Downtime Procedure

Before the start of clinic, it is good practice to generate & export the list of appointments for the day.

• Sched - All Booked Appointments report
• Temp - Detailed Patient List report - another option

	Major Step	Details	Who is involved?
1	<RECEIVE DOWNTIME NOTIFICATION> Notify staff and clients of the next steps.	Any number of situations can trigger a temporary downtime situation, including a power/electrical outage, internet outage, or the ImmsBC website going down.	Operations Lead
2	Distribute appointment list to the front-of-house		Operations Lead
3	Print out and have Immunizers complete the Signature Log	This signature log allows PAs to identify the immunizer. This is essential for accurate data entry > Attached: Clinical Signature Record	Immunizers
4	Confirm client's appointment and prepare One-Write	Track the arrival of clients on paper or Excel Prepare paper One-Write after verifying client demographics NOTE: Clerks complete the following: Date, Name, PHN, Birthdate, Sex, Address, Phone # Direct client to Immunization queue as per usual	Clerks
5	Conduct screening assessment, chart consent, and provide vaccination(s)	Receive paper One-Write from client Follow standard procedures for informed consent and vaccination Verbally confirm the reason for the visit, the client's vaccine history, and date of last dose(s) Complete the remainder of the One-Write: Trade Name, Dose #, Volume, Lot #, Site, signature Top right: clinic location Provide the yellow copy to client and retain the original. Direct client to After-Care Before leaving the station (for breaks, role change, etc.) deliver the stack of One-Writes to the PAs for data entry. Do not leave One-Writes unattended.	Immunizers
6	<RECEIVE NOTIFICATION OF RESOLUTION>	Notify staff to switch back to regular workflows Notify clerks to begin preparing for back entry into ImmsBC when time permits. Depending on staffing levels, immunizers may also be asked to back-enter.	Operations Lead
Returning to regular operations
7	Back enter immunization record into ImmsBC	Receive paper One-Writes and back enter into ImmsBC  If the client was checked in prior to the power/wifi outage, complete their appointment through Vaccine_Admin For each completed One-Write, use a highlighter to strike through the form at a diagonal.	Clerks and/or immunizers
8	Collect and send back-entered One-Writes for archiving	Collect back-entered One-Writes Place in envelope labelled with clinic location and date Send to 8th Floor – 601 W Broadway for archiving	Operations Lead