Method and system for facilitation of dental-medical procedure tray setup

A method and system for facilitating dental/medical procedure tray setup. The method and system interfaces with practice management software to extract a basic tray setup based on a procedure code, a patient profile and a doctor profile. The tray setup items may be modified/specified by a user. The tray setup is compared with a practice inventory to ensure adequate supply of tray items is available for use during the procedure.

FIELD OF THE INVENTION

The present invention relates to the field of dental/medical practice management information systems and more particularly to an integrated platform to monitor supply consumption at the individual patient and procedure level and to facilitate efficient workflow and task management during procedure performance by optimizing procedure tray setup.

BACKGROUND OF THE INVENTION

In order to ensure a safe, time efficient and successful dental/medical procedure, the treatment room, the equipment, instruments, supplies, consumables, medications etc. used for that procedure, must be prepared prior to the treatment/procedure. During dental/medical procedures, a doctor/dentist generally employs trays for storing tools and supplies that are used during the procedures. It is common for a medical assistant to prepare these trays in advance of the patient's procedure date. However, preparing these trays requires time, sufficient inventory and accuracy to ensure that the procedure is performed in an efficient and safe manner.

Errors in preparing these procedure trays may result in extended time consumption and patient stress/discomfort as missing supplies/tools are located and deployed for use. Thus it is very important to the dental/medical practice that the procedure trays be correctly/consistently setup with no missing/erroneous items so that the procedures may progress in an efficient manner.

Efforts to provide a method and system for facilitation of dental/medical procedure tray setup that overcome the drawbacks in the prior art have not met with significant success to date. As a result, there is still a need in the art for a method and system that facilitates accurate and efficient procedure tray setup.

SUMMARY OF THE INVENTION

To overcome the drawbacks of the exiting systems and provide additional benefits, a method and system for facilitation of dental/medical procedure tray setup is disclosed which increased procedure efficiency and accuracy.

From the broadest method aspect, the invention comprises a method of generating a procedure tray setup inventory based upon a procedure code, the method comprising the steps of: (a) initiating a procedure tray setup up module, wherein the procedure tray setup module is operatively interfaced with a practice management software; (b) accessing the practice management software to extract a patient and a doctor information profile information and further extract at least one procedure code related to a patient; (c) extract a procedure tray setup basic inventory; (d) generate an initial procedure tray setup inventory; (e) compare the initial procedure tray setup inventory to a practice inventory; and (f) output a completed procedure tray setup inventory.

In another exemplary embodiment, the invention further includes steps of: customizing the initial procedure tray setup inventory wherein additional procedure items are added based upon the patient and or doctor information profiles; performing a tray-to-tray comparison for multiple procedure codes; identifying a duplicative tray setup item and a step of presenting an option to adjust an allocation of the duplicative tray setup item; and comparing the procedure tray setup inventory to a practice inventory.

In yet another exemplary embodiment, the invention further includes the steps of: initiating a post procedure tray check-in module to determine if there are unused tray items; updating the practice inventory with the unused tray items; and providing at least one photograph of a completed procedure tray setup wherein individual tray item placement may be reviewed by a user.

Other systems, methods, features, step combinations and advantages of the invention will be or will become apparent to one having ordinary skill in the art upon examination of the following figures and detailed description. It is intended that all such additional systems, methods, features, step combinations and advantages be included within this description, be within the scope of the invention, and be protected by the accompanying claims.

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS

As will be appreciated by one skilled in the art, the embodiments of the present invention combine software and hardware. Furthermore, aspects of the present invention may take the form of a computer program product embodied in one or more computer readable medium(s) having computer readable program code embodied thereon.

Computer program code for carrying out operations for embodiments of the present invention may be written in any combination of one or more programming languages, including an object oriented programming language such as Java, Smalltalk, C++ or the like or conventional procedural programming languages, such as the “C” programming language, AJAX, PHP, HTML, XHTML, Ruby, CSS or similar programming languages. The programming code may be configured in an application, an operating system, as part of a system firmware, or any suitable combination thereof.

