Title: Downtime of Hospital Information System – Soarian Page 1 of 2
Effective Date: May10
/ Effective Date: May10
Title: Downtime ofHospital Information System - Soarian
Applies to: All SPH Department: Patient Specific Population:

TABLE OF CONTENTS

PURPOSE...... 1

DEFINITIONS...... 1

PROCEDURE

Downtime Process...... 1-2

RecoveryProcess...... 2

LINKS

Medication Administration Check (MAK) Downtime Plan

Key Reviewers...... 2

Key Words...... 2

Top of Form

PURPOSE

To define the process for management of all patient information during periods of scheduled and unscheduled downtime of St. Peter’s Hospital’s information system - Soarian to ensure continuous patient care delivery.

DEFINITIONS

Downtime is defined as a scheduled (planned) or unscheduled (unplanned) non-functioning information system to the extent that the ability to place orders/charges, receive results, and/or document patient assessments/care is not possible for a period of time.

PROCEDURE

Downtime Process:

Downtime Scheduled / Downtime Unscheduled
Thirty minutes before scheduled downtime:
  • print unit census from Soarian
  • Print extra sheet of labels for each patient from Soarian (downtime less than 4 hours one sheet, greater than 4 hours two sheets)
For all patients currently on your unit print:
  • St. Peter’s Hospital (backload) Admission Data/Patient Factor Sheet
  • 24 Hour Downtime Assessment Flow Sheet: for all units currently documenting shift assessments in Soarian (VS, I&O, pain, vascular access).
For all new admissions, in addition to above forms, print and have available:
  • Emergency/Direct Admission Record Downtime Nursing
  • Medication Reconciliation Form
  • Medication Administration Record (MAR)
  • Complete Patient Factor Sheet on new admissions and fax to pharmacy
Refer to downtime manual procedures for manual order requisition. / Create manual list of all patients on your unit by transcribing onto your units bedboard/log
For all patients currently on your unit print:
  • St. Peter’s Hospital (backload) Admission Data/Patient Factor Sheet
  • 24 Hour Downtime Assessment Flow Sheet: for all units currently documenting shift assessments in Soarian (VS, I&O, pain, vascular access).

For all new admissions, in addition to above forms, print and have available:
  • Emergency/Direct Admission Record Downtime Nursing
  • Medication Reconciliation Form
  • Medication Administration Record (MAR)
  • Complete Patient Factor Sheet on new admissions and fax to pharmacy
Refer to downtime manual procedures for manual order requisition.

RECOVERY PROCESS

Downtime less than 4 hours / Downtime greater than 4 hours
Backload all nursing assessments into Soarian:
  • Admission Assessment for all patients admitted during downtime
  • Allergies for all new patients, and any new allergies on existing patients
  • Last set of Vital Signs
  • Intake and output totals from downtime
  • All other assessments from Soarian filtered list as required.
Backload orders:
  • All future orders that have not been completed
  • Diet orders
  • Consults
  • Nursing orders
Handoff communication is KEY during downtime! / Backload the following nursing assessments into Soarian:
  • Allergies for all new patients, and any new allergies on existing patients
  • Patient Factors off filtered list
  • Last set of Vital Signs
  • Intake and output totals from downtime
  • Infection control if necessary
  • Vaccines
  • Vascular access device assessment
  • RN Chart check
  • Complete downtime occurrence assessment in Soarian
Document downtime occurrence in Soarian (on filtered list)
Backload orders:
  • All future orders that have not been completed
  • Diet orders
  • Consults
  • Nursing orders
Handoff communication is KEY during downtime.
Key Sponsor: Mary Beth Schadow, RN, Clinical Information Specialist
Key Reviewers: Dorothy Urschel, Director; Sue Hammond, Clinical Information Specialist; Kelly Remancus, System & Project Specialist; Susan Kopp, Clinical Information Specialist; Kathy Gallichio, CNS; MaryAnn Gendron, RN; Missy Belotti, Clinical Information Specialist / Original Date: May10
Effective Date: May10
Key Words: soarian downtime, downtime, soarian