Real-time Delay Alerts

Overview

Keeping an OR day on schedule depends on recognizing delays as soon as possible, especially when a case is running longer than expected.

Apella helps you do this with Delay Alerts, which provide real-time visual signals in both the Live and Schedule views whenever an in-progress phase (such as case prep) takes longer than Apella predicts it should.

Delay Alert: Long-running Case Prep

Apella’s first Delay Alert focuses on identifying long-running case prep phases (from patient wheels in to patient draped).

When this alert appears in Schedule or Live view, it signals that an in-progress case prep phase is taking longer than expected. This real-time cue helps you take quick action, whether that's deploying additional staff or adjusting the schedule to help keep the day on track.

The alert automatically clears once the prep phase ends and the case moves into surgery.

Additional types of delay alerts (for example: case wrap-up and other phases) may be added over time, based on user feedback.

How Delay Alerts work

Apella determines whether a case phase (like case prep or wrap-up) is running longer than expected by comparing it to what’s typical for that same type of case.

Apella’s predictive algorithms learn from historical data—including:

• Which surgeon is performing the case
• The type of procedure
• The room where it’s happening

For each of these combinations, Apella builds an expected range of normal phase lengths. If the ongoing phase goes beyond what’s typical in most cases, the system displays a Delay Alert in both Live and Schedule views.

Example: Prep Phase Delay Alert

For the prep phase (patient wheels in → patient draped), Apella compares how long the prep is taking against its learned expectations.

If the phase lasts longer than it does in roughly three out of four similar cases, a Prep Phase Delay Alert appears as a visual indicator that the case is taking longer than expected. Once the prep phase ends, the alert disappears automatically.

🙋FAQs

Can you tell me more about what triggers a Prep Phase Delay Alert?

A Prep Phase Delay Alert appears when the time from patient wheels in to patient draped is taking longer than Apella predicts it should most of the time.

What Apella considers as “longer than expected” varies depending on the procedure, surgeon, and room. Apella accounts for variation across these factors and doesn't use one fixed time limit to trigger a delay alert. Instead, it uses a range of expected prep durations based on past data for that surgeon, procedure, and room.

When a case prep phase is taking longer than 75% of similar cases, the system raises an alert to let you know prep is taking longer than usual. The alert clears automatically once the prep phase is complete.  

Where will I see delay alerts?

They appear in both Live and Schedule views, so you can respond in the moment and also see how delays could impact the rest of the day.

Will this create too many alerts?

The alerts are designed to be passive and non-intrusive. We’ve set thresholds carefully to minimize unnecessary notifications and will continue fine-tuning them based on user feedback to avoid alert fatigue.

Can thresholds be customized for my site?

Not yet. Currently, all sites use the same 75th percentile threshold, which provides the best balance between accuracy and limiting noise across different case types.

Why don’t all cases generate alerts?

Not every case follows the same process. For example, some cases don’t include a patient draping step, so they won’t trigger a prep phase alert. As a result, you may see alerts in fewer than 25% of cases.

Can I mute or dismiss an alert?

Not yet. For now, Delay Alerts act as visual indicators only. If muting or dismissing alerts would help your team, please share that feedback with us.

What data does Apella use to predict prep times?

Apella’s predictive model considers multiple factors, including the surgeon, procedure, surgeon–procedure pairing, site, and room. These inputs help determine what’s typical for that specific case setup.

Can I retrospectively view or review prep phase delays?

Not at this time. Delay Alerts are only visible while a case is in progress. If access to historical delay data would be valuable for your team, please let us know.