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    Downtime Procedures For NextGen

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    manntar
    This document outlines a policy and procedure for Physicians Group of Utah for documenting patient care if their electronic health record system, NextGen, experiences an outage lasting more than 10 minutes. The policy details processes for notifying staff of planned and unplanned outages, guidelines for documentation using paper forms during an outage, and procedures for entering documentation into NextGen once the system is available again. It also addresses steps to take if the separate patient scheduling system, Plus, experiences an outage independently or along with NextGen. The goal is to ensure proper documentation is maintained for patient services if the EHR is nonfunctional for more than brief period.

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    Attribution Non-Commercial (BY-NC)
    Download as PDF, TXT or read online from Scribd

    Downtime Procedures For NextGen

    Uploaded by

    manntar
    800 views6 pages
    This document outlines a policy and procedure for Physicians Group of Utah for documenting patient care if their electronic health record system, NextGen, experiences an outage lasting more than 10 minutes. The policy details processes for notifying staff of planned and unplanned outages, guidelines for documentation using paper forms during an outage, and procedures for entering documentation into NextGen once the system is available again. It also addresses steps to take if the separate patient scheduling system, Plus, experiences an outage independently or along with NextGen. The goal is to ensure proper documentation is maintained for patient services if the EHR is nonfunctional for more than brief period.

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    Downtime Procedures for NextGen

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    This document outlines a policy and procedure for Physicians Group of Utah for documenting patient care if their electronic health record system, NextGen, experiences an outage lasting more than 10 minutes. The policy details processes for notifying staff of planned and unplanned outages, guidelines for documentation using paper forms during an outage, and procedures for entering documentation into NextGen once the system is available again. It also addresses steps to take if the separate patient scheduling system, Plus, experiences an outage independently or along with NextGen. The goal is to ensure proper documentation is maintained for patient services if the EHR is nonfunctional for more than brief period.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    800 views6 pages

    Downtime Procedures For NextGen

    Uploaded by

    manntar
    This document outlines a policy and procedure for Physicians Group of Utah for documenting patient care if their electronic health record system, NextGen, experiences an outage lasting more than 10 minutes. The policy details processes for notifying staff of planned and unplanned outages, guidelines for documentation using paper forms during an outage, and procedures for entering documentation into NextGen once the system is available again. It also addresses steps to take if the separate patient scheduling system, Plus, experiences an outage independently or along with NextGen. The goal is to ensure proper documentation is maintained for patient services if the EHR is nonfunctional for more than brief period.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
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    The key takeaways from the document are the policies and procedures for documenting patient visits if the electronic health record system (NextGen) goes down, including using downtime forms and later entering the information into NextGen.

    The purpose of the downtime procedure policy is to outline the documentation guidelines and process for entering patient information into the electronic health record once it is available if the NextGen system is down for more than 10 minutes.

    If NextGen is down but Plus is working, the provider should complete a downtime documentation form for each patient visit and the support staff will later enter the information from the form into the patient's electronic record in NextGen.

    Physicians Group of Utah ORIGINAL DATE: August 2, 2010 PAGE 1 NO.

    SOUTH JORDAN, UTAH REVISED:

    POLICY AND PROCEDURE

    SUBJECT: NextGen Downtime Procedure

    PURPOSE: To ensure that proper documentation is maintained for patient services provided if the
    NextGen system is not functional for more than 10 minutes. This policy will outline, not only the
    documentation guidelines, but the process for entering the information into the Electronic Health Record
    (EHR) once they system is available.

    POLICY: This policy is to be reviewed and followed in the event that the EHR system is unavailable
    during office hours and the provider needs access to patient information.

    PROCEDURE:

    Notification

    1. Log a help ticket for I.S.


    2. I.S. to send email to Super Users and managers when downtime is identified as planned or
    unplanned. An email regarding planned downtime should be sent as far in advance as possible,
    with a reminder email 12-24 hours ahead of time.
    3. Once I.S. fixes the problem or the planned downtime is complete, a follow-up email is sent to the
    above to notify them that the system is available.
    4. Managers and/or Super Users are responsible to notify staff and providers at their location of any
    downtime notifications.

    NextGen Down and Plus Working

    1. If they NextGen system is down, the staff supporting the provider will supply the provider with
    the downtime documentation form for the visit that has been prepared upon rooming the patient
    (Attachment A).
    2. If NextGen is not available, the provider may still access any hospital records and reports
    through the physician portal.
    3. The provider should complete the documentation form and give it back to the support staff.
    4. The support staff is responsible for retaining the form until such time that the system is available
    and then entering the information regarding the Intake from the documentation into the patient
    electronic record.
    5. The support staff returns the documentation to the physician for any visit that was performed by
    the provider during downtime so that the physician may enter in the detail for the visit.
    6. Once the provider has completed documenting the visit, the forms are given back to the support
    staff and retained for 30 days before shredding.
    7. If the physician is unable to access medical information needed to provide care, the patient
    should be asked to reschedule the appointment. The providers are asked to make schedule
    adjustments when necessary to accommodate the patient.
    8. The schedule may be viewed and changed through Plus, as well as arriving any patient that has a
    visit.

    NextGen Working and Plus Down

    NextGen relies on information to be sent from Plus to create the visit encounters and to facilitate the
    charge entry process. If Plus is down, the NextGen downtime process, as outlined above, should be
    followed.

    Note: When Plus is down, it is still possible to access patient information through NextGen. It is
    possible to enter information into the patient record; however, there will be problems with
    charges upon creating a new visit encounter through NextGen. NextGen may still be used for
    prescriptions, tasks and other functions not related to schedule visits. For patients with a visit,
    downtime process should be followed.

    NextGen Down and Plus Down

    If both systems are down, the provider should follow downtime guidelines as described above and the
    patients will be arrived and documentation entered when the systems are working.

    Medical Information from the hospital may still be reviewed through the Physician Portal

    If the provider is unable to provide services because more patient information is needed, the patient
    should be rescheduled. The providers are asked to make schedule adjustments when necessary to
    accommodate the patient.

    REVIEWED:

    APPROVED:
    DOWNTIME DOCUMENTATION FORM
    Patient Name Last, First MI Date of birth mm/dd/yyyy Medical Record #

    Date of Service Provider Name New Patient 


    Established Patient 
    Blood Pressure Heart Rate Pulse Ox Pain Score Weight Height BMI
    ______/______ _____Lbs_____Oz_____KL _____Ft_____In_____cm
    Medications: Allergies: Chronic Problems:

    Reason and History of Presenting Illness for Current Visit:

    Review of Systems:

    Physical Exam:

    Assessment (Diagnosis):

    Plan:

    Needed Lab: Needed X-Rays or Procedures:

    Complexity: PE Calculation: Total Visit Time: Interpreter Used:


    Straight Forward Multi system _____hr _____min Language:____________________________
    Face-to-Face Counseling Time:
    Low Complexity Single system ______hr______min Interpreter Name:______________________
    Moderate Complexity Counseling Details:
    High Complexity Relationship to Patient:_________________

    Other Referral:

    STAFF USE ONLY: Intake information entered into NextGen Date:__________ Initials_______
    Provider information entered into NextGen Date:__________ Initials_______
    OTHER NOTES: _________________________________________________________________________

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