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Observational Teamwork Assessment For Surgery (OTAS) : USER Training Manual (Draft)

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62 views

Observational Teamwork Assessment For Surgery (OTAS) : USER Training Manual (Draft)

surgery

Uploaded by

puggod
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Observational

Teamwork
Assessment for
Surgery (OTAS)
USER Training Manual (draft)

February 2011

For further information please contact Dr Nick Sevdalis [email protected]

OBSERVATIONAL TEAMWORK ASSESSMENT


FOR SURGERY (OTAS):
INTRODUCTION AND USER GUIDE

WHAT ARE NON-TECHNICAL SKILLS?


Non-technical skills reflect the interpersonal (e.g. communication, teamwork, and leadership)
and cognitive skills (i.e. decision-making and situational awareness), that complement clinicians
technical skills. In the operating room (OR), non-technical aspects of performance are
effectively captured by the way a team works together to deliver care safely.

WHY IS TEAMWORKING/NON-TECHNICAL PERFORMANCE IN OPERATING ROOMS


IMPORTANT?
Failures in teamwork and non-technical skills in the OR have been frequently implicated in
adverse events to surgical patients. In contrast, empirical evidence has found that superior
teamwork is associated with fewer errors in the OR.
WHAT IS THE OBSERVATIONAL TEAMWORK ASSESSMENT FOR SURGERY (OTAS)
AND HOW DOES IT WORK?
OTAS is a psychometrically robust (i.e. reliable and valid) tool that captures comprehensively
the quality of teamworking and team interactions in the OR.

OTAS consists of five behaviours that team-members in the OR exhibit to a higher or lower
degree during surgery. Taken together, these behaviours provide an index of the quality of interprofessional teamwork in the OR. The five behavioural dimensions of teamwork of interest are:

COMMUNICATION: quality and quantity of information exchanged among members of


the team.

COORDINATION: management and timing of activities and tasks.

COOPERATION AND BACK UP BEHAVIOUR: assistance provided among members


of the team, supporting others and correcting errors.

LEADERSHIP: provision of directions, assertiveness and support among members of


the team.

TEAM MONITORING AND SITUATIONAL AWARENESS: team observation and


awareness of ongoing processes.

These behaviours are assessed via real-time observation in the OR (or relevant video recording
wherever available). Each behaviour is scored on a seven-point scale (0-6). On this scale:

The highest score (6) indicates significant enhancement to teamwork via exhibition of
the behaviour of interest

The scale midpoint (3) indicates average performance of a behaviour, which neither
enhances nor hinders teamwork

The lowest score (0) indicates severe hindrance to teamwork via lack of the behaviour of
interest

In more detail:
RATING
ANCHORS
6

BRIEF ANCHOR DEFINITION


Exemplary behaviour; very highly effective in enhancing team function

Behaviour enhances highly team function

Behaviour enhances moderately team function

Team function neither hindered nor enhanced by behaviour

Slight detriment to team function through lack of/inadequate behaviour

Team function compromised through lack of/inadequate behaviour

Problematic behaviour; team function severely hindered

All surgical procedures are managed by a multidisciplinary team. OTAS takes into account the
fact that a range of OR professionals must work together to provide safe surgical care namely,
surgeons, anaesthetists/anaesthetic nurses/Operating Department Practitioners (ODPs), and
nurses (scrub nurses and circulating nurses/runners). Therefore, the observer provides
separate behavioural scores for each of the three subteams; the surgical subteam (surgeon and

assistant/s), the anaesthetic subteam (anaesthetist and anaesthetic nurse/ODP), and the
nursing subteam (scrub nurse/practitioner and circulating nurses).

In addition, surgical procedures evolve over time, and whereas teamworking may be reasonable
to start with, it may deteriorate during a case or, in contrast, the team may not function well in
the beginning of a case, but may fare better once the case is underway. OTAS distinguishes
between the key phases of a surgical procedure: pre-, intra-, and postoperative. The definitions
of when a phase begins/ends are provided in Table 1. Typically, to ensure feasibility in
observation, assessors tend to start at the Pre-operative Phase: Stage 2 or 3 (depending on the
case) and finish at the Post-operative Phase: Stage 1 or 2.

