1. 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

2. 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

3. 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

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

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

6. 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

7. 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

8. 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

9. 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

10. 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

11. What Questions Do You Have?