IS Continuity of Operations Plan

Epic Downtime BCA Instructions

This document provides guidance on the procedures to follow during periods of system downtime, outlining how to maintain business continuity, ensuring critical tasks are completed using alternative processes, communicating effectively with stakeholders, and properly documenting activities until normal operations are restored.

How do I know of a downtime event?

Which tool do I use (BCA PC, BCA Web, SRO) during a downtime event?

How do I access?

Which reports do I print?

Which reports do I print? Should I use paper forms?

• When planned downtimes are scheduled to occur, you will be notified by a variety of communication methods, such as email and Epic banner messages (notification text box used to communicate important system messages when you login to Epic).
• Prior to a scheduled downtime, users will be notified by a member of the Epic department via email of the date and times the Epic outage will occur.
• When unplanned/scheduled downtimes occur, a communication plan will be triggered followed by instructions on whether to activate BCA procedures and processes.
• Depending on the duration of the unplanned downtime, periodic updates may be sent out
  1. If KKI still has an active network connection, email updates will be sent
  2. In the event of power and/or internet outages, updates will be sent via emergency management text system to users

• SRO- Supports Read Only
  1. Can still view clinical information
  2. Log in with username and password
  3. Can access from any computer
  4. If SRO is unavailable, go to BCA Web.
• BCA Web
  1. Log in with username and password
  2. Can access from any computer
  3. If unavailable, go to standalone BCA PC
• BCA PC
  1. Can print out reports to use if SRO/BCA Web is down
  2. Designated computer with yellow label
  3. Find department with your backup reports
• At the beginning of the downtime, the IS team will provide guidance in regard to possible downtime length, and which downtime environment should be used. As a guideline:
  1. If SRO is available, SRO should be used
  2. If SRO is unavailable but internet is available, use BCA Web
  3. If internet is unavailable, use BCA PCs

• When planned downtimes are scheduled to occur, you will be notified by a variety of communication methods, such as email and Epic banner messages (notification text box used to communicate important system messages when you login to Epic).
• Care Centers will print out the DAR which contains all scheduled patients for that particular clinic
• Clinicians/Care Centers will print out the Ambulatory Clinical Summary which contains a summary of the patient’s last clinical encounter

• Utilize downtime forms as appropriate for patient/clinical situation
• See BCA Policy what data to back enter into Epic and scanning paper documentation into chart