EMERGENCY FIRE PROCEDURE
IN CASE OF FIRE:
R
-escue anyone in immediate danger
A
-larm - pull fire alarm box and dial 22 give location of fire
C
-ontain fire by closing all doors and windows
E
-xtinguish or evacuate
WHEN FIRE ALARM IS SOUNDED:
• Remain where you are if you do not have emergency
fire assignments.
• Do not use telephone except to report the fire.
• Do not use elevators.
• Do not go through fire doors.
EVACUATION:
• Administrator in charge gives orders to evacuate.
• Evacuate in horizontal direction away from danger area.
• Account for everyone.
The Senior Fire Officer is in charge
upon arrival at the Fire Site.
BUILDING 1 Boiler Plant 2 East Garage
3 Medical Office Building 4 Needham Building 5 South Building 6 Laboratory 7 Wyman Building 8 Clark Building 9 Parsons Building 10 Linac Building 11 Linac Expansion 12 Interventional Radiology 13 Stanton Building 14 West Garage FLOOR 1-1 North Stair 1-2 South Stair 2-1 Basement 2-2 Ground Floor 2-3 First Floor 2-4 Second Floor 3-1 Third Floor 3-2 Fourth Floor 3-3 Fifth Floor 3-4 Sixth Floor 4-1 Seventh Floor 4-2 Eighth Floor 4-3 Penthouse 4-4 Roof ACTIVATING DEVICE 1 Automatic Station 2 Manual Station 3 Sprinkler System 4 Duct Detector 5 CO2 / Halon System
EMERGENCY NUMBERS ... 3 HOW TO CALL THE HOSPITAL ... 4 LOCAL AND LONG DISTANCE CALLING ... 4 VOICE PROCESSING SYSTEM...5-6 PAGING SYSTEM (Beepers) ... 7 DICTATION SYSTEM ...8-9 INTERPRETER SERVICES ... 10 TELEPHONE FEATURES ... 11-13 DEPARTMENT LISTING ...14-33 EMPLOYEE LISTING ...34-40 MOUNT AUBURN PROFESSIONAL SERVICES ...41-45 PHYSICIAN LISTING ...46-47 HOSPITALS, SERVICES & RELATED ORGANIZATIONS ...48-52 SHUTTLE SCHEDULE... 53 HOLIDAYS ... 53 LOCATIONS ...54-55
TABLE OF CONTENTS
EMERGENCY NUMBERS
Dial 22 for all emergencies
BOMB THREAT ...CODE WHITE • Dial 22; Identify yourself and relay caller’s message.
CARDIAC ARREST ...CODE BLUE • Dial 22; give exact floor and room number.
INFANT ABDUCTION ...CODE PINK DISASTER PLAN ACTIVATION ...CODE TRIAGE • Emergency Department dials 22. Tell the operator to activate the disaster plan. Give location and type of disaster.
FIRE ...CODE RED Pull the nearest alarm box. Dial 22; give exact location of fire.
HAZMAT/RADIATION ...CODE ORANGE TRAUMA TEAM ...CODE YELLOW SAFETY/SECURITY RISK ...CODE GRAY • Dial x22 and report a "Code Gray" along with your location.
VIOLENT, OR
CHEMICAL/BIOLOGICAL/RADIOLOGICAL THREAT ...CODE SILVER • Dial x22 and report “Code Silver” along with your location
MEDICAL EMERGENCY ...STAT • Dial 22; give location or extension and the person you need. PROTECTION SERVICES ...STAT • Dial 22; give location or extension.
To reach any voice mailbox or any extension in the hospital,
dial
617-499-5665
and follow the prompts. (No patients please!)
Main Number (Front Door)
To bypass operator, dial
617-499
and any
5xxx
extension.
When answering a page from outside
the hospital dial
617-499-5005
for the Page Operator or dial
617-499-5665
plus any extension inside Mount Auburn Hospital.
Being paged to 772 plus a 2xxx number indicates you
have an outside call holding.
The 2xxx can be dialed like any other extension.