The computer program instructions may also be loaded onto a computer, other programmable data processing apparatus, or other devices to cause a series of operational steps to be performed on the computer, other programmable apparatus or other devices to produce a computer-implemented process such that the instructions which execute on the computer or other programmable apparatus provide processes for implementing the functions/acts specified in the flowchart and/or block diagrams. As used herein, a computer should be understood to be any one of a general purpose computer, as for example a personal computer or a laptop computer, a client computer configured for interaction with a server, a special purpose computer such as a server, or a smart phone, soft phone, tablet computer, personal digital assistant or any other machine adapted for executing programmable instructions in accordance with the description thereof set forth above.

Reference is now made toFIG. 1, which illustrates the general operation of the method and system disclosed herein. To begin, a user initializes the procedure tray setup module at step100. Next, at step102, the procedure tray setup module accesses the practice management software of the dental/medical practice. The practice management software is known in the art as specialized software that facilitates the day-to-day operations of the dental/medical (e.g., dental, orthodontic, orthopedic, pediatric, veterinary or other medical-based service provider) practice by providing calendar scheduling, patient info, procedure codes being performed on a patient, doctor/dentist assignments and other practice operations. It is contemplated that the method/system of the present invention may be integrated into a single stand alone software package that handles practice management (customer information, scheduling, billing, inventory etc.). In an alternate embodiment, the method/system of the present invention may be an add-on module that operatively interfaces with existing practice management software. CDT Codes are a set of medical codes for dental/medical procedures that cover oral health and dentistry. Each procedural code is an alphanumeric code beginning with the letter “D” (the procedure code) and followed by four numbers (the nomenclature). It also includes written descriptions for some of the procedural codes. To perform each procedure, the dentist/provider will need a variety of, tools, instruments, supplies, medications, consumables, equipment and products which will be brought to the already setup treatment room prior to or during the procedure in trays (or cassettes, tubs, carts or other containers).

Patient profile information and procedure code is extracted from and/or integrated into practice management software for a desired date at step104. The Patient profile information contains information such as patient's medical history, allergies, treatment preferences, medications and other special considerations important to patient care. The procedure codes generally define various dental/medical services such as tooth extraction, root canal, crown preparation, tooth cleaning, fillings etc. Doctor profile information generally contains tools, supplies, medicines etc. that the medical provide prefers to use for the particular procedure code. Next, at step106, a preconfigured procedure tray setup basic inventory is extracted from a predefined database. The basic inventory is predefined by the dental/medical practice and may include the basic items that are regularly needed for that chosen procedure code. For example, for a tooth extraction, a local anesthesia and syringe will be necessary as will extraction forceps and sterile gaze. These general items are usually always present on the procedure tray for the given procedure code. At step107, an initial procedure tray setup is generated by combining the patient profile information, the doctor profile information and the procedure code basic inventory to form an initial listing of items needed on the procedure tray for a given procedure/patient/doctor. At step108, the procedure tray setup may be further customized by applying specific elements from the patient and/or doctor profile preferences. It is contemplated that these customizations may be selected by the user via a graphical user interface as shown inFIG. 4. Next at step110, the completed procedure tray setup inventory is compared to the practice inventory by interfacing with an inventory management system and items are removed as necessary from the inventory. In the event, there is insufficient inventory of a particular item, the user is notified as such and is presented the opportunity to submit an order to the purchasing agent of the practice so that the missing item may be acquired. It is further contemplated that the method/system disclosed herein, will produce an order listing with required dates, suppliers, part numbers etc. for use by the practice in acquiring the necessary inventory. Finally, at step112, the completed procedure tray setup inventory (build list) is output, and the form sent on for fulfillment by dental/medical practice personnel. Additionally, at step112, the items included on the completed procedure tray inventory (build list), are updated on the practice inventory database. The procedure tray setup may be referred to by many commonly used terms in the industry such as: Tray Setup, [Name of a procedure e.g. Crown] Tray Setup, Cart Setup, Cassette Setup, Operatory Setup, Treatment room setup, Dental/medical Setup etc.

