username and Password they can use to communicate with you. To view the users your Office is currently associated with, click on the Associated Team Members tab You can invite current InsiteOR users to your office by clicking on the “New Team Member” Button You can filter by user type or search for their name. Once you find the user you want to add, click “Select” and click “Add”. Current InsiteOR users not yet associated with your Office will be listed here You can also invite new users to the InsiteOR and add them to your office by clicking on the “New Team Member” Button Once you enter in the new User’s information, click “Invite”. This will send an invitation to the email you enter into the form (See image below) You can invite anyone with a valid email address to your InsiteOR Office. They can be someone in the same office or someone across the state in the main office building. The billing section of your office contains information about your InsiteOR Fax subscription. You can manage the card in file and purchase additional Fax numbers here. Click the “Calendar” Section to view this months calendar InsiteOR allows you to manage your entire schedule in one simple calendar that you can access from your computer, phone, or tablet. With the calendar, you can easily find upcoming cases and click to view the case details, message the care team to prepare the day before, or upload documents for the case you’ve received. InsiteOR allows you to connect your Google or Microsoft calendars, and when doing so, any events placed on that calendar can be viewed here. Click on the “Case Cards” tab to view all of the Case Files for this Office Case Cards represent a surgery procedure that has been scheduled or performed for a patient from your office. Case Cards contain all of the scheduling information, the supplies, and materials used, the surgical care team that will be present, and much more in one place. Case Cards allow you to organize all of the information that is sent in a surgery order or Office form in one spot digitally. You can easily add new cases to your google calendar with the click of a button using the “Add to Calendar” button Learn more about Case Cards here Click “Contact Management” to bring up your Office’s Contacts Contact Management is a way for you to create and save frequently used Fax numbers to your office. When you send or receive a Fax from a new number, it's automatically added to your Contacts list for later. You can send and receive Fax messages to offices you frequently work with at the click of a button and automatically be notified when these messages are sent or received. Click “Dashboard” to bring up your Office’s Dashboard. The dashboard provides you with an overview of the entire office. You can easily view your team, the products in inventory, upcoming cases, and more. Click “Fax” to bring up your Office’s Fax Management Menu. Every InsiteOR Office comes with an internal EFax Number that you can use to send and receive Fax Messages with other offices, staff members, and more. The Fax Menu will notify you of how many unread Fax Messages your office has received i.e. “Fax (3)” When an office number receives a Fax, the Office Administrator is notified via their Profile Settings. Clicking the “Pencil” icon to rename any sent or received Fax Messages to make them easier to search for and find in the future. Once your office has received a Fax Message, you can attach that message to any Case Card procedure on InsiteOR by clicking the “Associate With” Fax’s associated status is denoted by the Associated Column. If the Fax Messages Associated Status is “Not Associated” then this Fax has not yet been attached to a Case. Click “Post-Op Survey” InsiteOR Offices contain surveys that you can create and send to specific, or all users as a part of the Case Card feedback loop. These surveys are completely customizable and allow you to collect feedback from your care team and staff in minutes. To create new surveys, click the “New Post-Op Survey” in the top right corner of the Office Screen, below the menu bar. Learn more about creating Post-Op Surveys here You can edit and archive current, active surveys using the blue and red icons. You can always unarchive and rearchive surveys as needed. Click “Manage Product Inventory” to open your Office or Centers Materials Management Area The Product Inventory section is a powerful tool that enables you to manage general or specific inventory and supplies frequently used in the procedures of your office schedules. To add a Product to your Office’s Inventory, click the “Add Product” button You can then search for any product within InsiteOR and add it directly to your inventory with a quantity Learn more about Product Lists, Inventory, and how to track their use here. Click “Manage Product Kits” to open your Product Kit Management Similar to Product Inventory, you can create and attach Product Kits to your Office and manage their use in your offices' cases. You can keep track of how many Kits you have on hand, how many Kits are out in the field, and what those Kits' statuses are. Learn more about Product Kits and how to track their use here. Click “Rooms” to open your Office’s Associated Procedure Rooms Each room represents an Operating Room at any of the centers or facilities that your provider/s perform at. To add a new Room to your Office, click the “New Room” button When you create a new room, you can give it a name and a description. The description can contain the address, suite number, or other information to help users get where they need to be. You can view the procedures that are scheduled to be performed in each room. When a new Case Card is created on InsiteOR, it is associated with one of the Rooms you choose from and automatically placed for you here. You can also create a template