Answering a Page
Voice Processing System (Back Door)
Direct Inward Dialing
The main number of the hospital is 617-492-3500.
HOW TO CALL THE HOSPITAL
LOCAL & LONG DISTANCE DIALING
LOCAL CALLING
• 9 + area code + 7 digit number (patients also) • 9 + 411 = information (patients also)
• 9 + 1 + 800 + number (patients also) LONG DISTANCE CALLING
• 9 + 1 + area code + 7 digit number (patients must bill elsewhere) 9 + 1 + area code + 555-1212 = information
(patients - call Hospital operator)
9 + 0 + area code + 7 digit number = tone for AT&T cards (patients and staff)
(9 + 0 + area code + 7 digit number = tone - patients)
Note: AT&T, MCI, and Sprint calling cards can be used from most phones (patients' also).
INTERNATIONAL CALLING
• 9 + 011 + country code + city code + local number - for direct dial (patients - call Hospital operator and bill elsewhere)
Note: AT&T, MCI, and Sprint calling cards can be used from most phones. (patients also)
CALLING A BELL ATLANTIC OR AT&T OPERATOR • Call Hospital operator (patients also)
M.I.T. TIE LINE
How to Access My Own Mailbox:
• Dial 5665 • Enter password • Dial 5665 • Press * • Dial my mailbox • Enter password • Dial 5665 • Press # • Dial my mailbox • Enter password • Dial 617-499-5665 • Press # • Dial my mailbox • Enter password Review 1 Send 2 Check Receipt 3 Personal Options 4 Restart Session 5 Exit * Cancel ... * Help ... 0 Complete ... # or SkipMAIN MENU
VOICE PROCESSING SYSTEM
(Octel-Aspen Voice Messaging System) Important Numbers:Aspen's Access Number: 617-499-5665 from outside MAH or Extension 5665 from inside MAH
Directions to MAH...MB 1236 M.A.R.A. Activity Line ...MB 5650 Room Scheduling ...MB 7666
HOW TO CALL A MAILBOX (also how to transfer a call):
From a phone or extension with a mailbox directly to a mailbox:
• Dial extension 5665
• You hear the recorded name of mailbox associated with the phone or extension
• Press **; dial desired mailbox number
From a phone or extension without a mailbox directly to a mailbox:
• Dial extension 5665
• You hear the system greeting, "Welcome to Mount Auburn Hospital's Voice Processing System..."
• Press 2 plus #, dial number (works with or without #)
FROM ANOTHER PHONE OR EXTENSION WITH A MAILBOX
FROM OUTSIDE MAH FROM A PHONE OR EXTENSION WITHOUT A MAILBOX FROM MY PHONE OR MY EXTENSION WITH A MAILBOX
INITIALIZING YOUR MAILBOX
Once in Octel, using the temporary password (62835), the system prompts you to:
• Change Password
• Record first and last Name (of mailbox)
• Record Personal Greeting (no standard system greeting please)
Note: Always * out until system voice says "Goodbye". Do not simply hang up.
VOICE PROCESSING GUIDELINES
The purpose of any telephone system is to facilitate communication between the caller and the called party. All callers to a business expect to:
1. Have calls accepted by the person being called when that person is available to take calls.
2. If the called party is unavailable, be told:
• When the person will be available to take calls • When the person will be returning calls
• Who can be contacted in the person's absence
3. Speak with a co-worker of the called party who can assist the caller. 4. Be able to reach a person during business hours.
5. Accomplish the purpose of the call, whether that requires speaking with a person, leaving a message, or listening to information without having to listen to extensive, time-consuming instructions.
In order to make this happen, the following guidelines are offered:
1. Make sure callers, particularly outside callers, are answered by a person as often as possible.
2. Limit menu options to 3 or 4 maximum.
3. Change personal mailbox greetings frequently to keep callers informed. Use the extended absence greeting when not picking up messages. 4. Make sure when callers are instructed how to reach a person, there is
always a person available to answer; i.e., you would not want to create a scenario where the caller is directed out of an individual's mailbox to reach a person and ends up in the second person's mailbox.
