X Other: Health Link
Policy #: HL-
Title: Health Link Emergent or Canceled
PRD Downtime (this policy is used by
UWHC, UWMF, Unity, and affiliated
This policy establishes a process for approval and communication in the event of a
Health Link Production (PRD) emergency downtime or cancellation of a scheduled PRD
downtime. This also includes any impact on web applications pointing to PRD, as well as
notification on web applications.
This policy applies to UWHC, UWMF, and Unity, as well as their affiliates.
Health Link: The trademarked name for the Epic Systems integrated health record and
Regular Notice Downtime: A planned (i.e., scheduled) system downtime that occurs
more than one week away and is completed within the scheduled time. This corresponds
to either a Downtime Level 1 or Level 2, per UWHC Administrative Policies 6.37 and
Short Notice Downtime: A planned (could be scheduled) system downtime that occurs
within one week or less and is completed within the scheduled time.
No Notice Downtime: A system is not accessible, or is non-operational, for a period of
time that was not previously scheduled and communicated to that system’s users (i.e.,
operational stakeholders). This is also referred to as an unplanned downtime. A regular
or short notice downtime that exceeds the scheduled length of time by more than 20
minutes should follow the policy and procedure for a No Notice Downtime. A No Notice
Downtime of Health Link corresponds to a Downtime Level 3, per UWHC Administrative
Policies 6.37 and 6.45. A No Notice Downtime of both Health Link and the network
corresponds to a Downtime Level 4, per UWHC Administrative Policies 6.37 and 6.45.
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For each scenario in the Health Link Emergent of Canceled PRD Downtime Procedure
(HL-019-PRO), the purpose of a downtime or downtime cancelation must be business
critical (financial and/or legal) or related to patient safety deemed as high priority with
considerable consequences to the organization. Each scenario identifies all of the
ξ Who can designate an emergent downtime or cancelation of a scheduled
ξ Who needs to be aware of the proposed downtime?
ξ Who needs to approve a downtime prior to proceeding with it?
ξ What methods of communication must be utilized to notify staff and end users?
The following procedures support this policy:
Health Link Emergent or Canceled PRD Downtime Procedure (HL-019-PRO)
VI. RELATED DOCUMENTS
UWHC Administrative Policy 6.37 Inpatient Health Link Downtime and Recovery
UWHC Administrative Policy 6.45 Ambulatory Health Link Downtime and Recovery
UW Health IS System Downtime Policy (AD-POL-005)
UW Health IS System Downtime Procedure (AD-PRO-005)
Change Review and Management Policy and Procedure (AD-002)
UW Health is not a legal entity. UW Health comprises three separate entities. This policy
applies to facilities and programs operated by the University of Wisconsin Hospitals and
Clinics Authority and the University of Wisconsin Medical Foundation, Inc., and affiliated
Each entity is responsible for enforcement of this policy in relation to the facilities and
programs that it operates.
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The details of Coordination of UWHC and UWMF are shown below. Approval and
coordination of this policy by those entities occurs per their individual processes.
UWHC Sr. Management Sponsor: UW Health IS CIO
UWHC Author: IS Director - Project Management
UWHC Reviewers: IS Director - Project Management; IS Director -
UWHC Approval committee(s): IS Health Link Technical Leaders
UWMF Sr. Management Sponsor: UW Health IS CIO
UWMF Author: IS Director - Project Management
UWMF Reviewers: IS Director - Project Management; IS Director -
UWMF Approval: IS Health Link Technical Leaders
IX. SIGNED BY
UW Health CIO
X. REVISION HISTORY
Effective Date Next Review Summary of Changes Change Authors
Updates for No Notice
Downtime. S. Schroeder, J. Leonard
10/24/2013 10/24/2014 Original release. L. Baker, S. Juedes, S. Schroeder,