Table 1: OPERATIVE PHASES AND STAGES OF OTAS


PHASE
1. PRE-OP

2. INTRA-OP

3. POST-OP

STAGE 1

STAGE 2

STAGE 3

pre-op planning and


preparation

patient sent for to


anaesthesia given

patient set-up
to op-readiness

opening/access to
contact of target
organ

op-specific procedure

from prepare to
close to complete
closure

anaesthetic reversal to exit


from theatre

transfer to
recovery/recovery to
ward

feedback and
self-assessment

In summary, therefore, the OTAS assessor provides separate behaviour scores for each of the
five behaviours, across each of the three subteams and also across the three key operative
phases.

In total, OTAS generates 45 behavioural ratings per observed procedure: 5 behaviours x 3


subteams x 3 operative phases.

: To facilitate the assessors task in rating the teamwork behaviours, a list of exemplar
behaviours for each subteam and phase of surgery is available. These behaviours allow the
assessor to anticipate behaviours that are expected within a phase/by a subteam. . Consistent

presence and successful completion of the exemplar behaviours allows an assessor to rate the
quality of teamwork highly. In contrast, if these behaviours are not observed, or are carried out
in an inconsistent manner the quality of teamwork is likely to be lower. It is important to mention,
however, that the final behavioural ratings should be determined by the assessors overall
assessment of team performance, rather than purely being driven by the presence/absence of
exemplar behaviours these behaviours are aimed to guide the ratings rather than function as
a checklist.

WHY DOES IT REQUIRE TRAINING TO USE OTAS?


As is evident from the preceding sections, OTAS is a complex tool, which requires good
knowledge and skill in application by the assessor. The tool was not designed to be complex,
but rather because human behaviour is not simple to observe objectively, all observational
assessments will have their complexities.

A key scientific requirement for an observational assessment tool like OTAS is that different
assessors observing the same case will arrive at similar assessments of the overall quality of
team performance. Technically, this is termed inter-observer reliability and is assessed
quantitatively via a range of correlation coefficients applied to OTAS scores derived from at
least two different assessors blinded to each others ratings. The more similar the assessors
scores, the higher the correlation coefficients and the better the inter-observer reliability. This
aspect of OTAS scoring is important, as not only does it ensure scientifically robust assessment,
but it also renders the assessment process transparent and fair on all team-members who take
part.

It is, therefore essential that all assessors receive training to use the tool in a similar manner
otherwise observers understanding of what the behaviours entail is likely to be idiosyncratic. As
a result, it is likely that observations will differ across sites, inter-observer reliability will be low,
and the data analyses will be flawed, with significant negative impact on the perceived
relevance, transparency and fairness of the assessment process.

Perfect reliability is almost impossible when observing human behaviour, but provision of
training can ensure that all observers achieve a minimum acceptable standard of reliability.

WHAT DOES THE TRAINING CONSIST OF?


There are three phases to the observers training:

PHASE 1: Familiarisation with the tool and the relevant evidence base
This first phase consists of a one-to-one session with an Imperial College researcher, who
introduces OTAS to a prospective assessor and explains how to use the tool. . This can be
achieved by observing real cases, or using a set of pre-recorded video clips (provided by the
OTAS team) recorded in a simulated OR. In this phase, assessors are also required to read
selected articles on the development and validation of OTAS, and consider the practical/ethical
issues around its usage (see references below).
Learning Outcomes: familiarisation with OTAS and OTAS literature; introduction to OTAS
usage in ORs.

