Rostering Guide

  • Spinfusion

  • Term Roster

  • Weekly Roster

  • Roster Requests

  • Clinical Duties

  • Calling In Sick

  • Department Meetings

Spinfusion

Spinfusion is a rostering platform that facilitates the complex scheduling of Theatres, Consultants, and Trainees across six operative campuses (Footscray, Sunshine, Joan Kirner, Williamstown, Sunbury, and Bacchus Marsh); while balancing after-hours allocation, and optimising leave requests for staff.

Spinfusion consists of:

  • A 3 monthly Term Roster, with trainees' leave and weekly allocations (donated by a letter; see key below). The term roster is visualised under the "Trainee - A-M roster". This roster is formalised in the previous term, taking into account trainee' requests. 
  • A Weekly Roster, with trainees' lists for the current and following week. The weekly roster is visualised under "Trainee- All duties" and "Theatres -All Sites". This roster is finalised the week prior.

The cases on daily lists can be found one to two days prior on the Perioperative Tracking Board (EMR).

Spinfusion Basics

Access

User Guide - Login details will be sent to your email

Webpage 

Iphone

Andriod

Upload a photo

Upload a Selfie via Account Settings so you recognisable early in our large department

Update contact details

Update Mobile and Email via Account Settings so Consultants can easily contact you

Navigation to Term Roster

Webpage version

  • Sidebar Schedules / Trainee - A-M Rotation / Calendar Icon,  Date Range, Select Term Dates / Filter, View by Days, Select Mon / Export as Excel or PDF

Navigation to Weekly Roster

Webpage version
- Trainee Duties

  • Sidebar Schedules / Trainee - All Duties / Date Range, select dates for current or following week
  • Home / Scroll Down / Reports / This Week's Anaesth Trainee - All Duties; Next Week's Anaesth Trainee

- Theatres

  • Sidebar Schedules / Theatre - All Sites / Date Range, select dates for current or following week

App version
- Trainee Duties

  • Home Screen / Footer, REPORTS / This Week's Anaesth Trainee - All Duties; Next Week's Anaesth Trainee

- Theatres

  • Home Screen / Footer, SCHEDS / Daily Roster, Theatre - All sites, default date range of 7 days / Tick Mine

- Consultant and Trainee Contact Details

  • Taping a colleagues name will provide you with their photo, mobile, and email
  • Alternative: navigate to Staff Contact Info

Term Roster

Key

Note the Daily Hours in brackets (x), and Weekly Hours in far right column

Weekly Roster

Example

Webpage 

Trainees - All Duties

Theatre - All Sites 

App 

Theatre - All Sites ('Mine' ticked)

Daily Lists

Cases on each theatre list are no longer sent to work emails the day prior

Cases are available the day prior on EMR Perioperative Tracking Board


Requests

Roster Requests and Queries

Trainees are given input into the weekly roster. We'll facilitate requests as best we can. All roster related matters including requests, queries and swaps should be emailed to:

[email protected] 

This will include the principal fellow, heads of trainee supervision, and the administration assistant in all rostering correspondence.

Syntax for requests:

Aim to use the following subject heading syntax in emails:

Week commencing Monday dd/mm/yy

Timing of requests:

Rosters are completed behind the scenes in the proceeding week, before going through a review process and released on Thursday to Friday. Rostering requests are best made by Wednesday before drafting starts (ie put in a week in advance).

Types of requests:

VOP requests
Shift swaps
Movement of half days off (when rostered onto Days)
Lists with Consultants for References
Roster swaps and changes in relation to welfare

Professionalism:

We kindly ask that you respect your colleagues home and family time. As such, be mindful of calls and texts after-hours, on peoples days off, or when an email easily suffice. We suggest following up any in person discussions with an email to anaesthetic.rostering so it isn't forgotten.

