Read PCLA_Use_Policies_Procedures_FINAL041007.pdf text version

UNIVERSITY HOSPITAL and COLUMBIA REGIONAL HOSPITAL

Use, Policies, and Procedures for PowerChart Local Access ­ PCLA

To provide continuum of patient care during a PowerChart downtime, PCLA provides a 24 hour "frozen snapshot" taken hourly of patient results entered in the system previous to the downtime event. The patient information confidentiality guidelines in the "Access and Confidentiality Agreement" and "MOI-8 Confidentiality of Medical Record Information" all staff sign also apply to accessing patient records in PCLA.

Only if you have a patient care relationship with a patient, do you have privileges to access/view results in PCLA for that patient.

· · · · ·

PCLA DEVICES LAPTOP ­ big red/white label. Always stays in designated Department. Must remain "ON". DOCKING STATION ­ cord must be plugged into emergency power. Must remain "ON". PRINTER ­ big red/white label. Cord must be plugged into emergency power. SECURITY CABLE ­ secures docking station and laptop to permanent structure. COMBINATION LOCK ­ confidential 4 digit code only known to Department Manager and Manager's designees.

Keep laptop, docking station and printer clutter free. Do not use as work surfaces.

PCLA Printer.

Not in every location.

If PCLA Laptop

· LOST

Docking Station PCLA Laptop

Cable

Cable combination lock ­ 4 digit code confidential. (Dept Manager has code)

IMMEDIATELY CALL

Security 573- 882-7147 Dept Manager Help Desk 573-884-4357

* GREEN LIGHTS on devices = "ON".

1. Docking Station "ON" button

Green light in ON button circle symbol.

DO NOT POWER OFF *

Green "ON" light in small circle symbol on laptop hinge.

Patient results NOT available if Laptop and Docking Station are "OFF".

2. Laptop "ON" button

inside laptop (under word DELL).

Lift Laptop cover to find "ON" button.

Docking Station ­ top side.

04/10/07/dm

Use, Policies and Procedures for PCLA

Page 1 of 10

INDEX

What is a PCLA Downtime event? How do outages happen that set stage for using PCLA? What is the difference between Scheduled and Unscheduled downtime? What about partial outages where single or scattered locations are affected by an outage? What does PCLA do? Who can access PCLA? Where do I find Username ID and Password to access PCLA? Downtime -- What steps need to be followed to use PCLA? What happens when a Downtime event is over? Where are PCLA laptops located?

What security measures and department processes must be followed for PCLA and its devices? ... Laptops ...Docking Stations...Security Cables...Combination Locks

PAGE

2 2 3 3 3 3 3 4 5 5 5 5 5 5 6 6 6 6 6 6 6 7 7 7 7 7 7 7 7 8 8 8 9 9 9 9 10 10

PCLA laptop missing: Immediately Call - Dept Manager, Hospital Security, Help Desk Cable combination lock loose/broken: Immediately Call - Dept Manager, Help Desk Other problems: Immediately Call - Help Desk Patient Confidentiality Username ID at end of downtime event Extended downtime Patient transfers to facilities outside UH and CRH What is important to know about results in PCLA? What are PCLA's limitations? PCLA "Captivate" interactive module training via Web link - Center for Education and Development How are results accessed through a PCLA laptop viewer? Log in screens (Login 1 of 2 and Login 2 of 2) - step by step instructions with diagrams Problems with PCLA during downtime event (see grey box) Automatic (first) login screen does not launch (see grey box) Laptop or docking station is "OFF" (see grey box) Cannot access/view results from PCLA laptop in your Department (see grey box) Login screen will not launch (see grey box) Laptop or docking station is "OFF" (see grey box) Navigating in PCLA patient record What patient record "categories" does PCLA have? Printing from PCLA Printing Limitations in PCLA IMPORTANT information about PCLA laptops and docking stations Undocking and Redocking a PCLA laptop from its docking station HELP DESK phone numbers for UH and CRH Itemized Locations for PCLA laptops at University Hospital Itemized Locations for PCLA laptops at Columbia Regional Hospital

Detailed Guide for PCLA

What is a PCLA Downtime event? · · A PCLA event can be a result of a scheduled or an unscheduled downtime. Downtime is defined as: "System or application is NOT available for use".

