Role & responsibilities
1. OT Operations Management:
- Ensure daily OT schedules and ensure optimal utilization of OT resources.
- Facilitate smooth conduct of elective, emergency, and day-care surgeries.
- Monitor OT workflow and minimize delays, cancellations, and rescheduling.
- Ensure availability of OT staff, equipment, instruments, implants, and consumables before surgeries.
- Ensure interdepartmental activities related to surgical services.
2. Surgery Scheduling & Coordination:
- Prepare and circulate OT lists in consultation with surgeons and departments.
- Coordinate with consultants, anesthetists, nursing staff, and admission teams regarding surgery schedules.
- Ensure timely communication of changes in OT schedules.
- Monitor OT turnaround time between surgeries and initiate corrective measures.
3. Resource & Inventory Management:
- Monitor availability and utilization of OT consumables, surgical instruments, implants, and equipment.
- Coordinate with CSSD for sterilized instrument sets and surgical packs.
- Maintain inventory records and initiate procurement requests as required.
- Prevent stock-outs and ensure proper storage practices.
4. Staff Deployment & Supervision:
- Monitor deployment of OT nurses, technicians, and support staff.
- Monitor attendance, duty rosters, leave management, and shift allocations.
- Ensure adherence to OT discipline, professional conduct, and grooming standards.
- Facilitate staff training and competency development programs.
5. Infection Prevention & Patient Safety:
- Ensure compliance with infection control protocols and aseptic practices.
- Monitor OT environmental cleanliness and coordinate with housekeeping services.
- Ensure biomedical waste segregation and disposal as per statutory guidelines.
- Participate in patient safety initiatives and quality improvement projects.
6. Equipment & Maintenance:
- Ensure preventive and breakdown maintenance of OT equipment.
- Liaise with Biomedical Engineering and Maintenance departments.
- Ensure functionality of anesthesia machines, monitors, OT tables, lights, and other critical equipment.
- Maintain equipment maintenance records and service schedules.
7. Documentation & Compliance:
- Ensure accurate maintenance of OT records, registers, and reports.
- Maintain surgical statistics, utilization reports, and performance indicators.
- Ensure compliance with NABH, statutory, and hospital quality standards.
- Assist during internal and external audits.
8. Communication & Stakeholder Management:
- Act as a liaison between surgeons, anesthetists, nursing staff, administration, CSSD, housekeeping, and other departments.
- Address operational concerns and escalate issues appropriately.
- Ensure effective communication regarding OT schedules, delays, and emergency cases.
9. Quality Improvement:
- Monitor key OT performance indicators such as:
- OT utilization rate
- Surgery cancellation rate
- Turnaround time between surgeries
- First case on-time start percentage
- Instrument availability compliance
- Infection control compliance
- Participate in departmental quality improvement initiatives.
- Administrative Responsibilities
- Prepare monthly OT activity reports.
- Monitor manpower utilization and productivity.
- Coordinate vendor visits related to OT equipment and implants.
- Assist in budgeting and cost-control initiatives.
- Participate in departmental meetings and committees.
10. OT Committee Coordination:
- Act as the Member / Coordinator of the OT Committee.
- Organize periodic OT Committee meetings and circulate agenda and minutes.
- Monitor implementation of committee decisions and action plans.
- Present OT performance indicators, utilization reports, infection control trends, equipment status, and quality initiatives.
- Coordinate with surgeons, anesthetists, nursing, biomedical engineering, pharmacy, infection control, CSSD, and administration for continuous improvement.
11. Overall OT Facility Management:
- Ensure smooth functioning of all Operation Theatres, Recovery Area, Pre-operative Holding Area, and associated facilities.
- Monitor OT scheduling and optimize theatre utilization.
- Ensure uninterrupted availability of utilities including medical gases, HVAC, electrical systems, UPS, and emergency backup.
- Coordinate preventive maintenance of OT equipment with Biomedical Engineering.
- Ensure statutory, safety, and NABH compliance across the OT complex.
12. Discipline and Operational Governance:
- Maintain strict discipline among all OT personnel.
- Ensure compliance with OT dress code, aseptic protocols, hand hygiene, and infection control practices.
