6 Practical Ways to Improve Operating Room Efficiency

By Tim Hanners, Managing Principal, Lumina Health Partners
LinkedIn: Tim Hanners
LinkedIn: Lumina Health Partners

Costs are up and Reimbursements are down. Improving surgical services efficiency is no longer a choice, it is mandatory for Healthcare providers.

We have put together six practical ways you can do just that.

1. Smarter Scheduling

A well-organized schedule helps make the most of OR time and avoids unnecessary downtime. Reviewing past surgery data can help hospitals plan schedules that better match patient demand. Starting cases on time and reducing the time between surgeries also keeps the OR running smoothly and efficiently.

Here’s how to improve it:

• Analyze historical data to identify peak times and gaps, then adjust scheduling accordingly.
• Reduce case delays by ensuring all pre-op requirements (labs, consents, imaging) are completed in advance.
• Implement staggered starts where feasible to allow cases to begin in parallel instead of sequentially.
• Standardize block scheduling reviews to free up unused time slots for other surgeons.

2. Clear and Consistent Communication

Miscommunication between surgeons, anesthesiologists, and OR staff can cause unnecessary delays. Holding brief daily meetings and using messaging tools can help everyone stay informed and prepared. Keeping surgical teams in sync throughout the day helps prevent last-minute issues and keeps procedures running smoothly.

Poor communication is one of the biggest causes of OR delays. To keep everyone on the same page:

• Start each day with a huddle to review the schedule, identify potential challenges, and confirm team readiness.
• Use real-time communication tools (like secure messaging apps) to quickly resolve issues as they arise.
• Create a structured handoff process between pre-op, anesthesia, and OR teams to ensure seamless transitions.

3. Streamlined Workflow and Processes

A well-organized workflow keeps the OR running smoothly and reduces stress for the team. Clearly outlining each step of the surgical process, identifying problem areas, and making small improvements can help eliminate unnecessary delays. Ensuring that patient transport, anesthesia prep, and surgical setup are well-coordinated saves time and keeps procedures on track.

A disorganized workflow can slow down procedures. Consider these improvements:

• Standardize room setup so surgical teams know exactly where to find instruments and supplies.
• Implement parallel processing, such as prepping the next patient while the previous one is finishing surgery.
• Reduce turnover time by assigning dedicated turnover teams and using real-time monitoring to flag delays.

4. Proactive Equipment and Supply Management

Delays from missing or broken equipment can be costly and frustrating. Keeping track of tools and supplies with an organized system ensures everything is available when needed. Using technology like RFID tracking and automatic restocking helps prevent last-minute searches and keeps the OR prepared.

Equipment-related delays can be avoided with better inventory control:

• Use automated inventory tracking (e.g., RFID tags) to monitor supply levels and prevent last-minute shortages.
• Conduct daily equipment checks to ensure everything is functional before the first case of the day.
• Implement a “ready room” approach where all needed instruments are prepped and checked before each surgery.

5. Stronger Surgeon and Staff Support

Supporting surgeons properly is essential for keeping operations running smoothly. This means making sure surgical teams are well-trained, instruments are ready, and procedures are scheduled to match each surgeon’s skills and preferences. A specialized support service can further streamline preparation, minimize delays, and enhance surgeon satisfaction.

Surgeons and OR staff need the right environment to perform efficiently:

• Assign surgical coordinators to ensure each surgeon’s preferences are met and minimize last-minute changes.
• Provide cross-training for staff so they can flexibly fill different roles as needed.
• Establish an OR concierge service to assist with case prep and ensure equipment readiness.

6. Leverage Data for Continuous Improvement

Using data analytics helps hospital leaders assess operating room efficiency and find ways to improve. Tracking key metrics like start times, turnover rates, and surgical delays provides useful insights. Reviewing this data regularly supports better decision-making and ongoing improvements.

Tracking performance metrics helps identify bottlenecks and areas for improvement:

• Monitor key performance indicators like on-time starts, turnover time, and case duration.
• Conduct monthly performance reviews with OR staff to discuss data insights and action plans.
• Use predictive analytics to optimize scheduling and resource allocation.

Final Thoughts

Improving OR efficiency isn’t just about cutting costs—improving patient outcomes, reducing staff burnout, and optimizing resources. Hospitals can significantly enhance their surgical services by focusing on better scheduling, stronger communication, streamlined workflows, proactive equipment management, staff support, and data-driven decisions.

This article was originally published on the Lumina Health Partners LinkedIn and is republished here with permission.