How do outages happen that set the stage for using PCLA? Outage notification involving Information Technical Services (ITS) can originate in several ways: · from ITS to users as in Scheduled or Unscheduled downtime events. · from users or ITS, as in Unscheduled downtime events.

04/10/07/dm Use, Policies and Procedures for PCLA Page 2 of 10

What is the difference between Scheduled and Unscheduled downtime? · A planned or scheduled downtime announced by ITS in advance of system outages for support purposes such as hardware maintenance, software maintenance or upgrades is known as a "Scheduled downtime event". · An unplanned outage that causes a sudden, unexpected computer downtime that is officially declared by ITS as a downtime event is an "Unscheduled downtime event". What about Partial outages where single and/or scattered locations are affected by an outage? · "Partial outages" are non PCLA downtime events due to the inherent data integrity differences in the real time Cerner database that is available elsewhere in the facility versus the "frozen snapshot" view of PCLA. · If a department experiences an outage due to a network switch or a Cerner application code malfunction, that department has the option to contact Medical Records for patient record data viewing and printing. What does PCLA do? Powerchart Local Access (PCLA) takes a "frozen snapshot" every 60 minutes of previous 24 hours of inpatient data in Powerchart system and displays those snapshot results for viewing during an official downtime event. Results display in military time. Who can access PCLA? Medical staff, clinicians, and support staff who are granted privileges to access Cerner (for example: PowerChart) are permitted to access PCLA. To meet compliance regulations, regular audits by Corporate Compliance Office will be conducted to monitor patient record accesses. Where do I find Username ID and Password to access PCLA?

Physicians, Nurses, Ancillary Staff

For downtime event Username ID and Password, go to:

· · · · · Department Nursing Station Unit Clerk Department Manager Department Assistant Manager Department Nurse in Charge House Managers

· Username ID and Password are conveyed in these ways at UH and CRH: o ITS email to UMHS PCLA Notification Group which consists of:

UMHS Managers Group UMHS ­ Hospital Assistant Managers UMHS ­ Hospital House Managers UMHS ­ Patient Care Services Managers Council UMHS UHC Education Council UMHS CRH House Managers UMHS CRH Dept_ Mgr UMHS CRH ITS UMHS ITS Managers UMHS ITS Clinical Applications Staff UMHS ITS Help Desk Staff Center for Education and Development PCLA Project Team

o UH: House Manager activating Call Tree at UH o CRH: House Manager Activating Telecom CRH Pager Call Tree Notifying Nursing in Charge at CRH inpatient locations.

04/10/07/dm Use, Policies and Procedures for PCLA Page 3 of 10

Downtime -- What steps need to be followed to use PCLA?

Com m unication N etw ork A vailable Scheduled Dow ntim e Unscheduled Dow ntim e N etw ork U navailable Unscheduled Dow ntim e

Advance Dow ntim e Notification

· Email sent one to several business days preceding the downtime. N/A · ITS M anager of the M onth (ITS M OM ) will verbally notify House M anagers (UH and CRH) immediately upon confirming an unplanned system outage. · ITS M OM will use UH Call Tree to further communicate (with approval by UH House M anager). · ITS M OM also sends email to appropriate list serves that outage has occurred and that downtime procedures should be followed.

N/A

Com m unication of PCLA Usernam e

· On the business day immediately preceding the scheduled downtime, ITS M anager of the M onth (ITS M OM ) will send an email to the PCSM C and appropriate list serves with downtime details and PCLA Username. · The UH House M anager may also opt to use the UH Call Tree to communicate the PCLA Username immediately prior to the downtime.

· ITS M anager of the M onth (ITS M OM ) will verbally notify House M anagers (UH and CRH) immediately upon confirming an unplanned system outage. · ITS M OM will use UH Call Tree to further communicate (with approval by UH House M anager). · No Email can be sent due to Network down.

