Recording theatre visits and printing the theatre list

This article covers two related but different things:

A theatre visit is the operating record on a patient's admission. It captures what was done in theatre: the procedures, who was involved and when.
A theatre list is the day's schedule for an operating theatre. It shows which cases are booked into that theatre and in what order.

Keeping the two separate matters when something looks wrong. If a case is missing from the theatre list, the problem is almost always with the diary booking, not the admission.

Recording a theatre visit

Theatre visits are recorded on the patient's admission, in the Theatre Visits/Services tab. Each visit holds the visit details plus a list of service items for the procedures performed.

Open the patient's admission and go to the Theatre Visits/Services tab.
Enter the visit details, including the theatre times. Times are entered by hand. There is no live start and stop timer, so they can be entered during or after the case.
Select Edit and click on the grid to add a new item number for each procedure performed. Each line records the item number, the provider and whether the procedure is Simple or Complex.
Check the order of the service items. The first item is treated as the primary procedure, which attracts the highest theatre band percentage when the admission is invoiced to a health fund. You can reorder items by clicking and dragging.
Add the staff who attended. Staff are selected from the Staff Directory, not from the doctor register, so anyone who needs to appear on a theatre visit must be set up there first.

There is no dedicated surgeon field on a theatre visit. The doctor who performed each procedure is recorded as the provider on that procedure's service line.

Printing the theatre list

The theatre list is a diary report. It is built from the bookings in the theatre's diary room for the day. HealthTrack does not build the list from admissions or theatre visits, so the list is only as accurate as the diary. The list can be printed via the Print button on the Diary (Ctrl + D).

To keep theatre lists accurate:

Book every case into the correct theatre room in the diary. See How to make a booking.
Use the Day/Room diary view to see all bookings for a theatre on one day. See How to change how the diary is displayed.

Troubleshooting

Symptom	Likely cause and fix
A case is missing from the theatre list	The booking is missing from the diary or was made in a different room. Find the booking and move it to the correct theatre room.
The theatre visit tab is read-only	The admission has been invoiced. Corrections need the invoice addressed first, so contact your billing team.
There is no surgeon field	This is by design. Record the operating doctor as the provider on the procedure's service line.
A staff member cannot be added to the visit	Theatre staff come from the Staff Directory, not the doctor register. Add the person to the Staff Directory first.
The wrong theatre band is showing	Bands come from your theatre banding setup and health fund fee contracts, and the order of service items decides the primary procedure. Check the item order first, then speak to whoever manages your fee contracts.