PHASE 2: Observation training and assessor calibration with expert


This phase consists of supervision/guidance provided by OTAS team researcher in assessing
teamwork in the OR using the tool. This typically involves joint assessment in real time of team
performance in real cases in the OR between expert OTAS assessor and trainee OTAS
assessor. Upon completion of each observed case, the two assessors compare their scores and
the expert assessor provides detailed feedback to the trainee assessor regarding the scoring of
OTAS behaviours. This is the assessment calibration process. A key part of this process is to
troubleshoot problematic aspects of OTAS observations as experienced by the trainee
assessor.
Trainee OTAS user calibration via remote feedback and guidance provided by an expert OTAS
assessor is currently being piloted, to facilitate training in OTAS over distance.
Learning Outcomes: improved understanding of OTAS use, behaviour definitions/exemplars
and scoring anchors; clarification of observation queries and difficulties; successful calibration of
scoring with expert OTAS assessor. At the end of this Phase, trained OTAS assessors can use
the tool unsupervised in their own hospitals/ORs.

PHASE 3: Refresher training for consolidation of learning (as required)


In this Phase, an OTAS expert carries out team performance assessments using the tool in the
newly trained assessors own institution. The process is similar to that employed in Phase 2.
The aim of this Phase is to consolidate the observation skills that have been acquired in Phase
2; in addition, because there are likely differences in team culture and practices across different
institutions, this Phase allows recalibration of scoring on the basis of the local behavioural
norms. This Phase may only be required in some cases particularly when accuracy in the
assessment is a key requirement and continuous quality assurance of the assessment process
is needed.
Learning Outcomes: continuous proficient use of OTAS to independently assess team
performance.

WHAT CAN OTAS BE USED FOR?


OTAS can be used in different ways;

1. OR teams can use the OTAS exemplars as indices of their teamworking effectiveness
without numerical scoring.

2. OR teams can use the OTAS exemplars as well as some numerical scoring to selfevaluate how well they think they are performing and identify areas for improvement.

3. OTAS can be used in formal prospective research to quantify team processes and
correlate them with clinical processes and ultimately patient outcomes.

4. OTAS can be used in team training environments for skills assessment and provision of
structured, objective feedback on non-technical performance.

INTERESTED IN KNOWING MORE? GET IN TOUCH.....

For further information about OTAS, and the training that we provide please contact: Dr Nick
Sevdalis @ [email protected]

REFERENCES TO READ
1. Healey AN, Undre S, Sevdalis N, Koutantji M, Vincent CA. The complexity of
measuring interprofessional teamwork in the operating theatre. Journal of
Interprofessional Care 2006;20:485-95. A discussion of teamworking and its
assessment in surgery and relevant issues. DOI

2. Hull L, Arora S, Kassab E, Sevdalis N. Observational Teamwork Assessment for


Surgery: Content Validation and Tool Refinement. Journal of American College of
Surgeon 2011: 212(2):234-243.e5 A validation study of OTAS showing that the
exemplar behaviours of OTAS are content valid. DOI

3. Sevdalis N, Lyons M, Healey AN, Undre S, Darzi A, Vincent CA. Observational


Teamwork Assessment for Surgery: Construct validation with expert vs. novice
raters. Annals of Surgery 2009;249:1047-51.A validation study of OTAS, showing that
expert raters produce significantly more consistent ratings than novice raters. DOI

4. Undre S, Sevdalis N, Healey AN, Vincent CA. The Observational Teamwork


Assessment for Surgery (OTAS): Refinement and application in urological
surgery. World Journal of Surgery 2007;31:1373-81. A study that allowed the
refinement the first OTAS prototype into what OTAS currently looks like. DOI

5. Undre S, Sevdalis N, Vincent CA. Observing and assessing surgical teams:


The Observational Teamwork Assessment for Surgery (OTAS). In R Flin, L Mitchell (Eds.)
Safer Surgery: Analyzing Behaviour in the Operating Theatre (pp. 83-102; Ch. 6).
Ashgate. 2009. A comprehensive overview of OTAS development and testing in theatres.
6. Vincent C. Teams create safety. In C Vincent Patient Safety 2nd edition (Ch 18).
Elsevier, 2010. An introduction to the importance of teamwork for safety in healthcare
in general, and in surgery in particular.

7. Vincent C, Moorthy K, Sarker SK, Chang A, Darzi AW. Systems approaches to


surgical quality and safety: from concept to measurement. Annals of Surgery
2004; 239: 475-482. The background to the importance of teamworking and
nontechnical factors in surgery, which led to OTAS development. DOI

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