· ITS M anager of the M onth (M OM ) will verbally notify House M anagers (UH and CRH) that downtime is over and use of PCLA should cease. · ITS M OM will use UH Call Tree to further communicate (with approval by UH House M anager). · Generally additional notification is not sent if · ITS M OM also sends email to appropriate list downtime stays on Notification that dow ntim e is over schedule. serves.

· ITS M anager of the M onth (M OM ) will verbally notify House M anagers (UH and CRH) that downtime is over and use of PCLA should cease. · ITS M OM will use UH Call Tree to further communicate (with approval by UH House M anager). · No email can be sent due to Network down.

· It is the responsibility of unit supervisors (Clinical Supervisors, Clinical Coordinators or Charge Nurses) to know and convey the new PCLA downtime event Username ID and Password to caregivers and physicians, in the department providing patient care, who wish to access results in PCLA during the downtime. · The Username ID and Password will be the same for UH and CRH access for each downtime. · PCLA Password used by all staff will not change from downtime to downtime. · PCLA users may contact Help Desk (573) 884-4357 (884-HELP) for assistance as needed.

NOTE: Patient record results cannot be viewed in PCLA until staff: 1) is given physical access to PCLA laptop at their location 2) has PCLA Username ID and Password (Login 1 of 2).

04/10/07/dm Use, Policies and Procedures for PCLA Page 4 of 10

What happens when a Downtime event is over? · Once users have been notified that "downtime event is over", they are responsible to: o stop using PCLA Laptops, o return and re-lock PCLA laptops to their docking stations within ONE hour if the laptops were undocked, o resume using Cerner system. · After ITS announces downtime is over, PCLA Username ID used during that downtime event will be disabled and access to PCLA will not be permitted. · Users will also be notified when they log into system that they stop using PCLA laptop. · PCLA users can contact Help Desk, 884-HELP, for assistance as needed.

Where are the PCLA laptops located? · Individual inpatient locations at University Hospital and Columbia Regional Hospital: See list on page 10 for PCLA laptops installed in select inpatient nursing units with phone numbers. · "Housewide" inpatient data may be accessed at (see page 10 for room and phone numbers): o University Hospital: UH Medical Records UH Pharmacy 2nd floor UH Surgery Services (OR) o Columbia Regional Hospital: CRH Medical Records CRH Pharmacy CRH Radiology What security measures and department processes must be followed for PCLA and its devices? ...Laptops ...Docking Stations...Security Cables...Combination Locks Consult Department Manager or Assistant Manager for PCLA specific unit procedures such as: · department procedures regarding security of PCLA devices, · department process for clinical staff to access laptop (Nursing, Physicians, Ancillaries working in department), · process to have cable unlocked if department permits undocking of laptop during downtime. (Only Department Manager or designee can unlock combination code on PCLA cable locks.) · monthly (or more frequent) visual, PCLA device status checks and testing protocol checklist.

DEPARTMENTS TO IMMEDIATELY CALL FOR :

2

PCLA laptop missing

Cable combination lock loose or broken Cable not looped around permanent structure PCLA laptop not returned to docking station ONE hour after downtime is over PCLA printer cable disconnected from docking station port (not all locations have printer)

Hospital Security

-----

Dept Manager

Dept Manager Dept Manager Dept Manager --

Help Desk

Help Desk Help Desk Help Desk Help Desk

If a PCLA laptop alerts as `disconnected' on the ITS network monitoring tool, ITS will investigate beginning at the affected laptop site.

04/10/07/dm

Use, Policies and Procedures for PCLA

Page 5 of 10

Patient Confidentiality: Regular audits of staff entering PCLA patient records will be conducted following downtimes. These audits will be performed to ensure compliance with all University of Missouri Health Care Policies and Procedures concerning access to patient information stored electronically as described in the "Access and Confidentiality Agreement" and "MOI-8 Confidentiality of Medical Record Information". The following section paragraphs taken from "MOI-8 Confidentiality of Medical Record Information" are important for you to consider when accessing patient records in PCLA:

Para 5 "Staff, students, volunteers, vendors, or contractors who improperly access information or release information in an unauthorized manner will be subject to disciplinary action up to and including termination, suspension from patient care areas, or termination of contract. The inappropriate access will include (but not limited to) misuse of passwords or other user authentication procedures, browsing through patient records that are not needed for direct patient care or other authorized purposes, or obtaining patient information for inappropriate commercial or financial benefit, or for malicious purposes." Para 6 "... Access to electronic systems containing patient information will not be given to anyone unless valid user authentication procedures are observed, as defined by the Chief Information Officer of UMHC." Para 7 "... Any authorized person who produces a printed version of information obtained from an electronic information system, or copies of the paper record, assumes the responsibility for assuring the printed copies are kept secure and are destroyed if no longer needed.

