Escolar Documentos
Profissional Documentos
Cultura Documentos
April 2005
March 2005
N/A
Purpose
This Contingency Plan is to establish procedures to ensure that the mission of the
Whiteriver Service Unit can be accomplished in the event of a disruption in services
provided by the Information Technology (IT) department. The plan will provide a
process to reduce the effects of adverse events and provide alternate methods for
delivering critical interim support for EHR/RPMS, notify staff when such an event
occurs, and provide for an expedient recovery process.
II.
Policy
1. All WRSU staff using the EHR/RPMS System must be notified when any type
of disruption is occurring or is planned. Disruption of the EHR can have
critical effect on patient care. The type of disruption and the anticipated time
of recovery should be communicated so Department Managers can plan on
necessary actions to take during the disruption. The IRM Staff is responsible
for notifying staff at both the Whiteriver Hospital and Cibecue Health Center
when serious/major disruptions are occurring.
2. A planned system shutdown to repair/maintain the system should be done
only when the outpatient clinic is closed. For planned system shutdowns, staff
at both facilities should be given at least 24 hours notice so that appropriate
planning may be accomplished in the clinic.
If a system shutdown cannot wait until when the clinic is closed, IRM staff
should attempt to wait until either lunchtime, after 1800 or Friday mornings
when use of the EHR/RPMS is minimal. Staff at both facilities should be
given as much advanced notice as possible to allow for proper planning.
3. For all unplanned network disruptions, staff at both facilities should be notified
as quickly as possible so that the proper level of the EHR/RPMS Contingency
plan may be initiated. This notification is very important for efficient, quality
patient care to continue at the health centers involved.
4. All possible efforts must be made so that downtime is kept to a minimum.
5. All staff involved in getting the system up and going again must be available
on a 24-hour basis to assure that recovery happens as quickly as possible.
.
III.
Procedure
A. Notification of Disruption in Service
1. When users encounter problems with the computer systems, please notify
IRM by the following:
a.
Clinic Open- Notify IRM personnel via their pagers:
Russell Barker # 367-7818
Richard Cosen # 367-7817
Murray Leslie # 367-7968
Keri Gorman # 367-7817
If no response within 5 minutes, conduct an overhead page for IRM.
b.
After Hours/weekends- Notify IRM personnel per the After Hours IRM
Support Procedure Policy
time of the shutdown, and the estimated downtime. This announcement must
occur 3 times so that all persons in various areas of the building(s) have a
chance to hear, i.e. Exam rooms. For Cibecue, the Health Center Director will
be notified and in their absence the Cibecue nursing supervisor should be
notified. In addition, IRM will utilize the EHR Broadcast Feature to notify all
users when there is advanced warning for a complete system shutdown.
This level of disruption will entail an implementation of the General Clinic
Operational Procedure part of this plan.
6. The IRM staff will keep staff informed of progress/anticipated length of
downtime.
b.
Provider will write a brief note in EHR for that visit, noting
that a paper note exists, the note Title to be used
will be Paper Note
PCCs will remain in chart and HIM will sort pink copies to
be given to data entry staff
Data entry staff will code all pertinent data into RPMS PCC
package
9. Laboratory
a. Lab orders must be placed on the appropriate lab requisition form
b. In-house test - Pink requisition (Appendix A)
c. Send-outs - Blue requisition (Appendix B)
d. Addressograph or hand-write patient information on the form
e. Patient will carry requisition to laboratory check-in area
i. If obtaining specimen in clinic, stamp labels with the patient
addressograph noting date, time, initials of personnel ordering
and obtaining specimen and apply to the appropriate lab
tube/container
f. Results:
i. Results will be picked-up by the respective OPD clerks on a
regular basis
ii. Critical values will be handled per the Critical Value Policy
g. Post-Recovery Data Entry:
i. Orders & results will be entered into the RPMS Lab package
by Lab Staff
10. Radiology
a. Diagnostic imaging orders will be placed on the Diagnostic Imagining
Request form.
b. Addressograph or hand-write patient information on the form.
c. Patient will carry requisition to DMIS check-in area.
d. Results:
i. DMIS will generate hard copied exams for physician viewing in
clinic
ii. Patients will return to clinic with hard copies once complete
iii. In the event of the inability to print hard-copies, results will only
be available in DMIS
iv. In the event of complete failure, DMIS will produce exam
results via the chemical method, which will include hard copies
e.
Post-Recovery Data Entry:
i. If chemical processing utilized, digitize all films for entry into
Synapse
ii. Ensure all exams available in Synpase
iii. All Orders will be entered into RPMS by DMIS staff
11. Immunizations
a.
All immunizations will be deferred.
b.
Patients will be instructed to return to clinic at a later date.
c.
12. When the system comes back up, the IRM staff is responsible for notifying
staff at both health centers that the system is back up and running, ready for
use. This will be done via overhead announcement at least 3 times so that all
users have the opportunity to hear.
It is crucial that all services using the EHR are notified so that they may get
back on the system to provide quality patient care.
a.
Responsibilities
d.
___________________________________________
Director of Professional Services
Date
___________________________________________
Supv. Computer Specialist
Date
___________________________________________
Clinical Application Coordinator
Date