Attention is now directed towardsFIG. 2Awhich illustrates a tray-tray comparison aspect for the present invention. At step200, a user may initiate a tray-to-tray comparison for multiple procedure tray setup inventories. Duplicative tray setup items are identified by the method and system at step202. Next, at step204, the user is presented the option to remove and/or modify the quantity of the duplicative procedure tray setup items. Steps206and208are performed as described above with reference toFIG. 1.

In an exemplary embodiment, the method/system of the present invention may include additional steps shown inFIG. 2Bthat permit a user to check-in items (unused, consumed, reusable, etc) post procedure. At step210, the user initiates post procedure tray check in module. At step212the user is asked to determine if there are unused items on the procedure tray. If there are no unused items, the post procedure tray check in module ends at step214. If there are unused items on the tray, the user is prompted to input/update the unused tray items into the practice inventory for future use at step216. This is contemplated to provide additional functionality and enhance inventory accuracy. In another embodiment, the method/system may generate an order-list (e.g. shopping list), reports on usage of instruments and/or used products.

Reference is now made toFIGS. 3A&3Bwhich illustrate the graphical user interface of the practice management software calendar system. InFIG. 3A, a calendar screen300illustrates multiple patient appointments302,306and306. InFIG. 3B, one of the appointments302has been selected by the user and a secondary window308has been opened. In this secondary window there is a selectable option310for “TRAY SETUP” and when selected the user will be initiating the procedure tray setup module as described above with reference toFIG. 1.

InFIG. 4, there is presented a graphical user interface of the procedure tray setup module400. Further illustrated are some exemplary categories which may be selected and modified by the user. Categories such as: basic402, anesthetic404, instrument406and material408. When these categories are selected, it is contemplated that a plurality of additional options are presented for review/selection with respect to that category that may be added to the procedure tray setup to further customize the tray. For example, the user could select the instrument406category to add additional instruments to the procedure tray setup as directed by the medical provider. These categories are not a complete listing, as it is contemplated that other categories/topics may be added within the spirit and scope of the present invention. It is further contemplated that the procedure tray setup module400may also be used to customize the procedure room should any additional equipment, tools, device be required for the specified procedure code(s) being performed on the patient.

FIGS. 5A & 5Billustrate a completed procedure tray setup inventory500that is ready to be sent for fulfillment and preparation by dental/medical practice staff. InFIG. 5A, procedure tray setup items may be modified such as adjusting the quantity502, selecting size504or removing an item506as necessary by the user.

Directing attention toFIG. 6, which illustrates several photographs600&602of a completed procedure tray setups in accordance with the present invention. These photographs are utilized by the dental/medical practice staff to verify the placement and inclusion of the tray setup inventory items.

In operation, and directing attention toFIGS. 7A&B, a practice management software main interface700is shown including a tray/room setup module702further including a practice calendar link704. Upon actuating practice calendar link704a practice calendar706as shown inFIG. 7Bis presented to a user. In this operational example, a calendar entry for “Crown (2)—Jose E.”708operatively selected which then presents a new window710for the selected entry. Window710includes a link to enter “TRAY SETUP”712for the selected patient appointment. Upon activating tray setup link712, and now referring toFIGS. 8A&B, a procedure tray setup module interface screen800is presented to a user which includes sections for ROOM SETUP802and TRAY SETUP808. Room setup section802, further includes expandable menus for equipment804and basic items806. It is contemplated that equipment804and basic items806menus provide options for configuring the procedure room such as surgical tools, lighting, medical devices/equipment/oxygen supplies etc. Tray setup section808includes expandable menus for materials810and instruments812. Procedure tray setup module interface screen800further includes a patient appointment data area814, an image reference link816, a delete tray button818, add item button820and an accept tray button822. The image reference button816when activated, presents a photographic representation of the configured procedure tray as described with reference toFIG. 6above. The delete tray button818will delete the procedure tray setup. The add item button820allows a user to add items to various sections of the tray setup. The accept tray button822saves the current procedure tray setup and advances the process to a “Picking” status further described with reference toFIGS. 9A& B below. Attention is now directed toFIG. 8B, which illustrates the procedure tray setup module interface screen800with the tray setup section808having the materials menu810and the instruments menu812in an expanded state. In these expanding menus the user is provide with items and information regarding the procedure tray setup. In item section824provides a description of the item. Code section826provides product codes for each item. Location section828provides a location for an item in a stockroom and/or warehouse. Procedure section830indicates the procedure the item is assigned to. The quantity section832indicates the number of that particular item is being selected. The image section834provides a link to a photographic image of the item. Delete “X”836permits a user to delete that specific item from the procedure tray setup.

