Comprehensive Case Costing
When contracts are set and reimbursements are capped, profit per case is solely determined on costs. Increasing awareness among surgeons is crucial, as disposable supplies make up at least 25% of an ASC’s budget. Unfortunately, most surgery centers lack the proper tools to accurately report on case costs.

True cost per case is only obtained by documenting the use of each item in every case. OptOR Systems designed an automated solution using dynamic preference cards to capture exactly what was used on each case. This valuable data is then utilized to provide thorough analytical reports to compare surgeon costs across any surgery type or CPT code.

Designed to automatically capture costs at the point of use, OptOR has successfully positioned itself to be the most powerful case costing solution available to the ASC.

Dynamic Preference Cards
Preference cards are often hand-written on note cards and stored haphazardly in a box. Aside from being easily lost and difficult to read, storing them in this format discourages your preference cards from ever being updated or modified.

OptOR Systems provides an alternative to paper, making your preference cards available in a digital format that can easily be printed for use as a pick sheet. The format is customizable and there is plenty of room for notes. Best of all, it is easy to keep your preference cards up to date and accurate. Additionally, daily backups guarantee that preference card information will never be lost.

Automatic Purchase Orders
The process of monitoring inventory levels and continually reordering is a time-consuming task. Without a systematic process for issuing POs, errors will be made. Purchasing unnecessary overstock will result in company capital simply sitting on the shelves. Worse yet, an employee oversight can leave surgeons without surgical supplies needed for a specific case. This can not only anger the surgeon but can also compromise patient safety if an alternative is not available.

Each time an item is used it is tracked by OptOR, decreasing inventory quantities in real time. As inventory quantities diminish, OptOR keeps a careful and systematic watch. If the quantity of an item drops below its warning quantity, OptOR will recommend the issuance of a PO, as well as send an email reminder to the ordering staff. This PO can then be reviewed and sent, without ever having to open the stock room door. When orders arrive, the original purchase order is viewed to ensure correct item quantities were received.

Invoice Crosschecking & Price Verification
Documenting purchase orders and establishing accountability is a crucial element to the operations of a surgery center. Without an established system to document what was ordered at what price and what was actually received, the accounting department will be paying invoices blindly. Vendors of medical supplies frequently make mistakes—from charging non-contracted pricing, to billing for an item that was never received—and these errors are not found without a purchase order system that can catch them for you.

Within an OptOR PO, pricing can easily be updated anytime an item is ordered; guaranteeing that contract pricing is accurate in the system. Additionally, when receiving a PO, ordering personnel can indicate if the item was received or backordered, among other choices. Discrepancies between invoices and OptOR POs can then be investigated to correct any overcharges.

Perpetual Inventory
Keeping track of inventory is a difficult task, requiring a very systematic approach. OptOR Systems built a program that takes into account the complexities of inventory management within an ASC. OptOR automates all of the steps in real time, making this process simple again.

With the use of digital preference cards in the OR and an automated purchase order system, perpetual inventory is achieved. OptOR delivers the tools to maintain tight controls on your inventory in real time. OptOR has revolutionized inventory management by creating a system to work alongside the workflow of the medical staff.

Implant Tracking
Every surgery center must keep a record of all items that have been implanted into each patient. All of these paper records become cumbersome to store and sift through when needed. OptOR has made it easy to enter the serial, part, and lot number of an implant at the time of surgery. These records are automatically saved to the patient’s case and are safely stored and recalled on command, without sifting through thousands of paper records.