5. Make sure that personal mailbox instructions and system instructions are easily understood and not redundant.
DIRECT DIAL “BEEPER” PAGING
DIRECT DIALING A PAGER
Dial x5110 (Dial 499-5110 from outside hospital) CHANGING YOUR STATUS
Dial x5111 (Dial 499-5111 from outside hospital)
Call Page Operator (x 5005) ONLY for a Covering; i.e., to sign one pager out to another or a Referral to a Telephone Number
Call Park:
Being paged to "772" plus a four digit extension 2xxx, indicates you have an outside call. You must initiate the conversation. There will be no operator on the line and no ringing to indicate you are connected to your call.
From Inside the Hospital:
Dial "2xxx" and you will be instantly connected to your call. From Outside the Hospital:
Dial 499-5005 for the page operator or 499-5665 and direct yourself to extension 2xxx through the voice processing system.
Emergency "Stat" Calls:
Any message with the number "22" plus a four digit extension, indicates a stat call. Simply dial the four digit extension.
Low Battery Display:
The pager will indicate when the battery has less than eight hours of life remaining. Batteries may be obtained from the Telecommunications Department on Needham 6.
NOTE: To locate employees who are on-call for the hospital the hospital operators activate pagers first during day and evening shifts (7 - 12 a.m.) and call home numbers first during the night (12 - 7 a.m.).
HOSPITAL DICTATION SYSTEM
Medical Transcription Department
Extension 5142
GENERAL INFORMATION
Mount Auburn Hospital dictation system is the latest in digital technology and has speech recognition capabilities. All work is transcribed by hospital employed transcriptionists. Radiology reports are created through another system via speech recognition, so they are not available for review over this system. Inquiries regarding those reports should be directed to the Radiology Department.
Each clinician/doctor must be assigned their own unique dictation ID number so the system can learn their specific speech patterns and dictation styles. NEVER ALLOW SOMEONE ELSE TO USE YOUR DICTATION ID NUMBER! Contact HIM at x3026 if you do not have an assigned number.
DICTATE
1. From inside the hospital: ext. 5149. Outside hospital: 617-499-5149. 2. Enter your 4-digt ID user number.
3. Enter the 2-digit Dictation Work Type.
4. Enter the Medical Record Number (MRN), then PRESS THE
#
KEY. (No need to enter leading zeroes)5. PRESS 2 to begin dictation.
6. To remain connected and dictate another report, Press 5. You will hear report confirmation number. Write it on the facesheet/chart to confirm dictation. Repeat from Step 3 above.
7. To end dictation and disconnect, Press 9, confirmation number will be given, then hang up.
REPORT REVIEW (your dictation or another physician's) 1. Call dictation system ext. 5149 (or 617-499-5149)
2. Enter 4-digit user ID number. 3. Press
*
and then 3 to review reports4. To review by MRN, press 1. To review by Work Type and MRN, press 2. To review by confirmation number press 3.
5. Enter information requested by voice prompt.
6. Press 5 for more matching reports on the same patient/work type. SUSPEND/RESUME DICTATION
If you are interrupted during dictation, you may suspend the report and return later to complete it.
1. Press
#
, then 4 at any point during your dictation. This will suspend the current report. The system will then prompt you for the next report to be dictated. This will suspend the current report. If you do not want to dictate another report at this time, hang up.2. The next time you call the dictation system and enter your 4-digit ID, the system will alert you that you have an OPEN dictation. To complete the dictation at this time, press
#
, and then 1 and begin dictating. If you choose not to complete the report, enter the report criteria for the next report you wish to dictate.3. Once in Suspended Dictation: Press 1 to go to Next Suspended Report (leave current dictation suspended, then listen to next suspended dictation), or Press 5 to complete dictation.
GENERAL POINTS
1. When you begin dictation, it is important to identify yourself, state what you are dictating, who should sign the report if you are dictating for someone else, as well as state and spell patient’s name, and state patient’s medical record number (not financial number). If any of this information is missing, the likelihood of your report being delayed is great as we have to research what information you have given to identify what is missing.
