Menu

KPHC Downtime

Downtime Procedures

I. Downtime  (Saturday Sept 18th 2021 from 1 am to 3 am)​

- Code White announced by operator

  • try to place orders and release them prior to down time

- Log out of KPHC    ​​

- No further documentation, nor order entry    

1. Chart reviewing during downtime    

  • Reviewing prior medical info with KPHC Downtime ReadOnly server:
    • Icon on desktop, ​, or
    • Windows --> KPHC Downtime icon, or
    • Windows --> All Programs --> KP Applications --> KPHC Downtime --> KPHC Downtime icon
  • Reviewing studies for current encounter
    • Lab studies: results printed/faxed to ED/floors; CIPS is also an option for those who are familiar with it
    • Radiology studies: open studies using PACS, see next section on PACS

2. Entering orders    

  • Use available paper ordersets, which should be available in ED and on hospital floors; if not, see Paper Ordersets section below
  • Use Admit, Discharge, Transfer ADT orderset to admit, discharge, transfer
  • And paper orders for a la carte orders

3. Documentation    

  • H/P note can be done on Word document, see H/P template in section below
  • Cross covering note can be done on paper, then re-enter to KPHC once back online

II. Recovery    

1. KPHC is back online    

  • Pharmacy will re-enter all medication orders back to KPHC
  • RN/UA will re-enter all non-medication orders
  • Can start with documentation now (HP note, X-cover notes)
  • DO NOT place new orders yet until Code White is cleared; RN staff may not be aware of new orders placed during this period

2. Code White is cleared    

  • Announced by operator, also can check with house-supervisor, IT
  • Can place new orders in KPHC

- if you cannot find a certain paper orderset in ED or on hospital floors, you can click on the available ordersets below to open in PDF file and print a paper copy

- you will not be able to 'jump' to Radiology studies from KPHC while the system is down    

- click here to open PACS    

- for 'Log on to', choose 'Active Directory' option; for 'Location', choose 'Main Location' option    

    

- MRN requires 8 digits so some MRN's may require leading 0

- some additional info from Radiology:

During Downtime 

  • Images and prelim interpretations will be available by accessing GSAA IntelliSpace Back-Up server directly.
  • Fax your order to Radiology, on your ordering form, print your name, and your provider number. DO NOT use a common provider number. Technologists do not have time to call your department to determine who the true ordering clinician was during the recovery process. 
  • If you can’t access images/prelim report during the outage, call PACS support at 510-695-5696. 

Recovery Process 

  • Technologists are to complete the Radiology Radiant recovery workflow before final interpretations will be given/available in Chart review.
  • DO NOT discharge a patient before you ensure that the radiology recovery process is completed in KPHC Radiology system. We expect to finish the recovery process within 1 hour after KPHC is up and running. Please do call Radiology to find out if you can discharge your patient in KPHC system.
    • If a patient is discharged in KPHC before the Radiology recovery process is completed, then your order will not be finalized as an Inpatient order or ED order. If such cases are to occur, Radiology will have to manually register your downtime order as outpatient orders in KPHC, which would be a non-compliance practice, in addition to a delayed report in KPHC. ​

- a downtime H/P template in Word is available; click here to open Downtime H/P Template

- click on the first field to type in your text, then click 'TAB' key on keyboard to move to the next field

- when done, use option 'Save As' to save, put patient's last name as the file name, and save the file to your computer desktop

- please print the H/P on paper as a backup, which can be used as signout to rounders in AM if KPHC is not back online in time

- once KPHC is back online, enter your H/P back into KPHC by opening Word document, copy and paste the content over

- pull in the Allergy, Past Medical History, Past Surgical History, Social History by using the smartphrase .gsaadowntimehp

- to complete your H/P, F2 to go through any fields/smartlinks not completed yet, such as PTA meds, Labs, Document Ambulatory/Chronic Problems

- delete the Word documents on your desktop when done


GSAA | HBS