and associate it with two different rooms to make scheduling the same procedure at two different locations simple and fast. Click on “Smart Cards” to view the Preference Cards for your Provider/s Smart Cards represent the templated Preference Cards your providers have on file with the Surgery Center or Hospital, or anywhere else they perform procedures. A Smart Card can only be associated with one Office and one Room. If you have a provider who performs a similar procedure at two different locations, please view our FAQ on “Scheduling Procedures” To create a new Smart Card, click “New Smart Card” in the top right-hand corner of the office menu. Learn more about Smart Cards here Click “View Favorite Products” to pull up your Office's favorite products The Favorite Products listed here are a collection of all the Favorite Products amongst all of the users in your office. If your Office has multiple providers, this is a great way to organize your Providers' preferences outside of kits as needed. Use the “Eye” and “Envelope” icons to instantly message the vendor and rep and learn more about the specific product. Every product on InsiteOR is created by and associated with a Medical Rep who can answer questions and make sure that everything is prepared for the procedure. Click on “View Associated Reps” to open up your Office team You can invite anyone of your Reps to InsiteOR using their Email and clicking the “Add Rep” or “New Rep” Once you have invited your team, you can organize everyone in your Associated Reps section where you can assign their territories, roles, and information. Each rep will be assigned to Cases as they are scheduled, and this, in turn, will be shown on your Office’s calendar, analytics, and more. Additionally, these users will be automatically notified of updates and changes to their schedule You can remove a rep from your office by clicking on the “Remove” red button on the rep you would like to remove from your office. InsiteOR Office Overview
What’s in an InsiteOR Office?
Health Offices
Rep Offices
Viewing My Associated Offices
Analytics
Associated Team Members - Medical Office only*
Billing - Medical Office only
Calendar
Case Cards
Contact Management
Dashboard
Fax - Medical Office only
Post-Op Survey - Medical Office only
Manage Product Inventory
Manage Product Kit Inventory - Rep Office Only
Rooms - Medical Office only
Smart Cards - Medical Office only
View Favorite Products
View Associated Reps - Rep Office
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If not, please submit a ticket here or email us at help@insiteor.com
Calendar
Overview
Watch an overview of the Calendar here
Click the “Calendar” Section to view this months calendar
InsiteOR allows you to manage your entire schedule in one simple calendar that you can access from your computer, phone, or tablet.
With the calendar, you can easily find upcoming cases and click to view the case details, message the care team to prepare the day before, or upload documents for the case you’ve received.
InsiteOR allows you to connect your Google or Microsoft calendars, and when doing so, any events placed on that calendar can be viewed here.
You can click on any blue calendar event to view the Case.
Days with more than three procedures will have a “+” icon next to the earliest listed Case.
Navigating and Using the Calendar
At the top of the calendar box, there are navigation commands that allow you to click forward and backward through the months of the year.
You can also click “Today” and you will be brought to the list view of Today’s Cases.
You can toggle between “List” and “Month” views using the toggle “List | Month”
You can very quickly search for any Patient’s procedure by using the search menu above the left-hand side of the calendar.
If your administrator has given you permission to do so, you can create a new Case Card for a new procedure from the Calendar by clicking “New Case Card”
When a new user is added to your Office, any of their current scheduled cases from InsiteOR are added to your calendar giving you real-time updates and availability for your entire staff.
Integrating your Calendar with Google
Any user can integrate their InsiteOR Calendar securely and privately with their Google calendar. InsiteOR uses a secure, encrypted method to establish a connection and provide you with a Calendar event for Case Cards on insiteOR you are associated with.
Learn more about your Profile setup options here
Go to your Edit Profile Menu and select “Integrations”
Click “Connect with Google”
Follow the prompts and complete your Google Integration
Case Cards Overview
What is a Case Card
Case Cards represent the various procedures and operations that a specific office has scheduled, had scheduled, and/or performed. Case Cards contain sections of information to cover every aspect of the procedure including the supplies used, the implants and devices, the surgical care team including vendors, and more.
How to View Case Cards
Case Cards can be viewed from the Office Page View via the Products>Case Cards Menu Option, or from your Profile under the “Associated Case Cards” Tab.
You can view any Case Card you are associated with, allowing you to always be aware of upcoming procedures as well as last-minute add-ons and adjustments.
Depending on the Office, the Case Card’s owner, and other factors, you may or may not be able to add or edit the information of the Case Card.
Viewing Case Cards From an Office
If you want to view Cases from the Office, click on the “Case Cards” tab to view all of the Case Cards for that Office
Case Cards represent a surgery procedure that has been scheduled or performed for a patient from your office. They would most likely correlate to one of the encounters recorded in your EHR/EMR or PMS system, or anywhere else you currently record these procedures.