2. Speak boldly and clearly so we can understand what you are saying. Dictate all punctuation! This is necessary to have a good voice model for the speech recognition engine to translate your words for us in order to edit the text correctly. We listen to every speech recognized report and make corrections as SR is never a perfect draft.
3. If you accidentally get disconnected from the system in the middle of a dictation, DO NOT START over from the beginning. Call back in and state what happened and begin where you were disconnected. We can attach this portion to what you had already done.
4. If you decide you want to abandon the dictation you had started after several minutes of dictation, please call 5142 and let us know so we do not transcribe that portion needlessly.
5. Cell phones do not interface well with the dictation system. We have had to call to request re-dictations because frequent breakups in the dictation make the report unintelligible. Cell phones are also not as secure as landlines. TELEPHONE KEYPAD FUNCTIONS
WORK TYPES
Patient Reports
58 Consultation 12 Discharge Summary 10 Discharge Summary, STAT 14 Discharge Summary, Psych. 16 MICU Summary
13 History & Physical 11 Operative Report 29 EEG 61 Pain Clinic 62 Surgery Clinic Cardiology 26 Cardioversion 23 Cath. & Angiogram 22 Echo 24 Electrophysiology 28 ICD Implant 27 Pacer Implant 21 Stress 25 TEE Gastroenterology 15 All Reports Radiation Therapy 31 All Reports End Dictation/ Next Report Fast Forward 1 2 3 4 5 6 7 8 9 * 0 # Play Report Confirmation Number and Hang up Go to Beginning
(* then 3 for Report Review)
Telephone Keypad Functions
Rewind Record/Pause
Go to End
Press after MRN entry
INTERPRETER SERVICES
FOR SCHEDULED APPOINTMENTS:With more than 48 hours notice:
Fax form, found on Caregroup Portal under “Interpreter Services-Community Health.”
With less than 48 hours notice:
Monday – Friday: 8:00 a.m. – 5:30 p.m. Office: 617-499-5750
Spanish: PID 6681 or 6852 Portuguese: PID 6852
Armenian, Russian: PID 6692 Other languages: PID 6681
AFTER 5:30 P.M., WEEKENDS, HOLIDAYS:
PID 6681
In addition to medically trained full-time and per diem interpreters, the
telephone language line is available to all clinicians 24/7.
From ANY phone including the Interpreter Phone on Pole ( I-POP): 1. Call 1-800-481-3293
2. At prompt enter account number 501-013-162
3. At prompt enter PIN 3473 (or PIN assigned to your area). 4. Follow instruction to select language.
5. Write interpreter ID number in patient’s medical record. Note: Dual headset blue Cyracom phones (available through the Interpreter Services Office) are pre-programmed for steps 1-3 above.
FOR THE DEAF AND HARD OF HEARING:
Arrangements for a sign language interpreter should be scheduled as above.
Video remote interpreting available by paging 6681.
A TTD or TTY (text telephone for the deaf) is available in the Emergency Department for persons who are hearing-impaired to call into the
hospital. The number is 617-499-5097. A portable device is kept in the Telecommunicions Department and may be requested for use by patients in the hospital.
FOR MORE INFORMATION,
PLEASE SEE LINK ON CAREGROUP PORTAL PORTAL.MAH.HARVARD.EDU
“INTERPRETER SERVICES—COMMUNITY HEALTH” UNDER THE “CLINICAL” TAB.
TELEPHONE FEATURES
SINGLE LINE TELEPHONES:General Procedures
1) Once you begin using a feature, you must complete the procedure in fifteen (15) seconds. If not, the feature is timed out, you'll hear busy signal and you must start again.
2) Tap the LINK button briefly (one second only) to implement a feature. On a single line telephone with no LINK button, the switchook or cradle button functions the same way as the LINK button. 3) Always pause sufficiently for the "special dial tone" (three short bursts followed by a steady
dial tone) when implementing a feature.
