DOWNTIME AND SJLINKED CUTOVER NOTICE
On Wednesday April 30th, beginning at 11:50 PM, and lasting until approximately 3:00 AM on May 1st, we will be modifying current systems for the cutover to SJLinked.
In general, all systems will be unavailable to end users during this period and downtime
procedures will be in effect. If you are working during this time you should plan to log out of all systems no later than 11:50 PM. As part of the cutover all computers on the network will be
restarted at 12:30 AM. Please review the information below to understand how the downtime
and cutover will impact the systems that you use.
If you have any questions about how the downtime/cutover will affect your area, please send
an e-mail to legacysupport@sjhsyr.org.
Eclipsys
• Eclipsys users will be removed from the application at 11:50 PM
• All Admission, Transfer, and Discharge (ADT) security will be removed.
• Discharges
o All Units MOP all Discharges to Admitting and Administrative Coordinators
o Include
Patient Name
Account Number (10 digits)
Room Number and Bed (D, W, P)
Time of Discharge
Discharge Destination (Home, Skilled Nursing, etc.)
• Transfers
o Receiving Unit MOP all Transfers to Admitting and Administrative
Coordinators
o Include
Patient Name
Account Number (10 digits)
From Room Number
To Room Number and Bed (D, W, P)
• New Admissions from the Emergency Dept, L&D, and Direct Admits will all be done
via standard downtime procedures. There is no change to the standard downtime procedures SJH currently has in place.
• When downtime is over, we will be fully on SJLinked and Unit Secretaries will
have only Charge Entry access in Eclipsys. It is imperative for patients “in a bed” at the time of go-live have their charges batched as soon as possible on May 1st for Service Dates up to and including April 30th. On May 4th, all Unit Secretaries will lose access to Eclipsys.
Care Manager
• Downtime Handoff tools which include MARs will be printed to the units at 11:00
PM. These will need to be placed in the patient’s chart after the SJLinked go live. • At 11:50 PM Care Manager (including AdminRX, HED and SJOrders) will go down
for end users.
• At approximately 03:00 AM Care Manager will come up as read-only for all users.
• Patients in Care Manager prior to the downtime will not transfer or discharge in the
computer after the change to ready only. All documentation during the downtime will need to be done on paper until the SJLinked go live moment.
• No labs with a start date of May 1 or later should be entered into Care Manager.
• Any patients admitted after midnight will not be displayed in Care Manager and will
need to go on manual forms including the Meds Administration Record (MARS). Pharmacy will be unable to generate a MAR for any patient.
• All patients coming in through the ED will be on manual forms for all
documentation.
• Welch Allyn Monitors will not display new patients and vital signs on current
patients will not download into Care Manager.
• Vital signs from the GE monitors collected during the downtime will not download
into SJLinked.
• When SJLinked comes up nurses should enter into SJLinked the most recent set of
vitals, intake and output, LDAs and all medications administered during downtime.
Allscripts EMR (Emergency Department)
• At 11:50 PM regular downtime procedures will go into effect
o There is no change to the standard downtime procedures SJH currently has in
place.
• When SJLinked is live, all charting will be done in SJLinked.
• User access to Allscripts will be restricted to physicians for 24 hours to complete
charting.
• Emergency Department management and BAU will be set as read-only for reporting
and auditing purposes.
• All other user accounts will be inactivated at the time of the cutover.
Avatar
• CPEP bed board should be printed prior to the downtime.
• After 11:50 PM all patients coming in through CPEP ED will be on manual forms.
o There is no change to the standard downtime procedures SJH currently has in
place.
• Access to Avatar application will be assessed and given as needed.
• Once SJLinked comes up, all patient documentation will be done in SJLinked with
the exception of PROS patients.
• Premise BMS
• This application will not exist after 11:50 PM.
o If you have patients pended to your unit that have not yet arrived, you will
need to manually notate the patient to a paper list 30 minutes prior to downtime.
o Next Day discharges or transfers that are already notated on your floor
plan will be entered into SJLinked by the cutover team. • Premise Transport
• This application will not exist after 11:50 PM.
o Call Transport directly at x85100 to schedule transport.
o Any pending Transports will be notated to an excel spread sheet prior to
midnight and managed by Transport Dispatchers. • Premise Housekeeping
• This application will not exist after 11:50 PM.
o Call Housekeeping directly at x85226 to report a dirty bed.
o Any pending Housekeeping requests will be notated to an excel spread
sheet prior to midnight and managed by Housekeeping Dispatchers. • Premise Enhanced Reporting
• Reporting will be available to those users that are now currently using the
reports module.
Portal
• Portal access for providers (MDs, DOs, CAs) will be limited to the ED note, Med Rec
tab, and Patient List for chart completion beginning at 11:50 PM on April 30.
• The ED note will not be available for any patient admitted to the ED after 11:50 PM
on April 30. The ED note tab will be removed on May 2.
