Surgeon call, clinic and OR staffing on one schedule
Give each operating room a surgeon and a nurse on the days it runs, with clinic and call on the same schedule. Capillary schedules the people for each room and day; your operating room system keeps the case list.
Harbor Surgical Services
Sample department, minimum rest 10 hours
Week of Oct 12
Swipe the board sideways to see the whole week.
| Shift | Mon12 | Tue13 | Wed14 | Thu15 | Fri16 | Sat17 | Sun18 |
|---|---|---|---|---|---|---|---|
| OR 1 surgeon07:00 to 17:00 | Herrera | Asante | Stein | Sato | Cole | ||
| OR 2 surgeon07:00 to 17:00 | Sato | Novak | Cole | Stein | Herrera | ||
| OR 1 nurse07:00 to 17:00 | Byrne | Petersen | Shaw | Clarke | Rao | ||
| OR 2 nurse07:00 to 17:00 | Rao | Volkov | Barnes | Ramirez | Shaw | ||
| First assist07:00 to 17:00 | Tanaka | Rossi | Siddiqui | Olsen | Tanaka | ||
| Day call surgeon07:00 to 19:00 | Bianchi | Bianchi | Bianchi | Bianchi | Bianchi | Bianchi | Bianchi |
| Floor APP07:00 to 19:00 | Siddiqui | Olsen | Tanaka | Rossi | Siddiqui | Rossi | Olsen |
| Clinic surgeon08:00 to 17:00 | Cole | Herrera | Sato | Novak | Asante | ||
| Night call surgeon19:00 to 07:00 +1 | Hayes | Hayes | Hayes | Hayes | Hayes | Hayes | Hayes |
| Night call nurse19:00 to 07:00 +1 | Clarke | Ramirez | Petersen | Volkov | Byrne | Shaw | Barnes |
- Day
- Night
- APP
- Nurse
- Sample names. +1 means the shift ends the next morning.
The shifts in the surgery template
Two operating rooms and a clinic on weekdays, with a surgeon on call every day and night.
- Two operating rooms run Monday to Friday, 07:00 to 17:00, each with a surgeon and a nurse.
- An APP assists in the operating room on weekdays, and a floor APP works every day.
- Each week, one surgeon takes day call and another takes night call.
| Shift | Group | Hours | Who works it |
|---|---|---|---|
| OR 1 surgeon | Physician | 07:00 to 17:0010 hours, Monday to Friday | Shared by the team |
| OR 2 surgeon | Physician | 07:00 to 17:0010 hours, Monday to Friday | Shared by the team |
| OR 1 nurse | Nurse | 07:00 to 17:0010 hours, Monday to Friday | Shared by the team |
| OR 2 nurse | Nurse | 07:00 to 17:0010 hours, Monday to Friday | Shared by the team |
| First assist | APP | 07:00 to 17:0010 hours, Monday to Friday | Shared by the team |
| Day call surgeon | Physician | 07:00 to 19:0012 hours | Same person all week |
| Floor APP | APP | 07:00 to 19:0012 hours | Shared by the team |
| Clinic surgeon | Physician | 08:00 to 17:009 hours, Monday to Friday | Shared by the team |
| Night call surgeon | Physician | 19:00 to 07:0012 hours | Same person all week |
| Night call nurse | Nurse | 19:00 to 07:0012 hours | Shared by the team |
Set it up in Capillary
- 1
Create the department
Name it, then set its time zone and minimum rest. When clocks spring forward, back-to-back 12-hour shifts leave 11 hours of rest, so a 12-hour minimum blocks that save.
- 2
Add the template
In Build schedule, pick Surgery under Start from a department template. It fills an empty month with 10 shifts on each weekday and the 4 call and floor shifts on weekends, ready to assign.
- 3
Add your team
Add surgeons, APPs and nurses one at a time, or import them from a CSV file.
- 4
Assign rooms and call
Assign each room's surgeon and nurse for the day, and each week of call to one surgeon. Saving stops at any overlap or short rest and names the shift.
- 5
Publish
Everyone sees the published month, and each person can add their shifts to a phone calendar.
Every save is checked
Saving stops at the first assignment that breaks a rule and names the shift and the rule. Capillary checks role, overlapping shifts, the department’s minimum rest, approved time off and each person’s published shifts at their other sites in Capillary.
Example messages
- OR 1 surgeon: less than 10 hours of rest from Night call surgeon on Oct 11.
- First assist: clinician does not match the required role.
What it does not do
- Capillary does not book cases or manage block time. It schedules the people for each room and day, and your operating room system keeps the case list.
- Surgeons and anesthesiologists are both physicians on the schedule, so a surgeon shift will accept an anesthesiologist. CRNAs and surgical techs are not on the schedule.
- It does not build the month for you. You choose who works each shift, and Capillary checks each choice.
What the scheduler does
The same features serve every department. Each has a short guide with a worked example.
- Every staff groupPhysicians, APPs, nurses, veterinarians, vet techs and therapists, with a filter for each.
- Rule checksRole, overlap, rest and time off, checked on every save.
- Drafts and publishingA private draft until you publish, with who published and when.
- Requests and time offDay requests and time off, sent before your due date.
- Shift preferencesFewest, ideal and most shifts, and how you rate each shift.
- TradesSwaps and giveaways, checked before anyone agrees.
- Sick callsAn open shift offered to the group, then backup.
- Two or more sitesOne account and one calendar link for every site.
- Roster CSVImport a roster from a spreadsheet and export the month.
- Hours trackerHours, nights and short rests from any calendar link.
- Shift analyticsYour hardest shifts, with the rest before each one.
- Free swap finderSwaps that work for both people, from your group's calendar.
Start your schedule
Create an account, add the surgery template and publish your first month. No credit card or patient data is needed.