The theatre scheduling system is the centerpiece of the operating theatre playing a pivotal role in ensuring seamless operation of the theatre while providing the highest quality of surgical services. An efficient system helps facilities utilize the available resources optimally and adapt to changes smoothly. This study assesses the current theatre scheduling system at Vihiga County Referral Hospital. A particular area of focus is its adaptability to various operational challenges such as equipment failures and machine breakdown, staff shortages resulting from sick leaves and study leaves, industrial actions like staff strikes, and external factors such as surgical camps utilizing the theatre. This study employed a mixed-methods research design incorporating quantitative data from theatre staff through structured questionnaires and qualitative data collected through key informant interviews. The target population of the 30 staff members who work in the theatre was sampled. The quantitative data were integrated and analyzed using Microsoft Excel to assess how the existing system responds to disruptions from operational challenges. Findings indicated that the current theatre scheduling system was moderately efficient, as rated by 76% of the respondents. It also identified several key operational challenges as major disruptors of the theatre operation; these challenges were, machine breakdown (52%), industrial action (32%), and staff shortage (16%). Emergency cases were also noted as a key disruptor of the theatre operation, as the facility lacked a dedicated operating room for emergency cases. While 68% of the staff believe the system prioritizes urgent cases effectively, 28% of the respondents reported occasional cancellations and delays due to poor resource allocation and emergency cases. Over-reliance on informal arrangements highlighted the need for standardized protocols. The current theatre scheduling system at Vihiga County Referral Hospital is moderately effective but faces significant operational challenges. Recommendations include investing in equipment maintenance, improving communication channels, developing formal protocols for system adaptation, and setting aside an operating room for emergency cases. These measures could enhance the system’s resilience and efficiency, ultimately improving patient care and staff productivity.
