Downtime
Upcoming IT Downtimes
Click each item to expand for more details.
Wednesday, Sept. 9 (5 a.m.) – Sunday, Sept. 13 (3:30 a.m.): Some Epic Personalization Features Unavailable
- Some Epic personalization features will be unavailable, and no changes or enhancements will be made from 5 a.m. Wednesday, Sept. 9 to 3:30 a.m. Sunday, Sept. 13.
- You’ll still be able to work in Epic as usual, but you won’t be able to do the following:
- Apply filters in Chart Review.
- Create, edit and share NoteWriter macros, SmartPhrases and SmartLinks.
- Create and edit In Basket QuickActions.
Wednesday, Sept. 9 (10 a.m. – 2 p.m.): HMW Sickbay Maintenance
- No downtime expected.
- Sickbay devices may experience slowness for up to 30 seconds while the network automatically switches over. This may happen up to four times during the maintenance window.
Thursday, Sept. 10 (11 a.m. – 3 p.m.): Walter Tower Sickbay Maintenance
- No downtime expected.
- Sickbay devices may experience slowness for up to 30 seconds while the network automatically switches over. This may happen up to four times during the maintenance window.
Sunday, Sept. 13 (2-3:30 a.m.): Epic Downtime
- Epic will be unavailable.
- Note: Workstations may continue to reboot for up to one hour after Epic becomes available again.
- During the downtime:
- Access Epic Read-Only.
- Data in Epic Read-Only is current until the downtime begins.
- You can’t document or place orders in Epic Read-Only.
- For more details, review the Planned Downtime Instructions below.
During a downtime:
Use Epic Read-Only to view data. Access Epic Read-Only from your desktop or through epic.houstonmethodist.org. If you don’t see the Epic Read-Only icon, click here for instructions on how to add it to your desktop.
- No orders may process to PACS or the transcription system. Interpretation of studies will be managed per each department’s defined downtime process.
- Data may not flow into Epic from mobile vital signs machines, dialysis machines, bedside monitors, ventilators or anesthesia carts.
- 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.
- Team Activations:
- To locate the on-call provider: Refer to the QGenda Houston Methodist System On-Call page.
- STEMI and ELVO: Follow your local downtime process. Use the QGenda Houston Methodist On-Call page.
- Stroke/Telestroke: Locate the on-call provider and call them directly. Review the Telestroke Downtime Process document for the complete process.
After a 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.
Epic Downtime Resources
Clinical Reference Documents (click to expand)
CRRT Electrolyte Replacement Protocol (V4 09-2023)
Hypoglycemia Algorithm (V2.03172022)
ICU Electrolyte Protocol AGGRESSIVE Magnesium
ICU Electrolyte Protocol NORMAL Magnesium Supplementation
ICUInsulinGoal110-140ALGORITHM1
ICUInsulinGoal110-140ALGORITHM2
ICUInsulinGoal110-140ALGORITHM3
ICUInsulinGoal110-140ALGORITHM4
ICUInsulinGoal110-140ALGORITHM5
ICUInsulinGoal110-140ALGORITHM6
ICUInsulinGoal140-180ALGORITHM1
ICUInsulinGoal140-180ALGORITHM2
ICUInsulinGoal140-180ALGORITHM3
ICUInsulinGoal140-180ALGORITHM4
ICUInsulinGoal140-180ALGORITHM5
ICUInsulinGoal140-180ALGORITHM6
IMUInsulinGoal110-180MEDIUMDOSE
Nurse Driven Indwelling Urethral Catheter Management Protocol (V15 11-03-20)
Patient Record of Bedside Insulin Pump and Blood Glucose (v2023)
Patient Supplied Insulin Pump or CGM Agreement Form
Pressure Injury Prevention Support Surface Decision Guide (V062822)
Tenecteplase for Stroke Dosing Card.pdf
Epic Downtime Manual
Comprehensive role- and service-line based processes and functions required to maintain patient care during a downtime and recovery process.
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.
Access Downtime Order Sets.
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.
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.)
Online Downtime Resources
Epic Read-Only
Available on most Epic-enabled workstations and through epic.houstonmethodist.org. 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 SPG/PCG 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.
