Downtime Procedures

There will be periods when the Health Care Information Systems will be unavailable due to scheduled maintenance or emergency  maintenance. Whether scheduled or emergency, the NMC Information Technology group will send notification. The notification will include the expected time, duration and the MediTech module(s) and/or  ancillary systems affected. The notification will also include any procedures to be followed that differ from the normal downtime procedures.

Virtual GREEN Downtime Binder

  • An email will be sent to all NMC employees for notification of the downtime prior to scheduled outages.
  • A code 800 will be called 30 minutes prior to the scheduled downtime.
  • Staff should refer to their …
    • GREEN Downtime Binder located in every Department (and in the HAN’s office)
    • Follow your DOWNTIME procedures.
  • ALL Downtime FORMS can be viewed/printed from the Virtual GREEN Downtime Binder website.
  •  A code 800 will be called. 
  • STOP entering data in the affected system.
  • Staff should refer to their ...
    • GREEN Downtime Binder located in every Department (and in the HAN’s office)
    • Follow your DOWNTIME procedures.
  • ALL Downtime FORMS can be viewed/printed from the Virtual GREEN Downtime Binder website.
Forms/Flowsheets
  • PRINT paper patient care forms/flowsheets found on the Virtual GREEN Downtime Binder website.
  • Follow your DOWNTIME procedures.
  • ALL Downtime FORMS can be viewed/printed from the Virtual GREEN Downtime Binder website.
Orders

Orders will be written on printed orders forms from ProVation.  Access the ProVation web print icon to obtain these or the Provation link on the Virtual GREEN Downtime Binder website.

 

Laboratory

Non-urgent orders will be sent with the specimens, if appropriate, through the tube system.  STAT orders will be telephoned, and the specimen hand delivered, if appropriate, to the lab.

Radiology

Non-urgent orders will be sent with the specimens, if appropriate, through the tube system.  STAT orders will be telephoned, and the specimen hand delivered, if appropriate, to the lab.

Pharmacy

Orders will be scanned to pharmacy. 

  • If the scanner is down, a copy of the orders will be sent through the tube system. 
  • If the tube system is down, orders will be sent by runner.
Dietary

Orders will be communicated by telephone  and/or fax and documented on the dietary requisition form.  You can PRINT these from the Virtual GREEN Downtime Binder website.

Cardiopulmonary

Orders will be communicated by telephone.

Recovery Notification
  • Natividad’s IT will generate a code 800 notifying staff that the system is available.
  • The HAN will then initiate and manage the downtime recovery efforts.
Recovery Documentation
  • Paper forms will be filed in patient chart.
  • Nursing will add/update necessary Interventions & Text bubbles, as applicable.
  • Nursing will update Past Medical History with vaccine screening information if not completed prior to downtime.
  • Nursing will acknowledge orders, document I&O’s, vital signs, and weight.
  • Nursing will document Stroke Teaching Record and VTE Coumadin Teaching Record, as applicable.
Your Virtual GREEN Downtime Binder