- Monitor punctuality, attendance, duty rosters, and shift discipline of OT staff.
- Ensure adherence to Standard Operating Procedures (SOPs) and hospital policies.
- Address operational issues promptly and escalate critical concerns to management.
13. Coordination with Pharmacy:
- Ensure uninterrupted availability of essential OT medicines, emergency drugs, anesthesia medications, sutures, implants, and consumables.
- Coordinate replenishment of OT pharmacy stock.
- Monitor expiry dates and proper storage conditions.
- Ensure proper documentation and reconciliation of controlled drugs.
- Coordinate with pharmacy during emergency shortages.
14. Coordination with Billing:
- Ensure timely and accurate charging of all OT procedures, implants, consumables, and
high-value items. - Verify completeness of OT charge sheets before patient transfer.
- Coordinate with billing for package utilization and discrepancy resolution.
- Minimize revenue leakage through regular billing audits.
- Ensure documentation supports all billable services.
15. Environmental Monitoring & Quality Audits:
- Conduct and monitor periodic audits including:
- OT temperature monitoring
- Relative humidity monitoring
- Positive pressure monitoring
- Air changes and HVAC compliance
- Surgical pack integrity and expiry checks
- Sterility indicator verification
- Equipment calibration status
- Crash cart audit
- Emergency drug audit
- Infection control compliance
- Biomedical waste segregation audit
- OT cleaning and fumigation records
- WHO checklist compliance audit
- Ensure corrective and preventive actions (CAPA) are implemented for all audit observations.
16. Buffer Stock & Inventory Management:
- Maintain adequate buffer stock of OT consumables, sutures, implants, sterile packs, linen, and emergency supplies.
- Monitor minimum, maximum, and reorder stock levels.
- Conduct periodic physical stock verification.
- Minimize stock-outs, wastage, pilferage, and expiry losses.
- Coordinate with Purchase, Pharmacy, and CSSD for timely replenishment.
17. Management of OT Technicians
- Supervise daily activities of OT Technicians.
- Allocate technicians according to specialty requirements.
- Ensure competency in handling OT equipment.
- Conduct periodic skill assessments and training.
- Monitor performance, discipline, and productivity.
- Ensure technicians follow sterilization and equipment handling protocols.
18. Management of OT Front Office:
- Supervise OT Front Office Executives.
- Ensure smooth patient registration, OT scheduling, and coordination with wards and ICUs.
- Maintain surgeon schedules and operation lists.
- Ensure proper documentation and patient file movement.
- Coordinate communication among patients, nursing units, consultants, and billing.
19. Equipment & Asset Management:
- Maintain inventory of OT equipment and instruments.
- Coordinate preventive maintenance and annual maintenance contracts (AMC/CMC).
- Monitor equipment downtime and ensure prompt repairs.
- Plan procurement and replacement of obsolete equipment.
- Ensure calibration and validation of critical equipment.
20. Infection Prevention & Patient Safety
- Ensure compliance with infection prevention protocols.
- Coordinate with Infection Control Team for surveillance and audits.
- Investigate OT-related incidents and near misses.
- Promote safe surgery practices.
- Monitor Surgical Site Infection (SSI) indicators.
21. Quality & NABH Compliance
- Ensure compliance with NABH standards applicable to Operation Theatre Services.
- Maintain departmental SOPs, policies, manuals, and records.
- Participate in internal and external quality audits.
- Implement quality improvement initiatives.
- Monitor departmental Key Performance Indicators (KPIs).
22. Training & Staff Development:
- Conduct orientation for new OT staff.
- Organize periodic training on:
- Infection control
- Biomedical waste management
- Equipment handling
- Surgical safety
- Emergency preparedness
- Maintain competency assessment records.
Required Skills Sets:
1. OT workflow and surgical coordination.
2. Leadership and team management.
3. Inventory and resource management.
4. Knowledge of infection control practices.
5. NABH standards and quality management.
6. Communication and interpersonal skills.
7. Problem-solving and decision-making abilities.
8. Time management and multitasking.
9.
Preferred candidate profile
Compulsory Qualification: GNM / B.Sc.(Nursing)
Preferred Qualification: Any Masters Degree in Healthcare Management from reputed institute
