POC downtime procedure

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We’ve had several network outages recently, and we're looking to update our POC downtime procedure. Would anyone be willing to share their downtime SOP, especially if you use TELCOR QML and EPIC?

My email: khanh.nguyen@bmc.org

Thanks in advance!

5 Replies

Miranda Cotter

Wed Aug 28, 2024 at 11:19AM

We don't have a separate procedure, it's incorporated into another one with mulitple items, but here is our downtime section below. Sorry, spacing is a little wonky doing cut and paste into here. We have paper logs they can use to record results if needed. No one has EVER used them though. They just wait until Epic comes back up.

Downtime

Downtimes may be scheduled or unscheduled downtimes for the HIS, LIS, or a specific instrument.
Downtimes for the HIS or LIS will prevent POC orders and testing results from posting to the EMR. The POC devices will usually be available for use during HIS or LIS downtimes. Orders can be placed when the system is restored. Results will post for the performed date/time when the HIS or LIS is available. During the downtime, refer to the instrument, instrument printouts, or manual result logs.
Specific instrument downtimes may be scheduled by the POC Lab. For unexpected instrument downtimes, contact the POC Lab. In these cases, a loaner instrument may be provided, if available. If a loaner instrument is not available, refer to the individual testing procedures in Policy Tech for back up methods for testing.
Downtime forms are available in Policy Tech for recording patient results. Interfaced instruments will re-transmit results after a downtime, however, the downtime forms can be used to track results during the downtime. Refer to the following in Policy Tech:
STL LABPOC Blood Gas Pediatric Downtime Form
STL LABPOC Blood Gases and ACT Downtime Form
STL LABPOC ED Downtime Result Form
STL LABPOC Glucose Downtime Form
STL LABPOC JFK Interfaced Instruments Downtime Log

Liz Reed

Wed Aug 28, 2024 at 3:30PM

Our downtime is similar to Miranda Cotter's. We have downtime log sheets that have unique downtime barcodes for each patient entry. The nurse attaches a patient sticker to the downtime barcode used, fills out date/time, result, etc. information, and sends the sheet to POC. When the system is functioning again, we change the patient's downtime barcode number to their actual patient number so it can flow into their chart. As Miranda stated, many times they wait for the system to come back up and don't use the log sheets...but if the system is going to be down for a while, that is available.

Danyel Olson

Thu Aug 29, 2024 at 2:36PM

I have basic templates for each type of downtime, much like those above. The details get included in the system wide communications from IT for a planned downtime. For an unplanned downtime that drags on, I would email the leader DLs, hospital nursing supervisor, etc to get the info out there. Sample template below:

This memo is in reference to a Point of Care downtime happening Monday August 19 from 0800 - 1400.

· This will NOT affect normal operating function of the POC meters. You may need to use “Downtime Override” on the glucometers for new admits during this time.

· Results are available visually on all meters – use the printing function where available for the iSTAT.

· WebMRE will be unavailable. You will need to document all results on the attached downtime log and enter results when the downtime is over. After entry is complete, send all logs to the lab for review.

· Results will NOT transfer to Cerner during this time. All POC results will queue until the server is back online. When the interface is back up, all results will cross into Cerner.

Khanh Nguyen

Fri Aug 30, 2024 at 10:45AM

Thank you everyone!

Beverly Muth

Fri Jun 13, 2025 at 6:29AM

Hi all! I'm reviewing our downtime procedures and located this post from last year. I'm interested in knowing if anyone has a plan for handling a potential situation when i.STAT or glucometer results cannot be transmitted from RALS to the EMR due to a prolonged downtime (ADT settings prevent upload due to patient discharge, or other factors, etc.). Would your POC team perform manual entry of each result or scan a copy of the downtime form to the patient chart? Do you have i.STAT printers available in all testing locations as part of your downtime plan? thanks!

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POC downtime procedure