How Does dbtech Handle Planned Downtime Windows for EHR Upgrades?
Planned downtime is a different kind of challenge than unplanned downtime, and in one important way it is actually an advantage: you know it is coming. That advance notice changes the preparation equation entirely and gives healthcare organizations the opportunity to get far more value from their downtime solution than just waiting for something to go wrong.
Here is how dbtech supports planned downtime windows and how to make the most of them.
Before the Planned Downtime Window
Because planned downtime is scheduled in advance, your team can prepare in ways that are not possible during an unplanned outage. With dbtech in place, the preparation steps before a planned maintenance window include:
- Verifying that the HL7 data feed from your EHR has been running correctly and that patient data on the downtime workstations is current
- Confirming that all downtime workstations are powered on and accessible in their designated locations
- Notifying department leads in advance so that nursing, registration, ED, and other teams know the EHR will be unavailable and that they should use dbtech workstations during the window
- Confirming that form libraries in dbtech’s eForms are up to date and reflect any recent changes to clinical or registration workflows
- Briefing new staff or travelers who may not have used the downtime system before
This advance preparation means that when the planned window begins, staff are not surprised and not improvising. They know what to do and where to go.
During the Planned Downtime Window
Once the EHR goes offline for the scheduled maintenance, dbtech’s downtime workstations continue operating exactly as they would during an unplanned outage. Patient data that was current at the time the EHR went offline remains accessible. Staff can:
- Register new patients using downtime encounter numbers
- Access the census and patient history for current inpatients
- Complete and sign electronic forms without the EHR being online
- Print barcoded wristbands and labels
- Document care and clinical notes electronically rather than on paper
Planned downtime windows are also the ideal opportunity to run a downtime drill with your actual clinical teams. Because the scenario is controlled and the stakes are lower than an unplanned outage, staff can practice the full workflow, ask questions, and build familiarity with the system in a low-pressure environment. Organizations that treat every planned maintenance window as a training opportunity tend to be significantly better prepared when unplanned outages occur.
After the Planned Downtime Window
When the EHR comes back online after a maintenance window, the recovery process follows the same steps as any other downtime event. Data collected in dbtech during the window, including registrations, form completions, and scanned documents, is exported back into the EHR through the bi-directional HL7 interface. Because planned downtime windows tend to be shorter and more controlled than unplanned outages, the volume of data to reconcile is typically smaller and the recovery process is faster.
Planned windows are also a good time to review your downtime configuration and make updates:
- If the EHR upgrade changes any data fields or workflows, verify that the HL7 feed and form configurations still align correctly after the upgrade is complete
- If new departments have been identified for downtime coverage, use the post-window period to add or reconfigure workstations
- Review any friction points that came up during the window and update unit-level protocols accordingly
Using Planned Downtime to Strengthen Your Overall Preparedness
The organizations that are best prepared for unplanned downtime events are almost always the ones that have been intentional about planned windows. Every scheduled maintenance window is an opportunity to train staff, test the system, identify gaps, and update procedures. Over time, this consistent practice builds an organizational muscle for downtime response that no amount of policy documentation can replicate.
To make sure your dbtech configuration is current and your planned downtime procedures are solid before your next maintenance window, schedule a Downtime Audit Assessment or contact our team to review your setup.