Best Practices for Validating and Updating Preference Cards

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BEST PRACTICES FOR VALIDATING AND UPDATING PREFERENCE CARDS

 elaniee01  04 Feb 2022  Business

Updating preference cards is crucial for surgeons to work smoothly in the OR. Not many people
understand how to validate these cards; hence the need to educate them.

Inaccurate preference cards may lead to OR personnel needing fewer or more items for procedures. This
results in nurses having to walk out of opera몭ng rooms to find equipment that was not included in the
preference card. Equally, when you no몭ce that surgeons are not using some of the items, they probably have
an excess. However, it's never too late to fix your preference cards and ensure everything is done in order. Here
are some best prac몭ces for upda몭ng preference cards for surgical procedures.

Audit your cards

Confirm with your colleagues whether your preference card is up‐to‐date. These physicians will help you
determine the items you need for the procedure and those you do not. Ensure your account for all the tools
and equipment to prevent any last‐minute rush. Put back the items you rarely use to avoid extra shipping and
restoring costs because you never intended to use them either way. Audit your surgical preference
cards regularly throughout the year with the help of your team.

Get help when necessary.

Some몭mes upda몭ng preference cards on your own can be challenging; that is why you need some help.
Consult an experienced individual who can help you update and manage your cards to make your work easier.

Update your preference cards out of the OR

Do not be surprised when you see a surgeon upda몭ng surgical preference cards right in the opera몭ng room.
Noisy rooms with distrac몭ons can lead you to make mistakes that would cost you. Ensure that you work in a
space where you can pay more a몭en몭on to essen몭al ma몭ers.

Clean the procedure dic몭onary

Electrically generated preference cards can appear as duplicates and triplicates from one CPT code. This results
from numerous diagnoses with the procedures spelled out differently. Adding an extra comma or full stop
would create a new card for the same surgeon. Permanently eliminate duplicate cards and formulate standards
procedures to prevent confusion and duplica몭on.

Involve the supply chain

While your supply chain manager flips through schedules to iden몭fy essen몭al items and special needs, they
must use valid preference cards. Curate a strategy for communica몭ng changes in inventory to the supply chain
staff, and they will also do the same. If you change your contractor for a par몭cular item, you must ensure that
all surgeons and procedures lis몭ng the item change. If your pickers find an item that does not match the

all surgeons and procedures lis몭ng the item change. If your pickers find an item that does not match the
reference number, they will not pick it. This puts your OR in trouble.
Rank cards depending on priority
All par몭es involved need to devise a plan for upda몭ng surgical preference cards. Leaders, clinical experts, and
material managers should pay a몭en몭on to high‐priority cards before anything else. The highest‐ranking
procedure cards should come first. Get rid of inaccurate cards that may affect the ins몭tu몭on’s finances.
Develop consistency standards
Having naming conven몭ons as a consistency standard provides a framework for the team to update preference
cards consistently. Logis몭cs should also be considered to iden몭fy delivery personnel and when they should
deliver to keep you on schedule.
Issue forms to the OR staff
Have some blank forms for nurses and other OR staff to fill out when updated cards. The form can contain
basic informa몭on like the date, surgeon's name, procedure, and the nurse submi몭ng the form. Specify
whether the item will be replaced or removed en몭rely.

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