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    Draft Downtime Policy FDIH

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    Budi Yunanto
    This document outlines a contingency plan for outpatient clinics in the event of an electronic health record (EHR) system downtime. It defines downtime as being less than 30 minutes or greater than 2 hours. For downtimes over 2 hours, clinics will revert to paper documentation and standard procedures from before EHR implementation. The plan details notification procedures, how visits and orders will be handled, and how to transition back to the EHR once restored. It aims to minimize disruption to clinic operations when computerized records are unavailable.

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    © All Rights Reserved
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    Draft Downtime Policy FDIH

    Uploaded by

    Budi Yunanto
    209 views3 pages
    This document outlines a contingency plan for outpatient clinics in the event of an electronic health record (EHR) system downtime. It defines downtime as being less than 30 minutes or greater than 2 hours. For downtimes over 2 hours, clinics will revert to paper documentation and standard procedures from before EHR implementation. The plan details notification procedures, how visits and orders will be handled, and how to transition back to the EHR once restored. It aims to minimize disruption to clinic operations when computerized records are unavailable.

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    bcp

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    This document outlines a contingency plan for outpatient clinics in the event of an electronic health record (EHR) system downtime. It defines downtime as being less than 30 minutes or greater than 2 hours. For downtimes over 2 hours, clinics will revert to paper documentation and standard procedures from before EHR implementation. The plan details notification procedures, how visits and orders will be handled, and how to transition back to the EHR once restored. It aims to minimize disruption to clinic operations when computerized records are unavailable.

    Copyright:

    © All Rights Reserved
    Download as DOC, PDF, TXT or read online from Scribd
    Download as doc, pdf, or txt
    209 views3 pages

    Draft Downtime Policy FDIH

    Uploaded by

    Budi Yunanto
    This document outlines a contingency plan for outpatient clinics in the event of an electronic health record (EHR) system downtime. It defines downtime as being less than 30 minutes or greater than 2 hours. For downtimes over 2 hours, clinics will revert to paper documentation and standard procedures from before EHR implementation. The plan details notification procedures, how visits and orders will be handled, and how to transition back to the EHR once restored. It aims to minimize disruption to clinic operations when computerized records are unavailable.

    Copyright:

    © All Rights Reserved
    Download as DOC, PDF, TXT or read online from Scribd
    Download as doc, pdf, or txt
    of 3

    Procedure

    Outpatient Clinics EHR Downtime


    Contingency Plan

    Prepared by

    Date Adopted

    Procedure #

    Supersedes Procedure #

    Charles Schmitt

    Distributed To:

    Discontinued by

    # of Copies

    Distributed To:

    Date Discontinued

    # of Copies

    Anniversary Date to Discard

    PURPOSE:
    To establish policies and procedures that provide for the continued care
    of patients in the outpatient departments in the even of a nonfunctioning electronic health record (EHR) during regular clinic hours.
    POLICY:
    Contingency plans will be established to minimize any adverse effects
    on the operations of Ambulatory Care Clinics (ACC) during the time of
    non-availability of computerized information EHR Downtime.
    DEFINITION OF TERMS:
    Revised 8/3/04 ab
    Page 1 of 3

    Host computer downtime has two major classifications:


    1. Computer system down less than 1/2 hour: the ACC will
    continue normal operations since short periods of downtime
    have minimal effect on overall patient flow and will present
    less of a challenge than a radical change in operating
    procedure. The hospital IRM department will avoid
    downtime during clinic hours if at all possible. Also IRM will
    have to inform providers ASAP if downtime is expected to
    run more than a half-hour if possible.
    2. Computer system down greater than 2 hours: the backup
    plan will be used.
    BACK UP PLAN:
    1. IRM will communicate with Director of Ambulatory Care, CAC and
    lead clinical nurses about downtime.
    2. Scheduled EHR downtime will be planned at least 3 days in
    advance (if at all possible). The site manager will advise each
    department head of the length of the projected downtime.
    3. Unscheduled downtime may occur during hardware or software
    failure and may be partial or complete. With an host computer
    system failure, the following notifications will occur:
    a) During clinic hours, the Director of Ambulatory Care, CAC and
    lead clinical nurses will notify each clinic and provide a
    projection of downtime and advice regarding the implementation
    of department contingency plans.
    PROCEDURES:
    A.

    Downtime extending 2 hours:


    Revised 8/3/04 ab
    Page 2 of 3

    1. Essentially clinic operations will return to what was the


    standard operating procedure before EHR implementation
    where possible.
    2. Registration would be done on paper for later logging into
    system (see their back-up plan reference policy #
    ).
    3. If available, the PCC+ system will be used to generate
    encounter forms. If not available- then the standard IHS-803
    quadruplicate form will be used.
    4. Radiologic tests will be ordered on the paper triplicate
    Radiologic Consultation Request/Report form.
    5. Labs will be ordered on the paper lab request forms. Lab
    results will be called, or delivered to clinics.
    6. Medication orders will be written out on the PCC or CML.
    B.

    Restoration of Computer System:


    1. After the host computer system is restored, new visits will be
    done on EHR. Visits in progress could be switched over to
    EHR visits per provider.

    C.

    Entering of work performed during downtime into EHR:


    1. Pharmacy will be responsible for entering medications given,
    and allergies noted into the EHR.
    2. Clinicians will have the option of opening visits and writing a
    quick note.

    Revised 8/3/04 ab
    Page 3 of 3

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