Standards and Guidelines for Electronic Medical Record Systems in ...

Upgrade Scheduling
The EMR system needs to be available during the hours needed for required operations. Therefore,
a pre-defined process for handling deployments to the system should be well defined in order to
keep disruptions to business operations at a minimum. This can include a regular maintenance
schedule for minor updates (monthly, quarterly, or other) and a schedule of allowable upgrade
times for more urgent requests.
Managing System Downtimes
Downtime refers to the period when the system is unavailable to provide or perform its primary
function.
Requirements
There shall be a manual data capture and recording system to allow for continued
operation during downtimes.
Implementation Guidance
Facilities using an EMR should have a ready manual or paper-based backup system for use during
electronic system downtimes. This is particularly important for facilities using point of care
systems and electronic registration systems. The transition from electronic to manual or paperbased
health records management should be as seamless as possible to avoid interruption in the
delivery of clinical services.
To facilitate smooth operation during downtimes:
1. All system users should have regular training on downtime procedures.
2. The facility should identify key staff to coordinate this process.
3. Planned downtime, such as system upgrades, should be communicated to staff in advance.
4. Notifications should be immediately sent to EMR users as soon as unplanned downtime is
discovered.
5. Printed encounter forms and other documents should always be available in the facility for
use during downtimes.
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