Wave 3 Go-Live: June 4, 2022

  • Epic Together Team
        • Project Communication / Stories of Resiliency
        • Communication & Resources
          • Epic Together Logos and Templates
          • Communication Intake Form
          • Operational Meeting Matrix
          • Epic Digest Archive
          • Epic Glossary
        • Project Team Directory
  • Training
        • Wave 1 Training Roadmap
        • Wave 2 Training Roadmap
        • NetLearning
          • Wave 3 Catalogs
        • Arriving for Training
        • Resources
          • Training FAQs
          • Training Team Directory
  • Providers
        • Training
          • Navigating Provider Supplemental Training Materials
          • STS Trainers
          • Wave 1 Training Roadmap
          • Wave 2 Training Roadmap
          • Training Tracks
          • Training FAQs
        • Support
          • Leadership
          • Executive & Steering Committees
          • Physician Champions
        • Resources
          • One Unified Platform
          • Epic Suite
          • Epic & HRO
          • FAQs
          • Epic Glossary
  • About Epic
        • Why Epic?
        • Governance
          • Executive and Steering Committees
        • Project Timeline
        • Communications
        • General FAQ
  • Epic Training/NetLearning

Epic Downtime (BCA)

During Epic GoLive there is a possibility that some functionality may not be available. Downtime procedures were created in the event of such an event.

Check your Downtime Binder for detailed information.

Downtime Quicklinks

Nursing SBARLab SBARRadiology SBARRegistration SBAR

downtime notification process 04 01

***NOTICE OF EPIC SYSTEM LEVEL 1 DOWNTIME***

Situation: Users are unable to log-in to Epic
Background: The Epic Application is used for patient clinical documentation and registration
Assessment: End users are unable to log-in to the Epic production system
Recommendation: Please follow LEVEL 1 EPIC DOWNTIME Procedures:

  1. Utilize the Epic Read Only application (Icon: SRO Hyperspace) to access patient data during downtime
  2. Familiarize your staff with your unit/department’s dpwntime procedure
  3. Ensure that you have an adequate supply of downtime documentation paper forms
  4. Locate the Epic BCA Downtime Binder in your unit or department for additional information

***NOTICE OF EPIC SYSTEM LEVEL 2 DOWNTIME***

Situation: Users are unable to log-in to Epic
Background: The Epic Application is used for patient clinical documentation and registration
Assessment: End users are unable to log-in to the Epic production and read-only system
Recommendation: Please follow LEVEL 2 EPIC DOWNTIME Procedures:

  1. Utilize Epic BCA Web application (Icon: Prod BCA Web) to access patient data during downtime
  2. Familiarize your staff with your unit/department’s downtime procedure
  3. Ensure that you have an adequate supply of downtime documentation paper forms
  4. Locate the Epic BCA Downtime Binder in your unit or department for additional information

***NOTICE OF EPIC SYSTEM LEVEL 3 DOWNTIME***

Situation: Users are unable to log-in to Epic
Background: The Epic Application is used for patient clinical documentation and registration
Assessment: End users are unable to log-in to the Epic production, read-only, and web-based system
Recommendation: Please follow LEVEL 3 EPIC DOWNTIME Procedures:

  1. Utilize the Epic BCA PC (designated computer within department with BCA Downtime signage) to access patient data during downtime
  2. Familiarize your staff with your unit/department’s dpwntime procedure
  3. Ensure that you have an adequate supply of downtime documentation paper forms
  4. Locate the Epic BCA Downtime Binder in your unit or department for additional information

***NOTICE OF EPIC SYSTEM DOWNTIME RESOLVED***

Situation: The Epic downtime event has concluded – End users are now able to sign-in to Epic
Background: The Epic Application is used for patient clinical documentation and registration
Assessment: End users are now able to log-in to the Epic system
Recommendation: Please follow Epic Downtime Recovery process instructions regarding documentation and order entry

Interfaced Engine downtime notifications:

During Interface engine downtimes a separate notification will be sent by the interface team. Even though Epic is an integrated system, there are many critical systems that are interfaced and that will affect workflow and patient care.

scheduled downtime notification process 04 02

***NOTICE OF PLANNED EPIC SYSTEM LEVEL 1 DOWNTIME***

Situation: Starting on (date/time) the Epic System will be unavailable due to maintenance until (date/time)
Background: This Epic maintenance is necessary for database migration and to ensure that we have the most up-to-date application functionality
Assessment: End users will receive reminders to save their work and log off at 30 minutes and 15 minutes prior to the downtime
Recommendation: Please follow LEVEL 1 EPIC DOWNTIME Procedures:

  1. Utilize the Epic Read Only application (Icon: SRO Hyperspace) to access patient data during downtime
  2. Familiarize your staff with your unit/department’s downtime procedure
  3. Ensure that you have an adequate supply of downtime documentation paper forms
  4. Locate the Epic BCA Downtime Binder in your unit or department for additional information

***NOTICE OF PLANNED EPIC SYSTEM LEVEL 2 DOWNTIME***

Situation: Starting on (date/time) the Epic System will be unavailable due to maintenance until (date/time)
Background: This Epic maintenance is necessary for database migration and to ensure that we have the most up-to-date application functionality
Assessment: End users will receive reminders to save their work and log off at 30 minutes and 15 minutes prior to the downtime
Recommendation: Please follow LEVEL 2 EPIC DOWNTIME Procedures:

  1. Utilize Epic BCA Web application (Icon: Prod BCA Web) to access patient data during downtime
  2. Familiarize your staff with your unit/department’s downtime procedure
  3. Ensure that you have an adequate supply of downtime documentation paper forms
  4. Locate the Epic BCA Downtime Binder in your unit or department for additional information

***NOTICE OF PLANNED EPIC SYSTEM LEVEL 3 DOWNTIME***

Situation: Starting on (date/time) The Epic System will be unavailable due to maintenance until (date/time)
Background: This Epic maintenance is necessary for database migration and to ensure that we have the most up-to-date application functionality
Assessment: End users will receive reminders to save their work and log off at 30 minutes and 15 minutes prior to the downtime
Recommendation: Please follow LEVEL 3 EPIC DOWNTIME Procedures:

  1. Utilize the Epic BCA PC (designated computer within department with BCA Downtime signage) to access patient data during downtime
  2. Familiarize your staff with your unit/department’s dpwntime procedure
  3. Ensure that you have an adequate supply of downtime documentation paper forms
  4. Locate the Epic BCA Downtime Binder in your unit or department for additional information

***NOTICE OF PLANNED DOWNTIME WITH IMPACT FOR EPIC SYSTEM USERS***

Situation: Starting on (date/time) The Epic System will be affected by a (other system name) downtime until (date/time)
Background: Epic systems will remain accessible; however, (usability or access) will be affected
Assessment: Due to the (other system name) downtime, Epic users will experience (list impacts)
Recommendation: (list recommendations)

***NOTICE OF EPIC SYSTEM PLANNED DOWNTIME CONCLUDED***

Situation: The planned Epic production downtime event has concluded – end users may now to sign-in
Background: The Epic downtime was necessary to ensure that we have the most up-to-date application functionality
Assessment: End users are now able to log-in to the Epic system
Recommendation: Please follow Epic Downtime Recovery process instructions regarding documentation, order entry, patient registration recovery, etc.

Interfaced Engine downtime notifications:

During Interface engine downtimes a separate notification will be sent by the interface team. Even though Epic is an integrated system, there are many critical systems that are interfaced and that will affect workflow and patient care.

Version 12/2021 DG

Privacy Policy Legal Disclaimer

© 2022 Epic Communications, all rights reserved.