Directing attention toFIGS. 9A&B, practice calendar706is shown with a calendar entry for “Crown (2)—Jose E.”708which now shows a status of “Picking”900is shown. Upon clicking on calendar entry708, appointment window902is presented further having a link for tray setup904. Upon activating tray setup link904, and now referring toFIG. 9B, a procedure tray setup module interface screen906is presented to a user which includes sections the same sections as described above with reference toFIGS. 8A&B. At this point in the procedure tray setup, the software will query the practice inventory management system for available items and notify the user if there are items that are not in stock (available for use). In the present example, there are two items shown inFIG. 9Bthat are not in stock as designed by highlighted quantity items908and910. In this case, these items will either need to be placed on order or substitute items added to the tray setup. Furthermore, in the “PICKING” state, a user would physically begin acquiring the items listed in the procedure tray setup inventory and placing them on the procedure tray. Once all items are picked and placed on the tray, a user would activate the picked button912to update the practice calendar and indicate the procedure tray is ready for use.

Reference is now made toFIG. 10, where procedure tray setup module interface screen1000is illustrated. It is contemplated that a user may update the quantities of the tray items being used either during or after the patient procedure is being performed. For example, during the procedure, a patient may require additional numbing medicine such as row1002. In this case a user would increase the quantity section1004as necessary. The user may either increase or decrease the quantity of items before, during or after the procedure. Once the procedure is performed, the user may actuate a completed button1006which then transmits the updated quantities for each item to the practice inventory management system such that accurate numbers of items are reflected in the inventory. It is further contemplated that ordering alerts may be generated and sent to purchasing personnel for ordering items that are out of stock or low on inventory. It is further contemplated that items may be configured to send an alert when they get to predesigned number of available inventory (i.e., should an item get to only 5 available, an alter is generated).

Attention is now directed towards,FIGS. 11A,B&C. A practice management software interface1100is shown inFIG. 11Awith a practitioner profile1102expanded. On this expanded profile, there is provided a tray templates1104link. Upon activating tray templates link1104, a tray templates interface screen1106is presented which lists all preconfigured procedure tray setup templates1108currently available. In this interface1106a user may modify and/or add (via new button1110) procedure tray setup templates. For example, a user may expand “Crown (2)”1112tray setup menu and access a specific tray template such as “CROWN PFM”1114shown inFIG. 11C. The tray template shown inFIG. 11Chas the tray setup menu1116expanded such that the materials menu1118is expanded and shows all the materials configured for this pre-defined template. In this module, assigned practitioners1120are permitted to modify the tray template by adding (add item button1122), removing (delete button1124) or adjusting quantities (quantity buttons1126) of individual items. Once the tray template is completed, the user activates the save button1128to finalize/store the new/modified tray template to the system in accordance with the present invention.

The above operative example was directed towards the tray setup menus, however the process is similarly applied to the room setup in similar steps/functionality and one of ordinary skill in the art would readily appreciate this additional application.

As will now be apparent, processing of procedure tray setups according to the teachings of the invention provide a number of advantages over known methods and systems. The method and system has pre-set tray and room setup templates with selected items (tools, instruments, supplies, medications etc) for each particular procedure. By reading the procedure codes the system then assigns the right tray setup for the right procedure, for the right patient, provider/doctor and time slot (although the patient, provider and time will not be necessary for patent). The system can then deduct the items used from our inventory management system, but can also produce an order list, etc.