X Other: Information Services
Policy #: AD-
Title: UW Health IS System Downtime
Policy (this policy is used by UWHC and
This policy establishes a process for approval and communication in the event of a UW
Health IS supported system downtime.
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. This corresponds to
a Downtime Level 3, per UWHC Administrative Policies 6.37 and 6.45.
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. This
corresponds to a Downtime Level 4, per UWHC Administrative Policies 6.37 and 6.45.
1. All downtimes should have a related Change Management entry, including
appropriate approvals, as per the IS Change Management Policy.
2. Regular Notice Downtimes are communicated to operational stakeholders at least
one week before the scheduled downtime date, and at regular intervals until, and
including, one day before the downtime.
3. Short Notice Downtimes are communicated to operational stakeholders as soon as
the downtime date is known, and at regular intervals until, and including, one day
before the downtime.
4. No Notice Downtimes are communicated to operational stakeholders and IS
Management as soon as possible. Further communication occurs at regular intervals
and/or when new information is obtained.
5. For all downtimes, a final notification is sent once verification of downtime resolution
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System Downtime Procedure (AD-PRO-005)
V. RELATED DOCUMENTS
UWHC Administrative Policy 6.37 Inpatient Health Link Downtime and Recovery
UWHC Administrative Policy 6.45 Ambulatory Health Link Downtime and Recovery
Health Link Emergent or Canceled PRD Downtime Policy and Procedure (HL-019)
Change Review and Management Policy and Procedure (AD-002)
UW Health is a cohesive, united and integrated academic medical enterprise comprised
of several entities. This policy applies to facilities and programs operated by the
University of Wisconsin Hospital and Clinics and the University of Wisconsin Medical
Foundation, Inc. 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: UW Health IS Directors
UWHC Approval: UW Health IS Directors; UWHC Internal Auditor
UWMF Sr. Management Sponsor: UW Health IS CIO
UWMF Author: IS Director - Project Management
UWMF Reviewers: UW Health IS Directors
UWMF Approval: UW Health IS Directors
VIII. SIGNED BY
UW Health CIO
IX. REVISION HISTORY
Effective Date Next Review Summary of Changes Change Authors
Updates for downtime
changes to No Notice
S. Schroeder, J. Leonard
10/24/2013 10/24/2014 Original release. L. Baker, S. Juedes, S. Schroeder,