CLINICAL INFORMATION SYSTEM DOWN-TIME EDUCATION Nursing Department
CPSI Down-Time Scheduled Down-Time: System goes down daily around 01:00 for approximately 15-20 minutes to perform CPSI daily maintenance procedures (part of the back-up process) System needs to periodically be taken down for planned software updates and/or hardware maintenance. Unscheduled Down-Time: System malfunctions and becomes non-operational on a unplanned basis Could be result of equipment failure or a catastrophic event (disaster)
Scheduled Down-Time If the system is expected to be down for more than 30-60 minutes: Print an updated Patient Summary or Census Report whichever you use for shift report. Use this to record any new orders received during down-time. All physician orders need entered into the system once the system is back-up. Any ancillary orders that were ordered on a Universal Requisition and completed during the system down-time, will be entered into the system once it is back up by the ancillary department. Print an updated scheduled medication report to use for giving and documenting ordered medications. Print end-of shift progress notes, which you can use to finish your shift documentation on if necessary. If the system is down for only 2-3 hours, try to enter the data into the computer once it comes back up. If down for longer, paper forms may be used; follow the direction of your manager or nursing supervisor.
Unscheduled Down-Time If the system fails unexpectedly, contact your manager or nursing supervisor immediately. The manager or supervisor will notify the IT Department or IT staff member on call after hours. The supervisor will print the Patient Progress Notes, the MAR, and the CPOE MD Orders from the Back-Up Computer located in the Nursing Office Use the MAR to record your medications on and the Patient Progress Notes to complete your documentation. If computer down 1-2 hours, try to document everything in the computer when it comes back up. If down longer than 2-3 hours, you can begin to use paper forms at the direction of your manager or nursing supervisor.
Back-Up Paper Forms There are back-up paper forms available on all units: Ambulatory Care In a Down-Time Notebook Emergency Department In a Down-Time Notebook on the shelf above the ward clerk station Med-Surg & SCU In a Down-Time Notebook located on Med-Surg South (in cupboard directly to the right when entering nurse s station) Nursery In folder in the file cabinet by nurse s desk OB In folder in the file cabinet at nurse s station OR Available in each OR room PACU In file on the back wall in PACU All down-time forms are also available electronically on the hospital intranet Forms on the side menu Computer Down-Time
Communication During Down-Time The IT department will communicate any information regarding down-time via e-mail. Please consistently use and monitor e-mails during any down-time, scheduled or unscheduled, so that you keep updated and aware of issues as they arise. Please do not personally call IT during down-time as they are usually very busy focusing on getting the system up and running again as soon as possible. If you need to get a message to IT during down-time, please let your supervisor or manager know so that the communication can go through them.
Procedures For more information, please review the following procedures on the hospital intranet addressing Computer Down-Time: Nursing Section Computer Down-Time, Computerized Provider Order Entry (CPOE) and Computer Back-Up Point of Care Information Technology Section Clinical Information Systems Down-Time If you have any questions or concerns, please contact Lois Uhl --- Call extension 1296 or email her at loisu@pomerenehospital.org