Managing theatre sessions

You can manage theatre sessions from  Theatres > Calendar, Session, and Emergencies. You can add sessions to meet demand changes, edit session details, release schedules when needed, and include downtime when needed.

If you select a session, you can manage that specific session. You can complete the briefing and debriefing forms, manage the staff for the session, and finalise the session.

Read more about managing a specific session

Depending on your permissions, you can manage sessions for theatre lists and theatre rooms from  Theatres > Manage.

Read about managing theatre lists

Read about managing theatre rooms

Managing theatre sessions on a mobile

You can't do this on a mobile.

Managing theatre sessions on a desktop

You can add ad hoc sessions to a theatre's calendar.

You can't add a new session to a theatre if a session already exists in that time frame.

  1. From  Theatres > Calendar, select Room view.

  2. Find the theatre you want to add a session to.

    Read more about viewing sessions from Room view

  3. Mouseover the theatre and select + from the right.

  4. Select Add session.

  5. Select a theatre list.

  6. Select a consultant.

  7. Select a session type.

  8. Enter a start time for the session.

  9. Enter the duration of the session, or enter an end time for the session.

    If you enter a duration, the end time is automatically populated.

    If you enter an end time, the duration is automatically populated.

  10. From Unavailable time (mins), enter the time within a session that the session is not bookable.

    The total bookable time within a session is the session duration minus any unavailable time.

  11. Enter any notes.

    Sessions with notes display .

  12. Select a reason for adding the session.

  13. Select Save.

You can edit specific information about a session, including the session type, consultant, start time, theatre, duration, end time, and unavailable time. You can't edit the session date and theatre list.

  1. View a session you want to edit.

  2. Mouseover the session and select > Edit session.

  3. Select a theatre.

  4. Select a consultant.

  5. Select a session type.

  6. Enter a start time for the session.

  7. Enter the duration of the session, or enter an end time for the session.

    If you enter a duration, the end time is automatically populated.

    If you enter an end time, the duration is automatically populated.

  8. From Unavailable time (mins), enter the time within a session that the session is not bookable.

    The total bookable time within a session is the session duration minus any unavailable time.

  9. Enter any notes.

    Sessions with notes display .

  10. Select Save.

You can cancel all procedures in a session to a waiting list. You might do this if you want to release the session.

Read more about releasing sessions

To cancel all procedures in a session:

  1. View a session containing procedures you want to cancel.

  2. Mouseover the session and select > Cancel all procedures to waiting list.

    A dialogue box appears that lists the procedures to cancel.

  3. From Letter options, select an option to change who the letters are sent to.

    To not send the letters, select None.

  4. To preview any letters, select .

  5. Optional: to remove a procedure from the list, select .

  6. Select Cancel procedures and send letters.

  7. Select a reason for cancelling the procedures.

  8. Enter any notes.

  9. Select Confirm.

You can release sessions when needed. Releasing a session creates a block of released time in the session's place that you can view on the calendar.

Before you can release a session, you must cancel all the procedures in the session.

Read more about cancelling all procedures in a session

To release a session:

  1. View a session you want to release.

  2. Mouseover the session and select > Release session.

  3. Enter any notes.

  4. Select a reason for releasing the session.

  5. Select Release session.

You can mark a session as confirmed to let other users know that the session is proceeding as planned. You can undo this if needed.

  1. View a session you want to confirm.

  2. Mouseover the session and select > Confirm session.

  3. Enter any notes.

  4. Select Confirm session.

    displays on the session.

If you marked a session as confirmed, but it was done in error, you can remove that mark to let other users know the session isn't confirmed.

  1. View a confirmed session.

  2. Mouseover the confirmed session and select > Undo confirm session.

    Confirmed sessions show .

  3. Enter any notes.

  4. Select Undo confirm session.

    disappears from the session.

After a session has been confirmed, depending on your permissions, you can lock a session.

This prevents specific users from adding procedures to the session, reordering procedures in the session, or editing the session. They can still cancel procedures in the session. On the day of the session and the day after, the session doesn't behave as if it were locked.

To lock a session:

  1. View a confirmed session.

  2. Mouseover the confirmed session and select > Lock session.

    Confirmed sessions show .

  3. Enter any notes.

  4. Select Lock session.

    displays on the session.

Depending on your permissions, you can unlock locked sessions. You might do this if you need to add a procedure to a session.

  1. View a locked session.

  2. Mouseover the locked session and select > Unlock session.

    Locked sessions show .

  3. Enter any notes.

  4. Select Unlock session.

    displays on the session.

You can add and remove staff from a session, and assign a specific consultant to a session.

  1. View a session.

  2. Mouseover the session and select > Manage session staff.

    A dialogue box appears that shows the consultant assigned to the session, and any staff for the session.

  3. To change the assigned consultant, from Session Consultant, select a consultant.

  4. To add a member of staff to the session:

    1. Select Add Staff.

      A dialogue box appears.

    2. Select Name.

      A dialogue box appears.

    3. Search for a member of staff, add yourself, or add an external member of staff.

      • To search, enter the staff member's name and select Search.

        From Filter, select an option to view online and offline members of staff, or only online members of staff.

      • To add yourself to the staffing record, select Set to me.

      • To add an external member of staff, select Add and enter the staff member's name.

    4. From Role, select a group of roles, then select the role of the staff member for the procedure or session.

      For example, lead surgeon.

    5. Select the level of supervision they needed.

    6. Enter the registration body and code for the member of staff.

      Nervecentre automatically populates these if you selected a member of staff.

    7. Optional: enter any notes.

    8. Select Add.

  5. To remove a member of staff from the session, select .

You can view the complete history of changes made to a session.

  1. View a session.

  2. Mouseover the session and select > View session history.

    A dialogue box appears that shows the history of changes in the session, and any procedures removed from the session.

You can add downtime to a theatre to prevent sessions from being scheduled within that theatre for the duration of the downtime.

  1. From  Theatres > Calendar, select Room view.

  2. Find the theatre you want to add downtime to.

    Read more about viewing sessions from Room view

  3. Mouseover the theatre and select + from the right.

  4. Select Add downtime.

  5. Enter a start time for the downtime.

  6. Enter the duration of the downtime, or enter an end time for the downtime.

    If you enter a duration, the end time is automatically populated.

    If you enter an end time, the duration is automatically populated.

  7. Enter a reason for adding downtime.

  8. Select Save.

  1. From  Theatres > Calendar, select Room view.

  2. Find a theatre with downtime.

    Read more about viewing sessions from Room view

  3. Find the block of downtime.

    This block is grey and displays Downtime.

  4. From the block of downtime, select > Edit downtime.

  5. Select a theatre.

  6. Enter a start time for the downtime.

  7. Enter the duration of the downtime, or enter an end time for the downtime.

    If you enter a duration, the end time is automatically populated.

    If you enter an end time, the duration is automatically populated.

  8. Enter a reason for editing downtime.

  9. Select Save.

  1. From  Theatres > Calendar, select Room view.

  2. Find a theatre with downtime.

    Read more about viewing sessions from Room view

  3. Find the block of downtime.

    This block is grey and displays Downtime.

  4. From the block of downtime, select > Remove downtime.

  5. Enter any notes.

  6. Select Delete downtime period.

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