To view a Case Card, click the “Eye” icon to open the Case Cards page.
Viewing Case Cards in a List
You can also view Case Cards in a list view by clicking on the Case Cards option from the top Menu Bar.
Find and click the “Products” option from the menu
From the drop-down menu, select “Case Cards”
This screen will show you all of the Case Cards your user profile is associated with regardless of the office you work at.
This is especially important if you work with multiple offices and providers, or provide equipment and devices to many offices in your area.
To view a Case Card, click the “Eye” icon to open the Case Cards page.
Case Cards contain all of the scheduling information, the supplies, and materials used, the surgical care team that will be present, and more in one place.
Case Cards allow you to organize all of the information that is sent in a surgery order or Office form in one spot digitally.
You can easily add new cases to your calendar with the click of a button using the “Add to Calendar” button (see below).
Opening a Case Card on InsiteOR
Every Case Card has a Name, the Case Card Details, the General and Categorized Notes Section, as well as the various Menu Tabs. The Case Card page layout below uses red, green, and blue boxes to show how this information is sectioned off on the page.
Case Card General Details
Healthcare Office
Shows the office that has scheduled the procedure. If you are the Health Office Admin, this is likely going to be your office. If you are another user, this will tell you the original requestor of the procedure.
Procedure Name
The name of the procedure comes from the templated preference card of the provider.
You can edit and adjust the name at any time and will notify users that these details have changed.
For example, if the physician adjusts their approach to the procedure and the name is updated, InsiteOR will know to notify those involved.
Procedure Category
This helps you categorize the procedure by the specialty and area of medicine the procedure is performed in.
Later on, this will show you Analytics by category based on the operational metrics that matter to you.
Room
This field represents the Operating Room at the facility the surgery is taking place in. This helps schedulers alert vendors, physicians, and others where a particular procedure is being performed without needing to list everything out in emails.
If this changes, it will also automatically notify the user about this change and what it was.
CPT Code
InsiteOR automatically selects the CPT, ICD-10, and other billing codes that are used in the claims process on the Case Card based on the procedure being scheduled.
You can enter in multiple CPT codes, and in the Case Reconciliation process, you can adjust these CPT codes to better reflect the outcomes of the procedure or what we performed.
Date
This field will show the current date of the procedure. You can enter a placeholder date at any time and edit this field after creating the Case Card.
If this date changes and notification is sent automatically to any of the associated staff users.
Start Time
This is the starting time of the procedure, you can adjust this time by clicking on the field and using the arrows or selecting in increments of 15 minutes.
End Time
At the end time of the procedure, you can adjust this time by clicking on the field and using the arrows or selecting in increments of 15 minutes.
Location
These are the location notes for the procedure. This can be helpful information to direct users, vendors, or temporary staff coverage to find where they need to go as well as more detailed information about the Room or the Facility the procedure is being performed in.
Miscellaneous
Over time, various miscellaneous items will be added to the Case Cards to accommodate all of our users. The list of those items is here and you will be given the option to hide them from your Case Card page if they are not needed.
Safety Strap
Grounding Pad
General Notes*
The General Notes section of Case Cards contains all of the instructions, notes, and reminders regarding your OR preferences. These details come from your notes stored in your Smart Cards, which are our version of your Physician Preference Cards.
The data will be organized into various categories under the General Notes section and will allow you to more easily navigate through the equipment, drug, dressing, and other note sections.
Associated Supplies
Click on the “Associated Supplies” tab to view all of the supplies used for this Case
Every Case Card on InsiteOR can store hundreds of items listed line by line.
You can view more product information in more detail by clicking the “Eye” icon to the right of the company name.
Products that are associated with a Medical Representative will have them listed on the product and you can then reach out to them from there with further questions.
You can also search for a specific product by name, version number, and more. If the Case Card contains the product it will display it or anything that matches the name.
If not, you will see the “Find Products to Add” screen.
If the Case Card does not yet have any Supplies added to it, users can click the “Find Products to Add”
This will bring you straight to the Edit Case Card screen where you can click to search for any of the products you have in your InsiteOR inventory.
Make sure to click in the area marked by the yellow box before you begin typing.
Associated Product Kits
Click on the “Associated Product Kits” tab to view all of the Equipment Kits and Trays used for this Case
Case Cards on InsiteOR can store multiple trays and product kits to help represent and account for devices and equipment used in the procedure.
