Robotic surgery has emerged as a revolutionary advancement, offering unparalleled precision, enhanced visualization, and quicker recovery times for patients. Despite the clear benefits, many health systems struggle with suboptimal utilization of robotic surgical systems. This under-utilization is a major challenge to increasing robotic adoption, because surgeons may be struggling to get time on the robot even when health systems aren’t seeing the robots being used anywhere near capacity. This creates a disconnect between surgeons who are pushing their system to purchase more robots, and system leadership who is saying that utilization data indicates there’s plenty of available robot time. To address this issue, health systems must identify the reasons behind low utilization and implement strategies to mitigate those issues.
Understanding the Reasons for Low Robotic Utilization
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Blocked Time
One major issue contributing to low robotic utilization is the allocation of robotic surgical time via block scheduling. In many health systems, robotic time is designated in block periods, often controlled by specific departments or surgeons. If the block owner does not use the allocated time, the robotic rooms remain empty and inaccessible to other surgeons. This scheduling structure can result in significant underutilization of expensive robotic systems.
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Poor Asset Management
Another factor is poor asset management. Non-robotic procedures are sometimes scheduled in robotic rooms, leaving the robot to sit idle and be unavailable for other procedures. There are several reasons this may occur. First, if no other rooms are available at the time a surgeon is looking to perform the case, they may have no other choice. Also, while schedulers always ensure a room has an asset that will be needed, they don’t always make sure a room doesn’t have an asset they don’t need. If there aren’t processes in place to discourage scheduling non-robotic cases in robotic rooms, schedulers have no incentive to consider finding another room. In addition, outdated scheduling systems may not easily differentiate rooms with robotic assets from rooms without them, making it hard for schedulers to know when they schedule a non-robotic case in a robotic room. This mismanagement results in robots not being utilized and makes it impossible for robotic surgeons to get access.
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Limited Robotic Rooms
The high cost of robotic systems means health systems invest in only a few units, especially as they are just starting to grow their robotic program. When utilization data appears low, health systems may be hesitant to invest in additional robots. This creates a catch-22 situation: limited access to robots leads to lower utilization rates, which in turn discourages further investment.
Strategies to Improve Robotic Utilization
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Encourage Block Owners to Release Unused Time
One effective strategy is to encourage block owners to release any unused time well in advance. Implementing policies or systems that make it easier for block time to be reassigned or released can help ensure that robotic rooms are used more efficiently. The Qventus Perioperative Solution, for example, uses machine learning to identify blocks that are unlikely to be used weeks in advance and encourages the block owner to release the time. This helps free up additional time for other surgeons and gives them plenty of time to schedule a high-value procedure in that slot.
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Discourage non-robotic cases in robotic rooms
Discouraging schedulers from booking non-robotic cases in robotic rooms can have a significant impact on robotic utilization. This can be achieved through training, such as reminding schedulers to prioritize non-robotic rooms for non-robotic cases. Or through process and system changes, like using a scheduling platform that shows what equipment is available in each room and can be filtered to only display rooms with or without certain equipment. Operating room directors should make it as easy as possible for schedulers to know which rooms have or don’t have robots, and to book time in the right room for each case.
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Leverage AI to make scheduling easier
The Qventus Perioperative Solution has built-in functionality that helps ensure the right cases are scheduled in the right rooms at the right times. When a scheduler is looking for open time, the digital booking interface suggests the best-fit open times, rather than displaying times chronologically. “Best-fit” includes surgeon preferences, estimated case length compared to the length of the open slot, and equipment needs. So when a non-robotic case is being scheduled, the software will de-prioritize rooms with a robotic system. This makes it extremely easy for schedulers to avoid accidentally booking in a robotic room. Also, if the software recognizes that a non-robotic case has been scheduled in a robotic room, it will look for other rooms where that procedure could be done without changing the scheduled time significantly. If such a situation exists, the scheduler will be prompted to change the room.
Conclusion
Maximizing the utilization of robotic surgical systems is crucial for unlocking their full potential and justifying the investment. By addressing issues such as blocked time, poor asset management, and the limited number of robotic rooms, health systems can enhance the efficiency and effectiveness of their robotic programs. Encouraging diligent block management, improving processes, and utilizing AI scheduling software are practical strategies that can be employed to overcome these challenges and ensure that robotic systems are used at or near full capacity. If you’re ready to optimize your robotic utilization, speak with our team today.