Username ID at end of downtime: Upon termination of downtime event, PCLA downtime event Username ID used during outage or downtime event will be disabled. Extended downtime: If other organization staff require access to patient records in PCLA during an extended downtime, contacting Medical Records is required. Patient Transfers to facilities outside UH and CRH: Contact Medical Records to provide printed patient records from PCLA during downtime for outside transfers. What is important to know about the results in PCLA? · · · · Only the previous 24 hours of patient data is available in PCLA. Only select labs and patient care results display in PCLA. Last charted height and weight display in PCLA. All active orders (original "parent" orders and "child" frequency orders) display in PCLA regardless of time back range.

What are PCLA's limitations? PCLA is a VIEW ONLY functionality. No real time results. No radiology results in PCLA.

(Physicians need to access PACS for radiology results.)

No diet orders display. No new orders or nursing/physician/ancillary documentation can be entered. No billing can occur or charges viewed.

No barcodes labels can be printed through PCLA. No scheduled appointments are available. Microbiology cultures and other lab textual results display in "Other Docs" category. Scanned documents do not display in PCLA. No access to email, internet, or MyApps icons are permitted on PCLA laptops. PCLA can only be used during downtime.

PCLA "Captivate" interactive training - Center for Education and Development (CED).

Access Captivate module for PCLA from CED website http://ced.muhealth.org.

- Click Resources to obtain drop down menu - Select EMR Captivate Modules - Select PCLA.

· ·

For Nursing: After PCLA training module is completed, sign "PCLA Inservice Course Code: EMR114" training log provided by Department Manager. Call CED (573) 882-4161 if technical problems occur with the Captivate module.

Both "Use, Policies, and Procedures for PCLA" (10 pages - this document) and "PCLA Quick Instructions" (2 pages) will be at each PCLA laptop as a supplement to PCLA Captivate training on CED website.

04/10/07/dm Use, Policies and Procedures for PCLA Page 6 of 10

How are results accessed through a PCLA Laptop Viewer? 1) Open laptop. (Note: If the screen is dark with no Login screen, close cover and reopen -- if screen

continues to remain dark with no login screen, call Help Desk: 884-4357.)

2) The PCLA Login screen will automatically display.

Physicians, Nurses, Ancillary Staff: Go to Department Nursing Station Unit Clerk, Manager, Assistant Manager, Nurse in Charge, or House Manager for downtime event Username ID and Password.

Username and password provided by Call Tree and/or email from ITS to Nursing Managers and Assistant Managers.

First Login (1 of 2): a) Login using the Username ID and Password provided by "in charge" department staff (Clinical Supervisors, Clinical Coordinators or Charge Nurses). This Username ID and Password combination will only work throughout ONE downtime event. · After logging into PCLA successfully, the patient location assigned to PCLA laptop will display. · Click on + symbol in front of patient location. A list of patients admitted to nursing location will display. Second Login (2 of 2): b) Second login required after clicking on patient name under location to access patient's data

Type your usual Cerner/PowerChart Username ID in first box. Type your reason for accessing patient record, example: "patient care". Do not enter your Cerner Password in second box.

"reason" only here

· · ·

Type your usual CERNER Username ID in yellow field: *Username ID. In next big yellow box, type *reason you are viewing patient's chart. Reasons such as "patient care", "nursing care" or "respiratory care" are adequate. PCLA allows Username ID and reason to default for each successive patient that is accessed during a single viewing session.