• Patients admitted during the downtime will not display in the portal.
• Med Rec tab will be disabled on July 1. For any remaining chart completion contact
HIM.
Lab
• Add-On labs will need to be faxed to the lab at 86115.
• Critical values will be printed to the nursing units.
• Stat and routine results will be sent the printer on the unit.
• Results for any test that was ordered and sent during the downtime will be found in
SJLinked after it goes live.
Collection Manager
• Units should go to paper for ALL orders during downtime
• Prior to downtime print all requisitions for orders from Care Manager
• All new orders for existing need to be on handwritten paper requisitions. DO NOT
write them on existing Care Manager requisitions
• Lab will assume that all orders will arrive on paper requisitions and will not search
Sunquest for electronic orders
• All specimen labels and reqs must contain the DATE, TIME and COLLECTOR ID.
Missing information will result in a delay in testing • Please send 4 patient labels with each specimen
Point of Care (POC) Testing
• POC devices will be functional during the downtime to obtain results.
• For all patients, any bedside glucose, blood gas, Triage UTOX and other i-STAT
testing will need to be manually recorded on the POC downtime form. • Results for any POC testing done between 11:50 PM and 3:00 AM will be
downloaded into SJLinked after the SJLinked go live.
Nutritional Services
• Computrition will be down beginning at 11:50 PM when downtime procedures go
into effect.
• Staff can use the MOP Message program to update the kitchen of any diet changes
for all patients.
• Include patient name, room number and include any food related allergies.
Medical Imaging
• Fax downtime orders to the departments below with follow up call for STAT orders
between 11:50 PM and 3:00 AM.
o Diagnostic Radiology 2nd floor Phone: 448-5024 Fax: 448-2847
o ED X-ray Phone: 726-8196 Fax: 726-8289
o Cat Scan 2nd floor Phone: 448-5292 Fax: 448-6557
o ED Cat Scan Phone: 726-8195 Fax: 726-8289
o Ultrasound 2nd floor Phone: 448-5291 Fax: 448-6196
o ED Ultrasound Phone: 726-8197 Fax: 726-8289
o Interventional Radiology 2nd floor Phone: 448-5278 Fax: 448-6127
o Nuclear Medicine 2nd floor Phone: 448-5293 Fax: 448-6525
o MRI 2nd floor Phone: 423-6833 Fax: 423-6838
MIDAS
• Midas and RDE will be unavailable during the downtime.
• MIDAS users will not be able to access records for patients who are newly admitted
during the downtime. After the downtime is over, all the newly admitted patients will be seen in MIDAS.
HMM / Pharmacy
• All new orders will need to be faxed to Pharmacy. All faxed orders must contain:
1) Allergy information with reaction 2) Patient room number
• STAT orders should be STAT faxed and copies should be brought to Pharmacy to
expedite.
• The Accudose and Pyxis cabinets will function normally except that no new admissions
will be present in the cabinet census.
• At approximately 12:30 AM all patients will be removed from the Accudose and Pyxis
cabinets. Patients will need to be manually added by nursing for urgent/emergent meds.
• Pharmacy will not be able to generate MARs for any patients.
Pericalm
• At 11:50 PM Pericalm will go down until 03:00 AM. All patients currently in beds that
need fetal monitoring will have paper strips done.
• At 03:00 AM Pericalm will be brought back up along with SJLinked. Please allow a few
minutes for the ADT (admission/discharge/transfers) to catch up.
• After the SJLinked go live, all documentation will be done in SJLinked. The ability to
modify documentation in Pericalm will be disabled.
HSM
• Prior to 11:50 PM the cutover team will monitor to see if the OR has any cases going on
• Any OR cases starting after 11:00 PM should be done on paper.
Forms on Demand
• Patients registered in Eclipsys prior to the downtime will still be available in FOD and
forms can be printed during the downtime.
• Patients registered using downtime procedures will not be in FOD until SJLinked is live.
When live,
o Patient Registration will print all Face Sheets and Labels
o Nursing Units can print blank forms from the forms catalog on SJen and use
patient labels.
**Please make sure that your areas have the appropriate downtime forms available in your downtime binders:
• Generic order entry form #15225
• 24hr patient care record #16497
• 24hr clinical progress record #16496
• Medication Administration form #16402
• MAR – one time form #16411
• Point of Care Testing Result Form – Neonatal #12957
Nextgen
• NextGen will be down from 11:50 PM April 1 until 3:00 AM May 1
• Application will remain accessible after May 1st for Chart Abstraction and Billing
o PAQ, tasks and chart notes should be completed by May 1
• No new encounters will be created in NextGen once SJLinked is available on May 1
Allscripts PM
• Allscripts will be down from 11:50 PM April 1 until 3:00 AM May 1
• Billing staff will continue to work in the application and will have read access to the
EMR
• Scheduling has already transitioned to SJLinked
