Who you gonna call?
Who are the IT Help Desk, the clinic manager, the clinic administrator?
The form/resource we will use to manage our clinic schedule during downtime
What is the patient appointment book?
During extended system downtime, this is the method by which patient records will be organized/stored
What is storing records in individual file folders within a locked filing cabinet?
The primary method of communication with entities outside of 21 Enterprise Dr. in the event that phones are affected by downtime
What is the red phone or cell phones?
The location of the downtime resource book
What is the MA/Office Supply Closet?
The person I will communicate urgent needs to during downtime.
Who is my leader or manager?
The form that we will use to record patient registrations for visits during downtime
What is the Patient Registration Log?
Ways that we will handle billing during downtime
What are delaying non urgent billing activities until system restoration and reviewing all manual entries for accuracy when reentering charges into the system?
This is how staff will know that system downtime has ended and operations are back online.
What is being notified by IT or the Clinic Manager once systems are operational?
A period of time when any IT and/or communication systems are unavailable or inoperable.
What is downtime?
The person who will notify you if we are in a "downtime"
Who is my leader or manager?
The resource that lists all of our team member's work phone number and cell phone number as well as some frequently used numbers for operations
What is the emergency contact list/phone list?
What is appropriately transcribing and or scanning all downtime information in the appropriate systems?
Ways that we will keep patients informed that we are currently experiencing a downtime
What are posting signage at the front desk and verbally communicating with our patients?
Three tools/Forms you will find in the downtime resource book
What are:
The person you will reach out to in the event that you are unsure of your work schedule because When to Work is down
Who is my manager or leader?
The way that we will document the clinical information associated with patient encounters during downtime
What are paper based clinical documentation forms?
Team member(s) responsible for utilizing the downtime registration log to record patient demographics and appointment details, document appointment cancellations/reschedules and prepare the paper chart
Who are the PSRs/front desk staff?
The team member(s) responsible for communicating urgent issues, patient safety concerns, or operational needs during downtime
Who are ALL STAFF MEMBERS?
The forms/paperwork that should be included in paper chart preparation
What are the paper based authorization form or downtime flowsheet, patient demographics form, MaineGeneral consent, appropriate paper clinical documentation form?
The tools you can use to communicate your needs across MaineGeneral departments during down time
What are internal communication channels if available (email, phone) or cell phones (text/call)?
They way that we will document charges associated with visits during down time
What are the downtime billing flow sheet (injuries) and the Workplace Health auth form.
Team members responsible for tracking all services provided during a visit
The team member collaboration after restoration and recovery to identify issues encountered and opportunities for process improvements and help ensure smoother operations during future downtimes
What is a post-downtime review?
The best way to prepare for an unexpected downtime
What is take the time to locate the downtime procedure resources/downtime book and review the contents: downtime procedure, emergency contact list & phone list, downtime forms/documentation resources?