Electronic health record (EHR) downtime refers to periods of time when EHR systems are partially or fully unavailable, significantly impacting patient safety and care delivery. EHR downtime events, whether scheduled or unplanned, are disruptive to hospital and healthcare organizations as their computer systems are offline.
Recognizing EHR downtime efficiently is critical because it enables healthcare institutions and organizations to identify the indicators of downtime occurrence and take proactive measures to mitigate its impact.
This blog will guide you through recognizing when you are experiencing EHR downtime, the risks of missing those early cues, and a tool that can help keep your workflows running smoothly.
Key Indicators of EHR Downtime
Various factors can cause EHR system downtime. The most common being: equipment failure, software challenges, cybersecurity breaches, natural disasters, and human error. Regardless of the cause, downtime often reveals itself through noticeable disruptions in system performance. Some signs of downtime are easy to identify, such as:
- Delayed or inability to access patient records or other critical patient information.
- Slowed system response from constant lagging, freezing, or inability to log in.
- Disruptions are occurring across departments, with staff reporting similar access problems.
- Error messages due to server errors, connection issues, data retrieval, etc.
- Operational disruptions, such as delays in patient care or services, occur due to system failures.
Recognizing these clear indicators is the first step in identifying and preventing EHR downtime before it disrupts patient care. However, not all downtime occurrences are as obvious. Sometimes the signs are subtle and easy to overlook. That is why it is equally important to understand the more hidden indicators of EHR downtime.
Detect Hidden Signs of Downtime
Not every EHR outage announces itself with error messages or system-wide crashes. In many cases, downtime begins with less noticeable and seemingly insignificant issues that can discreetly interfere with workflows. Here are a few hidden signs to detect that your healthcare organization may be starting to experience EHR downtime:
- Partial Outages: Only certain modules stop functioning while others continue to operate correctly.
- Intermittent Disruptions: Systems may load inconsistently, resulting in partial staff access to patient records.
- Delayed Recognition: Minor glitches can be overlooked until they escalate into larger issues.
- Staff Workarounds in Place: Staff may rely on manual workarounds instead of immediately reporting a system issue.
These minor disruptions may not seem urgent, but they often signal bigger problems ahead. That’s why catching them early is critical for preventing a full-scale EHR downtime event.
Why Early Detection Matters
Spotting downtime early allows healthcare organizations to:
- Protect Patient Safety
- Reduce Compliance Risks
- Maintain Operational Efficiency
- Support Faster IT response
- Avoid Reputational Damage
By identifying problems at the earliest stage, hospitals and other healthcare organizations reduce both the clinical and operational impact of EHR downtime.
How dbtech’s Downtime Solution Can Help
Even with strong monitoring in place, downtime can still occur. That’s why having a reliable downtime software solution in place is crucial. Traditional paper-based methods often result in delays and errors; however, dbtech’s Downtime Solution enables healthcare organizations to provide faster and reliable patient care in the event of EHR downtime.
dbtech’s Downtime Solution will allow your organization to:
- Have real-time access to critical patient data during outages.
- Register patients and capture documentation electronically.
- Print barcoded wristbands, labels, and consent forms.
- Allow for a more rapid and efficient electronic recovery after a downtime event.
- Automatically sync all collected information once systems are restored.
- And much more!
By replacing manual workarounds with a secure digital software system, dbtech helps healthcare organizations minimize disruption, reduce errors, and maintain patient safety throughout downtime events.
Stay Ahead of EHR Downtime with dbtech
EHR downtime is inevitable, but missed warning signs or outdated paper processes should not put patients at risk. By recognizing these downtime indicators and pairing that awareness with dbtech’s Downtime Solution, healthcare organizations can protect their operations and deliver uninterrupted care for their patients.
Contact dbtech today to see how our solutions keep your workflows running–even when your EHR isn’t.