Downtime Preparation Panel Discussion Presented by Karen Walter MSN, RN Manager Clinical Informatics, CA Region, Providence St. Joseph Health Providence Little Company of Mary Medical Centers Torrance & San Pedro

Speaker Disclaimer Karen Walter Does not have any financial conflicts to disclose Is not promoting any product, though device & software vendors will be mentioned The presentation is not meant to offer medical, legal, accounting, regulatory compliance, or reimbursement advice, and is not intended to establish a standard of care Can change from third person if you prefer

Presentation Objectives Identify at least two strategies for preparing staff and physicians for an electrical health record (EHR) system downtime Identify at least one critical process when a facility is faced with an unplanned EHR downtime Share a sample of specific strategies used during a downtime

Downtime environments Providence uses Epic EMR Three downtime environments Hyperspace Read Only BCA web – local server BCA Computer Battery Printer hardwired

Planned vs Unplanned downtime Difference between planned and unplanned downtime Communication prior to downtime Time of day All procedures remains the same

Downtime Procedures Red Notebooks – unique to departments Contain: Information on downtime environments Step by step procedures by department Immediately During downtime Post downtime Key downtime forms

Downtime Procedures Limit patient movement Hold documentation until system resumes General rule: downtime < 4 hours = documentation back into system Critical orders only Must print MARs

Staff Preparation Strategies Red notebooks = minimal staff preparation needed Tech council Health checks of downtime equipment E-learning for all end users Disaster drills Empowerment of local leaders

Overall strategies during downtime Separate bridge line for technical team and support teams/staff Always same number Hospital leaders “own” downtime Patient safety first Unique downtime decisions

Informatics strategies during downtime Designate an informatics lead Rounding communication mechanism Informatics “Red Notebook” Maps with downtime computers Checklists for informatics Information on downtime environments Critical phone numbers

What Questions Do You Have ?