Call ITS HELP DESK: (573) 884-4357 for these issues:

(1) Problems with PCLA during the downtime event · Automatic first login screen (Login 1 of 2) does not launch - despite repeated attempts to close and reopen cover. · Laptop or Docking Station is "OFF" (2) Cannot access/view results from PCLA Laptop in your Department: · Alternative for UH users: a) call Medical Records which has "housewide" inpatient results and can print. b) if Medical Records is unable to assist call other two "Housewide" PCLA locations: OR and Pharmacy: OR has PCLA printing capability; Pharmacy does not. · Alternative for CRH users: request assistance from CRH Medical Records which can print.

04/10/07/dm Use, Policies and Procedures for PCLA Page 7 of 10

Navigating in PCLA patient record:

Patient location Patient name

MRN

Allergies

Last download time

Exit

Select patient from patient list Toggle between categories

What patient record "categories" does PCLA have? · Demographics · Labs · Patient Care (re: Nursing PowerForms and Direct Charting Flowsheets data elements) · Meds · Active Orders · Vitals · Notes (Progress Notes) · Other Docs · I/O Only selected lab and patient care results from previous 24 hours will appear in PCLA. Last charted height and weight display in PCLA. Printing from PCLA: · Not all laptops are connected to printers. · Ensure printer is "ON" and has paper. · Laptops that have dedicated printers should not be disconnected from their docking stations and printers at any time. · The laptops must be seated in their docking stations for printing to occur. o o o o o o o o o To print a patient record, click on "File". Click "Printing Preferences" in drop down menu. Printing Preferences will launch a Print Sections menu. Select sections to be printed by clicking inside boxes. To not print a section, be sure box in front of section is blank. Click "Apply". Click on "File" Click "Print" for Windows print screen to launch. Click "Print" on next popup Windows print screen.

· Internal transfers: To facilitate patient transfers within UMHC (UH and CRH) during a downtime event, department printing of patient record is permitted to accompany patient to receiving location. · External transfers: For patient transfers outside UMHC, contact Medical Records for patient record printing from PCLA.

04/10/07/dm Use, Policies and Procedures for PCLA Page 8 of 10

Printing Limitations in PCLA: · Only designated laptops are connected to a printer. · Printing will not occur if locally installed printer is disconnected from docking station. · Clicking "Print" without first checking "Printing Preferences" where patient record categories can be selected will result in entire patient record being printed. · Only online viewing of the patient record is suggested. · Printing an entire patient record in a department should only occur if a patient record needs to accompany a patient transferring to another internal nursing location during downtime.

IMPORTANT information about the PCLA laptops and docking stations:

· Laptops and docking stations must remain "ON" at all times.

· · · · · · · · o If they appear as "OFF" on the ITS network monitoring tool, ITS will investigate. o "ON" button diagrams: Laptop and Docking Station - see Page 1 above. PCLA laptops must remain firmly seated and cable locked to their docking stations. Docking station and printer power cords must be plugged into emergency power outlets. Docking station and printer are plugged into a power surge strip. The power surge strip ON/OFF button must stay ON at all times. If PCLA laptops do not receive electrical or emergency power, the laptop batteries have approximately 4 hours battery life. No extended life batteries for PCLA laptops are kept in supply and must be ordered if one fails. Do not use laptop or docking station as work surfaces. Do not place drink containers, food, folders, charts, telephones, etc. on laptop or docking station. The instruction paper documents will be found attached to the cable and must remain there for reference. Call ITS if PCLA instructions are missing at the laptop location: o PCLA_Quick_Instr_FINAL (Quick Reference) o PCLA_Use_Policies_Procedures_FINAL (Detailed Guide)

Undocking and Redocking PCLA laptop from its docking station :

· For those nursing locations that have a unit policy permitting the unit's PCLA laptop to be removed from docking station during a downtime: o Contact Department Manager or designee to unlock cable combination lock. o After correct numeric code has been applied to combination lock, depress metal tab on back of metal key and pull lock out of docking station key hole. o At bottom right hand side of docking station, push plastic switch to "unlock" position. o Then, on top right hand side of docking station, depress big square button and lift laptop up and off docking station's seat. · To replace laptop into docking station: Place laptop into docking station's seat. There will be a brief flicker of the green lights in two buttons on top of docking station. o Ensure that bottom right hand switch on docking station is in "lock" position. o Press metal tab on key to bring key prongs together, and insert into docking station key hole. o Release metal tab. o Roll numbers on lock device away from correct code to prevent removal of combination lock. o The Department Manager or designee will facilitate changing digit code on cable combination lock and ensuring the lock is always patent. Remember: Staff is required to follow strict, patient confidentiality guidelines and department policy concerning the security of PCLA laptop in their location.