Clinical Duties

Theatres Start Times

Theatre arrival times are case dependent. Aim for 15 minutes prior to anaesthesia start times for a standard lists. For major cases arrive early enough to be well prepared

Anaesthesia start times are 8am and 1pm
'Knife to Skin' is 830am and 130pm

The only exception is the Friday fortnight with to the M&M meeting, when anaesthesia start time is 0830am and “knife to skin” is 09.00 am


Pre-Admission Clinic 

Please submit PAC requests to the anaesthetic.rostering email if required for VOP

Footscray: Theatre admission area

Sunshine: Ground Level, next to Pharmacy


CPET

Located at Footscray. Available by request to anaesthetic.rostering email


Off The Floor (OTF) at Footscray and Sunshine

The OTF Trainee holds the Pain Pager (that also receives codes). The pager is received from, and handed over to the After-Hours trainee for continuation of care

Roles:
- The Pain Round (8am)
- Code Blue and Trauma Call Attendance
- Delegation from Anaesthetist In Charge of anaesthesia reviews, off the floor blocks, cannulations. Cannulation and block requests also occur directly to pager

The Pain Team meets at the Pain Offices, located within the Anaesthesia department at 8am. The team consists of Pain nurse(s), OTF trainee, and Pain Consultant


Off The Floor (OTF) at Joan Kirner

The JK OTF trainee holds the Epidural Phone (that also receives codes). The phone is received from, and handed over to the Ward Cover Trainee for continuation of care

Roles:
- Epidural requests, received via the Epidural Phone
- Epidural follow up reviews (and Joan Kirner Pain Round reviews if any). Reviews are completed on Epidural ROAD document and Safety-Net Cards are provided to patients
- Code Blue and Code Pink Attendance. These will also display on the Epidural phone. Anaesthetists are not required at Neonatal Codes.

See obstetric and paediatric anaesthesia Handbook for more details


After-Hours Theatre at Joan Kirner

The Theatre Trainee Holds the Anaesthetist In Charge phone while the Oncall Consultant is out of the hospital

Roles:
- Theatre
- Support to Ward Cover
- Code Blue, Pink, and Green attendance

After-Hours Ward Cover at Joan Kirner

Joan Kirner is a busy obstetric centre and as such epidurals and off the floor duties are supported by an additional after-hours trainee

The Ward Cover Trainee holds the Epidural Phone.

Roles:
- Epidural requests, received via the Epidural Phone
- Epidural follow up reviews (and Joan Kirner Pain Round reviews if any). Epidural reviews are completed on Epidural ROAD document and Safety-Net Cards are provided to patients 
- Code Blue, Pink, and Green attendance. These will display on the Epidural phone. Anaesthetists are not required at Neonatal Codes
- Assistance to Theatre as required

See obstetric and paediatric anaesthesia Handbook for additional details


After-hours at Footscray and Sunshine

The After-hours Trainee holds the Anaesthetist In Charge phone while the On call Consultant is out of the hospital.

Roles:
- Theatre
- Code blue and Trauma Call Attendance
- Code Blue Team Huddle at 11pm in the Coronary Care Unit
-  Off the floor assistance, including pain reviews, anaesthetic reviews, cannulation requests, airway management requests by ICU/ED
- The Sunshine Weekend Day trainee first completes the pain round while the Consultant manages theatre
- The Footscray Weekend Short Day Trainee Role holds the Pain Pager and first completes the Pain Round, then assists to run a second theatre.


Standby On Call

With the impact of covid on sick leave we have incorporated Standby on call  into the roster. 

In general,  trainees have ~ 3 on calls for the 3 month period, with equal distribution between trainees. 

If for some reason you need to trade an on call (which is fine), please email anaesthesia rostering and CC the person you’re trading with citing your proposed swap and we can make sure it works. 

You are paid for being on call and should cite stand by on call x 1 on your timesheet and record the appropriate date. If you are called in these hours should be recorded in overtime hours.


Calling in Sick

Shifts Commencing Monday to Friday

Call 8345 6639 at any time of day or night. If the phone is unattended, leave a message

Aim to call prior to 0730 am. Messages are retrieved at 0730 am Monday to Friday by Admin (excluding public holidays) and arrangements are made to manage staffing issues. If sick leave is at short notice, sick leave should additionally be communicated to the nurse in charge at the affected operating suite. The anaesthetist in charge discusses staffing issues with the nurse in charge at 0800 am of each working day.

Shifts Commencing Saturday, Sunday, or Public Holidays

Notify the Consultant Anaesthetist in Charge, who will relay onto the SOTs for cover or who will contact Standby On Call. To close the loop with Administration during business hours, also leave a message with 8345 6639.


Department Meetings

Mortality and Morbidity Meeting

Fridays 07.00 am fortnightly

Attendance via Zoom. An email reminder with the reoccurring link is sent out fortnightly.

Record of attendance is registered via a meeting QR code. Proof of attendance is emailed to trainees for their records and TPS quality assurance requirements.