Disparate scheduling policies, manual workflows and limited real-time visibility constrained operating room efficiency at Columbia, Md.-based MedStar Health. But by leveraging AI-powered analytics, the 10-hospital system reclaimed 24,700 hours of surgical case time and cut abandoned block time by 30%, all while navigating a major EHR transition.
In a recent webinar hosted by Becker’s Healthcare and LeanTaaS, two MedStar perioperative leaders shared how a data-driven approach to access management delivered systemwide improvements, strengthened trust among stakeholders and gave surgeons direct insight into their performance.
Here are four key takeaways from the session.
1. The case for change
MedStar Health’s growth through acquisition left it with inconsistent block scheduling definitions, siloed governance and error-prone manual processes across its perioperative footprint. Courtney Pearson, MBA, MHA, system assistant vice president of operations for perioperative services, described how this environment created inequities between hospitals, undermined trust in data and cost the system more than 25 FTE hours each month just to manage blocks.
Their prior Excel-based process was manual, error-prone and susceptible to manipulation with inconsistent rules and limited transparency. Data was often outdated by 6 weeks or more, which hindered timely decision-making and eroded trust across teams.
“We had one person saying apples and another saying oranges,” said Ms. Pearson. “There was no rhyme or reason and no way to know whether we were improving.”
2. Partnership drives real-time access across the system
After evaluating multiple vendors, MedStar selected LeanTaaS for its cloud-based, user-friendly interface and robust decision support tools. The organization implemented LeanTaaS’ iQueue for Operating Rooms in three phases, starting with its largest hospitals in late 2023.
The rollout emphasized change management and training, especially for surgeons and office schedulers. Personalized support and standardized block governance helped align stakeholders and drive adoption.
“The transparency in iQueue was a game-changer,” said Natalie Nazon, regional business operations manager for perioperative services. “Physicians trust the data now and that’s been critical.”
After implementing iQueue, MedStar saw a 34-day average for proactive block releases, which improved resource planning and reduced last-minute scrambling. Surgeons filled 9,900 open time releases, resulting in 24,700 hours of secured surgical cases. Overall block utilization rose by 5 to 11 percent, while abandoned and unreleased block time dropped 30%.
“We’ve gone from firefighting to proactively managing our OR capacity,” Ms. Nazon said. “The surgeons are very happy and the system created a more collaborative relationship between them and administration.”
3. A shared strategy
A key enabler of MedStar’s success was physician engagement. Transparent dashboards and personalized scorecards allowed clinicians to compare performance, identify opportunities and release time more responsibly.
“The rules-don’t-apply-to-me mindset quickly faded,” Ms. Pearson said. “Once physicians saw the benefit to themselves and their patients, and trusted the data, they were on board.”
The new tools also helped foster stronger collaboration between perioperative operations and clinical leaders. MedStar’s transformation created systemwide engagement by unifying teams across locations under a shared language and goal.
The project evolved into a culture of collaboration, where metrics improved, scheduling became more efficient and trust grew at every level, from frontline staff to the CEO. The shift moved the organization from chaos to cohesion, with tangible results reinforcing the value of the change.
4. Access over ownership
Rather than focusing solely on block utilization, the system now prioritizes patient access across all locations.
As MedStar transitions to Epic, their partnership with LeanTaaS ensures uninterrupted OR optimization, eliminating the need for rebuilds. Looking ahead, the organization plans to integrate its ASCs into the platform as they adopt electronic medical records, expanding access and scheduling efficiency.
Additionally, rising healthcare costs and technology investments, like robotics, underscore the importance of using the platform to drive smart, resource-conscious decisions over the next 18 months.
“It’s not just about holding onto your block,” Ms. Pearson said. “We’re driving access, to see what’s available and get patients scheduled where and when it makes sense.”
For additional content, please also check out our upcoming Transform Virtual Series.
