The Role of the Robotics Coordinator: Improving Efficiency in a Robotic Surgery Program

Area of Science:

• Surgical Technology
• Healthcare Management
• Robotics in Medicine

Background:

• Increased surgical robot numbers (4 to 9) at a major academic medical center led to challenges in maintaining operational efficiency.
• Personnel struggled to manage the growing robotic surgical volume effectively.

Purpose of the Study:

• To discuss the pivotal role of a dedicated robotics program coordinator in addressing operational challenges.
• To highlight the application of strategic management tools and lean principles for process optimization within a robotic surgery program.

Main Methods:

• A strengths, weaknesses, opportunities, and threats (SWOT) analysis was conducted to identify key areas for improvement.
• Implementation of strategic changes in procedure scheduling, operating room (OR) layouts, surgeon preference cards, supply chain management, team communication, and staff training.
• Application of lean management principles to streamline workflows.

Main Results:

• The introduction of a full-time robotics coordinator facilitated targeted process improvements.
• Streamlined workflows and enhanced communication led to maximized efficiency.
• Operational variances within the robotic surgery program were significantly decreased.

Conclusions:

• A dedicated robotics program coordinator is crucial for optimizing robotic surgery programs.
• Strategic management and lean principles are effective tools for enhancing efficiency and reducing variability in high-volume robotic surgery settings.
• The findings offer a scalable model for other institutions facing similar challenges with expanding robotic surgery services.