Aug 17, 2025

AI-Powered OR Management Boosts Surgical Capacity at MultiCare Health System Tacoma, Washington – MultiCare Health System has achieved a significant 16% increase in operating room (OR) utilization through the implementation of artificial intelligence (AI)-driven strategies, enabling the performance of an additional 1,600 surgical cases. This breakthrough addresses growing surgical demand without requiring costly facility expansions. The Challenge: Surgical Backlogs and Limited Resources Hospitals nationwide are grappling with a surge in surgical demand, exacerbated by pandemic-related delays and an aging population. Simultaneously, many facilities face constraints in operating room capacity, leading to lengthy wait times and potential compromises in patient care. MultiCare Health System, serving the Puget Sound region, recognized the urgent need for innovative solutions to optimize its surgical services. From Block Scheduling to Dynamic Access Management Traditionally, operating room scheduling relied heavily on block allocations – predetermined time slots assigned to specific surgeons or specialties. While intended to ensure access, this system often resulted in inefficiencies, with significant blocks of time remaining unused. MultiCare’s initial assessment revealed inherited block schedules, weak governance structures, unreliable performance metrics, and fragmented resource allocation across its 13 hospitals. “Each year we would create a new budget, but the block schedule rarely adapted, leading to misalignment over time,” explained Chris Hunt, MBA, MSHA, BSN, RN, CSSM, NEA-BC, Associate Vice President of Perioperative Services at MultiCare Health System. “A fundamental shift was to annually reset our budget and, crucially, our block schedule.” Governance Reform: Empowering Physician Leadership Recognizing that effective governance was paramount, MultiCare replaced its administrative block committee with a physician-led utilization subcommittee. This subcommittee, chaired for seven years by Wesley Hart, MD, anesthesiologist at Tacoma General Hospital, was tasked with developing standardized metrics and policies to optimize OR access. Dr. Hart emphasized the importance of peer engagement in driving innovation and improvement. “It’s remarkable to witness surgeons governing themselves as we work to improve utilization,” Dr. Hart noted. “Transparency in data and collaborative policy development have been key to our success.” Mr. Hunt added that ineffective committees often devolve into complaint forums lacking the authority to enact change. “Without an effective governance structure, technology alone is insufficient,” he stated. Leveraging AI for “Collectable” Time MultiCare partnered with LeanTaaS, utilizing their iQueue for Operating Rooms platform to identify “collectable” time – previously unused OR hours that could be reallocated without disrupting existing surgeon schedules. This approach preserved physician autonomy while simultaneously expanding access for new or growing service lines. The system’s ability to pinpoint these pockets of availability proved invaluable. “iQueue allowed us to identify substantial blocks of underutilized time that would have been nearly impossible to uncover manually,” Mr. Hunt explained. “It’s a far more precise approach than relying on broad utilization thresholds that don’t account for the complexities of surgical procedures.” Significant Gains in Productivity and Efficiency The implementation of iQueue across all MultiCare sites provided systemwide visibility into OR availability, staffing levels, and block utilization. Weekly regional scheduling consolidations further optimized case matching with available capacity, particularly in areas with constrained staffing. Despite a 30% increase in overall surgical volume, MultiCare experienced a remarkable 46% surge in productivity. Pro Tip: Successful AI implementation in healthcare requires a strong partnership between clinical teams and technology vendors. Ongoing training, support, and a shared understanding of the tools are essential. “The utilization committee has become surprisingly popular – it’s actually enjoyable to participate in,” Dr. Hart shared. “As our team becomes more efficient, a sense of pride and collaboration emerges.” Mr. Hunt underscored the critical role of real-time visibility into staffing and open time, especially during periods of anesthesia capacity constraints. “We transitioned from block management to access management,” he said. “Focusing on access, rather than simply filling blocks, is the key to unlocking the full potential of machine learning and AI tools.” Measurable Results and Future Expansion Between 2020 and 2023, Tacoma General Hospital increased staffed room utilization by 16%, performing 1,600 additional surgical cases without expanding its physical footprint. Primetime utilization increased by 18%, translating to an additional 100,000 case minutes. MultiCare also significantly reduced reliance on late or emergency add-on cases by proactively reserving open time and establishing clear utilization targets. The team introduced a three-bucket model – allocated, open, and same-day add-on time – to manage scheduling flexibility and minimize daily disruptions. This real-time visibility, powered by iQueue’s Collect and SmartMatch features, enabled system-level load balancing and proactive identification of potential bottlenecks. MultiCare is now scaling this approach through regional scheduling infrastructure and standardized metrics. They are also piloting AI-powered staff planning tools and surgical cost audits to address variations in labor and supply costs. Do you think AI will become standard practice in all hospitals within the next decade? “Surgeons appreciate having data to benchmark their performance – not to be penalized, but to identify areas for improvement,” Dr. Hart explained. “It fosters a culture of continuous learning and pride in their work.” Mr. Hunt will present a detailed account of MultiCare’s journey at the Transform Hospital Operations Virtual Summit , taking place September 16-17, 2025. His session, “From Fragmentation to Systemness: MultiCare’s Playbook for Unifying 13 Hospitals,” will explore the health system’s approach to building a truly integrated perioperative system – delivering the right case, in the right place, at the right time. Register now to secure your spot.