Downtime FAQ

How does your Downtime Solution work?

While your EMR is still active, the dbtech Downtime Solution collects patient information from your EMR at timed intervals throughout the day.

The data collected, called the Downtime Report, contains all in-house patient demographics and clinical information necessary for a downtime event.  This report should be run frequently throughout the day and printed to a dbtech created printer named “Downtime” or saved to a network directory.  Your method of sending downtime reports to our solution will be discussed in detail during implementation.

When the dbtech Downtime Service encounters this report it processes, encrypts and disseminates relevant information from it to the various Downtime Workstations across the network where it is only accessible by authorized personnel.

ADT information used to maintain our Downtime Master Patient Index is gleaned from this same Downtime Report.  Alternatively, customers already using our Document Imaging platform Rasi will already have an established HL7 interface for MPI maintenance.  This MPI is the basis for creating new patient encounters and merging data with electronic forms (eForms).   As our Downtime Service encounters new patients it creates updates for each Downtime Workstation so that they have the most up to date patient information.

Each Downtime Workstation is also configured with downtime patient numbers designated in advance by your EMR in the event of a downtime situation.  These numbers are distributed to all of your Downtime Workstations so that when new patients are added, the next downtime number is selected in such a way that it is impossible to assign two different people the same encounter number.

At the completion of the downtime event, an administrator will notify the Downtime Solution from the Centralized Downtime Server that the event is over. Each Downtime Workstation will receive this message and begin to send all new patient information back to the Centralized Downtime Server.  This includes all new patient encounters and documents scanned or eSigned at each Downtime Workstation.  The Centralized Downtime Server then processes all of this data and exports it to its respective platforms.

  • New registrations are delivered to the interface engine for transmission to your EMR
  • Scanned documents and completed eForms are moved to the Enterprise Document Management (EDM) solution

Once the downtime data has been confirmed as transmitted to the EMR and EDM, each Downtime Workstation is wiped clean of any scanned documents or signed eForms.

How often are Downtime Workstations updated?

Downtime Workstations can be updated each time new downtime reports are sent from your EMR.  Your staff will determine how often these report are generated by your EMR or reporting platform, and as these reports are captured the dbtech MPI and Downtime Workstations can be updated with that information.

What information do you need from the EMR?

The dbtech Downtime Solution requires a comprehensive report, referred to as the Downtime Report,  containing all in-house patients.  This Downtime Report should be run frequently throughout the day.

This report should contain all demographic information needed to both maintain our MPI and all clinical information required to support health decisions throughout the downtime event.

How are new registrations, scanned documents and completed eForms integrated back to the EMR or EDM?

New admissions will be sent back to your EMR using a flat data file of all Downtime Registrations.  This information can be used by your interface engine to create HL7 messaging to your EMR.

Scanned documents and completed eForms can be integrated with the EDM using their specific file import specifications. dbtech has integrated documents with most major EDM platforms.

How do we prevent users from using the Downtime Solution when the EMR is accessible?

Users will not be able to launch the dbtech Downtime Solution without first “breaking the glass” with an authorization code which can be kept in a sealed envelope or provided by authorized personnel.

Do these Downtime Workstations include an audit trail?

Yes, all dbtech products include comprehensive HIPAA compliant audits of users, their actions and the patients involved in those actions. When the downtime event has concluded all audits from each Downtime Workstation will be integrated to our centralized platform for further reporting and analysis.

How are eForms created?

eForms can be created using standard file formats like MS Word and Adobe Acrobat and are merged with the Downtime Solution Master Patient Index.  These eForms can be completed online or can be printed with barcodes for later scanning.

eForms are created on the Centralized Downtime Server and broadcast to Downtime Workstations.

How is eSignature deployed?

topazsignDbtech uses standard electronic signature devices connected to the Downtime Workstation.  Signatures captured on the eForm contain biometric data for security and audit purposes.

Discuss in more detail the hardware required for the dbtech Downtime Solution.

From a server perspective you will need the following:

CENTRALIZED DOWNTIME FILE SERVER

  • A dedicated File Server is required.  The recommended requirements are:
  • O/S: Windows Server 2008 (32 or 64 bit) or Windows 2012
  • User licenses equal to at least 5 users greater than your Ras user count
  • RAM: 16GB minimum
  • CPU: Multi-core Xeon 2Ghz or faster
  • HD: 250 GB minimum
  • File Server must have a permanent wired network connection of 1Gbps or greater.
  • Approximately 1.5 GB of storage space for every 1 million pages captured (text reports).
  • Certain file types may increase storage needs – contact your Project Manager for scanned document storage requirements.
  • Multiple devices are supported for high volume systems.

VIRTUALIZATION

  • The Centralized File Servers are all supported in VMWare or HyperV environments.

DOWNTIME WORKSTATION CLIENT SYSTEMS

  • Windows XP Professional
  • Windows Vista Business
  • Windows 7
  • Windows 8 Professional (not RT)
Can we use this solution as our primary EDM?

Yes, but it will require an upgrade to your Downtime Solution.  Many hospitals use dbtech as their primary EDM, eForms and patient onboarding platform.  Customers prefer dbtech over EMR-based EDMs because we offer comprehensive solutions that can remain in your workflows even as you switch EMRs.

How is the data on the Downtime Workstation protected?

All Downtime Workstation data is encrypted.  The only way to access this data is through a login and password after the application has been unlocked by authorized personnel.

Does your solution maintain all downtime data or is it deleted?

All Downtime Workstations are wiped clean of documents and eForms after being transferred to the Centralized Downtime Server.  You may keep or discard all files on the Downtime Server after all files have replicated to your EDM.

How does your solution work with HL7?

Dbtech can use HL7 to build and maintain our Master Patient Index (MPI), but our default method for maintaining the MPI is by using a Downtime Report scheduled at regular intervals on your EMR.

How does your solution work with our existing Downtime Numbers?

All hospitals keep a report in registration areas to assign new patients numbers during a downtime.  The dbtech Downtime Solution will use this list to populate your Downtime Workstations.  As registrars add a new encounter the next downtime patient number will be used.

What if my EMR is down, but not my network? Do we still use the Downtime Workstations?

The dbtech Downtime Solution recognizes when the network is accessible and launches itself from the Centralized Downtime Server instead of the Downtime Workstation.  This creates greater efficiencies in your recovery process.

What kind of patient data is maintained in the Downtime Master Patient Index (MPI)?

There are standard fields like Patient Demographics, allergies, religion, sex etc., but we find that clients have their own ideas regarding what is important.  So during the implementation of this solution we sit down with you to map the contents of your Downtime MPI.

Are the Downtime Workstations dedicated to only downtime usage?

No.

What Downtime topic do you want to review next?

Downtime Whitepaper  The Dbtech Solution  Features & Benefits  Downtime Solution FAQ  More information?