Transcript OH NO THERE`S A DOWNTIME!

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First of all let’s make sure everyone really
understands how things work when everything is
working normally.
Doctor’s orders are entered via P.O.M. system.
An Order Session Print generates.
Requisitions print to departments as ordered and
lab labels print.
Medication orders cross over to pharmacy, they
review and validate them and they cross over to
the M.A.K . system.
Now let’s look at each system having a downtime
to when they are all down and what you, the Unit
Secretary, need to do.
POM IS
DOWN
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Doctor’s orders are handwritten on
“Downtime Doctor’s Orders "forms.
You will need to have the forms
available at your desk.
Orders cannot be entered.
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You will need a “Downtime Orders
Tracker”form. This is important to
have for a smooth downtime
recovery. You will also need
“Downtime Dept Requisitions” and
“Downtime Lab Requisitions”
All downtime forms are available to
print on the “Patient Services”
website. You should also have a stock
in your Downtime folder in the A-Z
file.
POM IS DOWN
What do I do with
the doctor’s orders?
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As the doctor’s orders are written you will fax order
forms to pharmacy that include medication orders.
Write “FAXED” on the order sheet. Pharmacy will
enter the orders into the Pharmacy system and they
will cross over to MAK. Therefore, the R.N. can still
continue to administer medications.
Send now or stat labs to the lab with a “Lab Downtime
Requisition” and a stamped 1x3 sticky label on the
specimen.
Order stat and now Radiology and other department
tests by faxing the “Downtime Dept. Requisition”.
Write “DT” under the “Action Taken” in the
Downtime column to the right of the order and initial
the “By Whom” column. Place the “Downtime Doctor’s
Orders” form in the patient’s kardex/profile in the
“Orders”section.
Write the patient’s name on the “Downtime Orders
Tracker” form.
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POM IS UP
What do I do now?
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Using the “Downtime Orders Tracker”
form, locate the “Downtime Orders”
form(s) for each patient on the tracker.
Enter all orders into the computer by using
“(32) Enter POM Orders" with the
exception of
 medication and IV orders
 any labs that were performed during
the downtime. Those will be entered by
the laboratory department.
 any radiology or other department tests
that were performed during the
downtime. They will be entered by the
department. If a test has not been
performed yet, then you will need to
order the test in POM even if you had
faxed down a “Downtime Dept.
Requisition” form.
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POM IS UP (CON’T)
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“T” each line in the “Action
Taken” column under
“Computer Entry " as you
enter the orders.
Initial each line in the “By
Whom” column as you
transcribe.
When you have completed
the orders, each line should
have either “DT” and initials
in the “Downtime” column
or “T” and initials in the
“Computer Entry” column.
MAK AND
PHARMACY ARE
DOWN
Orders can still be entered
in POM but what about
medication orders?
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Print the “Downtime MARs”
You can still print
“Downtime MARs “even
after MAK has gone down.
You will need to handtranscribe to the “Downtime
MARs” any medications
ordered during the
downtime.
The R.N. will document
medications given during the
downtime on the Downtime
MARs.
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MAK AND
PHARMACY ARE UP
What do I need to do
now?
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Pharmacy orders will cross
over to MAK.
The R.N. will need to do a
med recovery which includes
documenting in MAK any
medications administered
during the downtime.
The “Downtime MARs” need
to be filed in the patient’s
record at the end of the “Dr’s
Orders-Section 2”.
POM, MAK, AND
PHARMACY ARE
DOWN
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Follow the downtime plan
for each of the systems.
Don’t forget, you may not be
the person doing the
recovery process when the
system comes back up.
Therefore you want to be
sure you follow all the
guidelines for addressing the
downtime. This will make the
recovery process a success as
opposed to creating a
disaster!
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ADT FUNCTIONS
ARE DOWN
You are not able to perform
any transfer and discharge
functions.
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Transfer, discharge, admission
status downtime forms are
available on the Patient Services
Website.
Complete the appropriate
downtime form for the ADT
function and fax to the number
on the form.
Keep up the Patient Flow
Worksheet accurately with
times of arrival, discharge, etc.
You may need this information
when the downtime is over.
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SOME TIPS
Always be prepared!
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If a downtime is planned you will
have advanced notice so that you can
be sure you have all the forms you
need.
An unplanned downtime can happen
at any time. Of course, chances are it
will be one of those “anything that
could go wrong will” days!
Be prepared. Keep your “A-Z” file
stocked with a good supply of all the
downtime forms. They are all
available to print on the “Patient
Services” website.
Also remember, if for any reason all
computer systems go down, including
the internet/intranet, you will not be
able to get to the website to print the
forms.
Detailed information regarding the
different types of downtimes can be
found on the Patient Services Website.