Downtime

Upcoming IT Downtimes

Click each item to expand for more details.

Saturday, Dec. 28 (10-11 p.m.): LMS

LMS will be unavailable due to maintenance.

Tuesday, Jan. 7 (9 p.m.) to Wednesday, Jan. 8 (2 a.m.): Provation MD

Leave endo and GIQUiC workstations on overnight, so the upgrade can occur.

Forms for Downtime

Review and download these resources. Click to expand the list of available forms.
Blood
Endoscopy
No forms at this time.
Lab
Patient Access Services

Immunization Registry (ImmTrac2) Information and Consent Forms:

HMB

HMCCH

HMCL

HMH

HMSL

HMTW

HMW

HMWB

Patient Education
To select patient education tools during a downtime.

Psychiatric Behavior Health
Privacy

PT / OT/ Speech
No forms at this time.
Respiratory
No forms at this time.
Sports Medicine
No forms at this time.
Wound Care
No forms at this time.

Epic Downtime Resources

Epic Downtime Manual

Comprehensive role- and service-line based processes and functions required to maintain patient care during a downtime and recovery process.

Learn more.

Downtime Order Sets

Printable versions of order sets available in Epic. Intended as a guide during downtime when handwriten orders on blank order forms are needed.

Learn more.

During the downtime:

Use Epic Read-Only to view data. Access Epic Read-Only from your desktop or through access.houstonmethodist.org. If you don’t see the Epic Read-Only icon, click here for instructions on how to add it to your desktop.

Document the following on paper (click each button to expand):

Lab
Use downtime requisitions.
Pharmacy
Use paper orders.
Radiology and Cardiology
  • No orders will process to PACS or the transcription system.
  • Use paper requisitions and log procedures performed on the downtime documentation form.
  • Interpretation of studies will be managed per each department’s defined downtime process.
Medical Devices
Data will not flow into Epic from mobile vital signs machines, dialysis machines, bedside monitors, ventilators and anesthesia carts.
VICU
  • Epic Read-Only will not receive Caregility alerts and camera links will not be available. Use the Caregility portal.
  • Sickbay risk scores that include lab data will be impacted and the New Admission Queue will not be available.
  • MultiMon will continue to display bedside monitor and vent data, but new admits will not display the patient name.
HMW CTM
Sickbay will not display names of new patients until after the downtime.

Epic Downtime Quick Reference Checklist

A condensed snapshot of the most essential information you need to know in the event of scheduled or unscheduled Epic downtime.

Learn more.

Epic Downtime CSN Numbers

Pre-designated CSN number ranges, that flag if a patient was admitted/arrived during a downtime, are assigned by your facility’s Downtime CSN site administrator.

Contact your administator for more information.

After the downtime:

Radiology and Cardiology:

  • Enter orders in Epic based on the downtime paper requisitions/downtime log.
  • Process orders using standard workflows and prepare them for interpretation.
  • Downtime studies will be read using the defined interpretation method for each department.

Medical Devices:

  • Manually enter all vital sign data captured during the downtime when Epic is back up.
  • Any new vital sign data collected after the downtime will automatically integrate with Epic.

   Online Downtime Resources

Epic Read-Only

Available on most Epic-enabled workstations and through the Apps Portal. This is a view-only system, so new documentation or orders can’t be added. Data is up to date as of the time when Epic went down. You’ll have limited access to patient data, but can still view active orders and the MAR, print patient labels and arm bands.

BCA Web

Access essential downtime reports from any workstation when you have internet access but Epic and Epic Read-Only are not available. View and print a current census or limited clinical summaries with data for each patient, including active orders, recent results and vitals. Also provides a printable downtime MAR for each patient and a respiratory patient summary.

Reports are automatically updated every 30 minutes for ICU patients and every two hours for non-ICU patients. Department Appointment Reports (including patient schedules for the next four weeks) for outpatient and PCG/SPG clinics are updated daily.

BCA Printing / Downtime Computer

Similar reporting functionality as BCA Web, but available from your unit’s designated downtime computer when internet access is not available. Your unit’s device will also have access to reports for sister units above and below you, in the event their system has issues. Because the computer is hardwired to a designated printer, you can mass print all reports for your unit and distribute patient data to the appropriate clinicians or staff.

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