You can view each Product Kit in much more detail by clicking the “Eye” icon to the right of the company name.
Product Kits that are associated with a Medical Representative will have them listed on the product and you can then reach out to them from there with further questions.
To learn more about Product Kits, go here.
You can also search for a specific Product Kit by name. If the Case Card contains the product it will display it or anything that matches the name.
If not, you will see the “Find Product Kits to Add” screen.
If the Case Card does not yet have any Product Kits added to it, users can click the “Find Products to Add”
For Medical Reps, this will bring you straight to the Edit Case Card screen where you can click to search for any of the Kits you have in your InsiteOR inventory that the Physician or Scrub Techs will need.
Make sure to click in the area marked by the yellow box before you begin typing.
Associated Staff
Click on the “Associated Staff” tab to view the Surgical Care Team assigned for this case
Each staff member listed on the Case Card represents a different user from InsiteOR that’s been added to the procedure.
You can add anyone with an InsiteOR Profile to a Case Card which will enable them to stay in constant contact with you about the procedure.
You can search for a staff member or Medical Rep’s name using the search bar, and if you can not find them you can easily edit and add them to the Case.
Learn more about creating and editing Case Cards here.
Communication
InsiteOR provides you with a Communications tab that you can use to communicate with the Users associated with any Case Card in a group-styled setting.
Click on the “Communications” tab to bring up the communications panel and message box.
The Communications tab shows messages as they were sent starting with the very first message.
To send a message, click the “Type a Message” box and begin typing the message you want to send. Once you have typed the message, click the “Paper Airplane” icon.
Once you click the icon, the message will post to the Case Card, and users will be notified of this new message immediately based on their Notification Preferences.
You can share links to different product kits, documents, and other links from InsiteOR and the communications chat box will automatically display the name of the item you share.
Documents
Click on the “Documents” tab to view all of the Documents that have been uploaded to and associated with the Case Card
You can upload “.xls, .xlsx, .csv, .pdf" file types to a Case Card
To upload a file, click on the “Browse Files” button to open your file manager and select the file you want to upload.
You can edit the names of the files you uploaded by going into the Case Card and entering the Upload Documents Tab under the “Edit Case Card” flow
Fax
Similar to how you attach, associate, and upload files to a Case on InsiteOR, you can also attach Fax Messages with a specific procedure. This gives you a ton of flexibility in how you want to coordinate and work with your colleagues.
Click on the “Fax” tab to view all of the Fax Messages that have been associated with the Case Card. Every Fax Message will have a From Number, Document Link, and Date & Time of the message.
If you click on the Document Name i.e. “Some Document.pdf” you will open the document (or initiate a download)
You can change the name of the Fax from the Fax Menu
Learn More about Fax Messages here
Post-Op Survey
Click on the “Post-Op Survey” tab to view all of the submitted surveys for this Case Card
Post-Op surveys can help capture a ton of information and this page allows you to view that information
Every user who is associated with the Case Card is invited to submit a response to the Post-Operative survey but it’s not a requirement.
You can also create your surveys and use certain questions for some procedures and not for others.
To view a survey’s response, click the “View” icon to the right of the survey response name.
This will generate a pop-up on-screen with the different responses that the user provided for that case.
Illustrative purposes only, we have no association to or information about Acumed and their performance. The statement above is completely for illustrative purposes only.
Reconciliation
InsiteOR provides users with the ability to record outcomes and document the details of those outcomes to better inform and understand how to improve and what the cause and effect of those outcomes were. For example, during the case, a procedure may change from the planned approach and thus requires a new CPT or ICD-10 code. InsiteOR gives you the flexibility to make these changes without sacrificing time, accuracy, or compliance.
Click on the “Reconciliation” tab to review all the reconciled status for the Case Card
This will bring you to the main Reconciliation page view where you can see the original start time, end time, and coded procedure name and codes.
Below that, the Staff Roster and the Implant Entries (if applicable) are listed.
To begin the reconciliation process, click on the “Update Reconciliation Data” button on the top right of the screen.
This will prompt you to update the Start Time and End Time, if applicable. Additionally, you will update the correct CPT® codes and Procedure names based on the outcomes of the surgery.
Next, you will be able to mark the attendance of the care team for the procedure.
To update the User’s “Present” status, simply click the toggle from “Present” or “Not Present”
Additionally, there is a place for your vendor to record the Implants used, their serial numbers, and other information. This helps correlate the serial number of the implant used with the patient it was placed in, allowing you to make follow-up appointments much easier if a recall is ever needed. (hopefully not…)