FEATURE PROCEDURE PURPOSE
CALL To Activate: To forward calls to another extension
FORWARD • Lift handset while your phone is unattended • Dial # sign + 1
• Dial extension to which you are forwarding • Hang up
To Cancel:
• Lift handset • Dial # sign + 1 • Hang up
NOTE: In call forward mode: 1) You can make other calls
2) Only the person to whom you call fowarded can ring your phone
CALL • Lift handset To answer ringing phone in your area
PICK-UP • Dial 73
CALL • Press LINK button To transfer call (internal, incoming
TRANSFER • Wait for special dial tone or outgoing) to another extension • Dial extension
• Announce call • Hang up
NOTE: If busy signal or no answer, press LINK button to return to original party
CONFERENCE • Press LINK button To add up to 5 parties to present • Wait for special dial tone conversation
• Dial third party's number
• Press LINK button to connect all parties • Repeat steps to add additional parties
CONSULTATION • Press LINK button To consult with third party (internal or
HOLD • Wait for special dial tone external) while original party holds • Dial extension
• Consult
• Third party hangs up
• You are automatically reconnected to original party
LAST NUMBER • Lift handset To automatically redial the last
REDIAL • Dial 789 or number dialed • Lift handset
PERMANENT • Press LINK button To put party temporarily on hold at
HOLD • Wait for special dial tone your phone • Dial # sign +4
• Hang up
NOTE: Phone rings once as 60 second reminder that caller is holding.
RING After receiving busy When you receive busy extension
AGAIN ext. or trunk: or trunk line, your phone will ring • Press LINK button you back with special ring when • Wait for special dial tone line is free and redial for you. • Dial 71 • Hang up To cancel: • Lift handset • Dial 72 • Hang up
NOTE: In ring again mode, you can make or receive other calls.
SPEED To program: To program frequently called
CALL • Dial # sign + 2 outside numbers into a speed • Dial 1 or 2 digit code (0-9 or 00-19) call list from a phone designated +9+ telephone number a "controller"
• Hang up
To use:
• Dial # sign + 3 To dial frequently called outside • Dial 1 or 2 digit code for numbers by dialing 1 or 2 digit number desired code assigned to that number
CALL • Press Transfer key To transfer call (internal,
TRANSFER • Wait for special dial tone incoming or outgoing) • Dial extension to another extension • Announce call
• Press Transfer key
NOTE: If no transfer key, use Conf. 6 key in the same way.
NOTE: If busy signal or no answer, press the exten sion key to return to original party.
CONFERENCE • Press Conf. key. To add up to 5 parties on one • Dial third party’s number conversation (internal or external) • Announce call
• Press Conf. key to con nect all parties * Repeat steps to add additional parties
NOTE: If busy signal or no answer, press extension button to return to holding parties.
CONSULTATION • Press Transfer key To consult with third party
HOLD • Wait for special dial tone (internal or external) while original • Dial extension party holds
• Consult
• Third party hangs up
• Press extension key to reconnect to original party
LAST NUMBER • Lift handset or select a free To automatically redial the last
REDIAL extension number dialed
• Press last number key or the extension key again
ON-HOOK • Leave handset on-hook To place calls without lifting
DIALING • Press available ext. and handset
(standard) dial number desired
• When party answers, lift handset to speak
To disconnect from call:
• Hang up or press Release key
RING After receiving busy When you receive busy extension
AGAIN ext. or trunk: or trunk line, your phone will ring • Press Ring Again key you back when line is free and • Hang up redial for you.
To answer:
• When special ring again tone signals you, press available extension • Press Ring Again key
To cancel:
• Press Ring Again key
NOTE: In ring again mode, you can make or receive other calls.
SPEED To program: To program frequently called
CALL • Leave handset on-hook outside numbers into speed call list • Press Speed Call key and from a phone designated a dial 1 or 2 digit code "controller"
(0-9 or 00-19)+9+ telephone number • Press Speed Call key again
To use: To dial outside frequently called • Press available extension numbers by dialing 1 or 2 digit • Press Speed Call key code assigned to that number • Dial 1 or 2 digit code for number desired