For questions or problems with PCLA:

UH:

Refer to instructions above, or call ITS Help Desk: (573) 884-HELP (884-4357)

CRH: Days (573) 875-9350 or inhouse Ext. 9350 Off hours: UH ITS Help Desk (573) 884-HELP (884-4357)

04/10/07/dm Use, Policies and Procedures for PCLA Page 9 of 10

Itemized Locations for PCLA laptops at University Hospital:

Each PCLA laptop displays only the UH location assigned to it; for example, the laptop located on PEDS ICU only displays the PEDS ICU location and the patients admitted to PEDS ICU. PCLA Laptops are located at UH Locations listed below. Room Phone Number 6E 33 ADOLESCENT 6E 882-7961 6W 35 AMS 6W 882-2901 4W 07 ADULT STEPDN 4W 884-4712 7 Twr Supv BICU (opening 06/05/07) C4053 (outside) CICU 882-2500 5E 47 EFO 5E (includes SEU5E) 882-8523 1E 09 EMER CTR C UH 882-8091 4E 20 MED 4E 882-1006 C5038 (outside) MNSICU 882-8176 7W 39 OPWND 7W (formerly OPPU) 882-6199 7E 53 PEDIATRICS 7E 882-2281 7E 15 (outside) PEDS ICU 882-2941 C3051 (outside) SICU 882-4976 5W 55 SURW 5W 882-8111

(Area code: 573)

UH House Manager Office 882-8075 Pager 256-8333 ITS HELP DESK 884-4357 (884-HELP)

PCLA Laptops are located at UH locations for "HOUSEWIDE" results: Room Phone Number call for room C3033B C2053 UH Medical Records (with printers) UH Surgery Services (OR) (with printers) UH Pharmacy (no printers) 882-2278 882-6103 882-8601

UH "Housewide" coverage includes: All inpatient locations identified on left above, plus - Same Day Surgery Center - DOSU (previously called DOSA) (Preop and Holding) - SEU (Symptom Evaluation Unit)

Itemized Locations for PCLA laptops at Columbia Regional Hospital:

Each PCLA laptop displays only the location assigned to it; for example, the laptop located on CRH L and D only displays the CRH L and D location and the patients admitted to CRH L and D. PCLA Laptops are located at CRH Locations listed below. Room 5531A 5109A 3345A 2250 2250 3320 3339 3313 Phone Number 875-9760 875-9490 499-6110 499-6180 499-6180 875-9096 499-6140 499-6165

(Area code: 573)

Ante Partum 5S General Surgery Oncology 5C Labor and Delivery Neonat ICU 2nd floor Neonat ICU 2nd floor for RT Neonat ICU Level II 3rd floor Post Partum 3C Well Nursery

CRH House Manager Pager 876-3424 CRH ITS primary Pager 876-9545

ITS HELP DESK (after hours) 884-4357 (884-HELP)

PCLA Laptops are located at CRH locations for "HOUSEWIDE" results: Room 1250 1038 2148 Medical Records (has PCLA printer) Radiology (no printer) Pharmacy (no printer) Phone Number 875-9380 875-9411 875-9383

CRH "Housewide" coverage includes: All inpatient locations identified on left above, plus - Same Day Surgery - Step Down Unit - 5N Medicine Cardiac - 5N Special Care Room - 4C Orthopedic 04/10/07/dm Use, Policies and Procedures for PCLA Page 10 of 10

Information

10 pages

Report File (DMCA)

Our content is added by our users. We aim to remove reported files within 1 working day. Please use this link to notify us:

Report this file as copyright or inappropriate

598775