How Underutilized OR Time Is Costing You More Than You Realize
Walk through the halls of any ambulatory surgical center (ASC) or hospital on a weekday morning, and chances are you’ll find at least one empty OR. Maybe a surgeon’s running late. Maybe a vendor didn’t deliver on time. Or maybe that block of time went unclaimed… again.
For surgical schedulers and administrators, these moments aren’t just frustrating — they’re expensive.
The Hidden Cost of “Nothing Happening”
When an OR sits empty, it doesn’t just stall the schedule. It drains revenue, burdens staff, and disrupts the entire day’s rhythm.
Let’s put it into perspective:
According to data from Becker’s ASC Review, the average cost of operating room time in an ASC ranges between $15–$20 per minute. In hospitals, it’s often higher — closer to $37 per minute. That means a 30-minute delay or underused block could easily cost $600–$1,100+. Multiply that by the number of delays or unused slots per week, and the financial impact becomes crystal clear.
And it’s not just about the money.
When cases are delayed, staff are left idle or overworked, vendors show up at the wrong time, and patients may face rescheduling frustrations — all of which chip away at operational efficiency and trust.
A Perfect Storm of Inefficiencies
Underutilized OR time rarely stems from just one issue. Instead, it’s usually the result of a perfect storm of inefficiencies that build up over time:
1. Manual Scheduling Processes
Many schedulers still rely on spreadsheets, shared calendars, or even paper to manage complex OR schedules. That might work — until it doesn’t. These manual processes are:
- Time-consuming
- Prone to human error
- Difficult to coordinate across multiple teams
Even the most seasoned scheduler can spend hours a day fielding calls, chasing confirmations, and correcting miscommunications.
2. Communication Gaps Between Teams
When a surgery schedule shifts, who gets notified — and how quickly?
If the answer is, “It depends,” then the problem is already costing you money.
Surgeons, nurses, anesthesiologists, vendor reps, and equipment techs all rely on accurate, timely updates. But with so many moving parts and no central communication hub, it’s easy for things to fall through the cracks — and even one missed update can cause a cascade of delays.
3. Block Time Woes
Unused block time is a double loss:
You’re not only losing revenue from that time but also missing the opportunity to backfill the OR with another case.
Sometimes block holders cancel without notice. Other times, schedulers struggle to reassign unused time fast enough. Without visibility into who’s available and when, ORs stay empty, even when there’s demand.
4. OR Turnover and Staffing Challenges
Turnover time between cases can feel like a wildcard. One case ends early, the next runs long, and suddenly your staffing plan is out the window.
Schedulers and administrators are constantly juggling:
- Staff availability
- Equipment readiness
- Sterilization timing
- Room prep and recovery
When these elements aren’t synced, delays are inevitable — and expensive.
What Underutilization Really Looks Like
Let’s say your facility runs five ORs and each one experiences 1 hour of underutilized time per day. That’s 25 hours per week, or 1,300 hours per year.
Using the conservative ASC cost of $15/minute, that’s:
- $900 per hour
- $22,500 per week
- Over $1.17 million per year
That’s not a rounding error — it’s a massive revenue leak.
So… What’s the Fix?
There’s no magic wand. But more and more facilities are starting to ask:
What if our scheduling and communication tools were as modern as the surgeries we perform?
Some ASCs and hospitals are exploring surgical scheduling software that offers:
- Centralized, real-time OR schedules
- Automated alerts to surgeons, staff, and vendors
- Tools for block time optimization and case backfilling
- Data dashboards to track utilization, delays, and staffing
These platforms aren’t just about making things easier — they’re about recovering lost revenue and improving patient care.
And perhaps most importantly, they relieve some of the pressure on the people who keep the whole machine running: you, the schedulers and admins.
It’s Time to Rethink “Just Another Delay”
Empty ORs and unused blocks don’t always feel like emergencies in the moment. But over time, they add up — in dollars, in stress, and in missed opportunities.
Whether it’s exploring technology, refining internal processes, or improving communication protocols, one thing is clear: OR underutilization isn’t just a scheduling issue — it’s a strategic one.
