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Power Outage Policy (126.003)

Power Outage Policy (126.003) - Policies, Administrative, UWMF, UWMF-wide, Safety, Utilities - Equipment Management

126.003

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UW Medical Foundation (UWMF)
SAFETY POLICIES AND PROCEDURES

Subject: Power Outage Policy
Effective Date: 12/6/12 Approved: Dr. Richard Welnick, Medical Dir
Supersedes Policy Date: Revision #
Distribution: Uconnect

Reviewed


I. POLICY SCOPE:
This policy applies to all UWMF clinic locations.

II. POLICY STATEMENTS:
The UW Medical Foundation is dependent upon the delivery of electrical services. In the
event of a power outage, all efforts must be directed toward the rapid notification of
affected areas and restoration of electrical service and systems dependent on electrical
power. The intent of this policy is to:

a. Identify key people that must be notified of the power outage event,
b. Lists appropriate steps to identify the source and length of the outage,
c. Provide options for managing the event to ensure the safety of staff and patients.

III. PROCEDURES for normal business hours:
Upon learning of a power outage event, the clinic manager or designee will respond in
the following way:
1. Confirm if any occupants are stuck in the elevator (DO NOT ATTEMPT TO
RESCUE) and call elevator contractor and 911 for any urgent medical help.
2. Check on staff and share cell phone number so they can keep in contact with you.
3. Instruct reception or registration to move to main entrance to greet arriving patients.
4. If lighting is poor, instruct clinical staff to move as many patients as possible to
window view rooms.
5. Have staff gather flashlights.
6. Notify Clinic Operations (608-826-6715), Information Services (IS) Help Desk (608-
829-5474) and Facilities (608-287-2950) for support.
7. Work with Facilities to determine the following:
a) Source of the power outage and approximate length of time clinic (or affected
area in clinic) will be without power.
b) Alternate sources for heating, cooling, and portable water if needed.
c) A relocation or safety plan for temperature-sensitive medications. This may
include, but is not limited to:
i. Moving available frozen ice packs and thermometers to affected
medication refrigerators and freezers.

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ii. Relocating temperature-sensitive medications to another safe
medication refrigerators/ freezers at the site.
iii. Relocating temperature-sensitive medications to nearby UWMF clinic,
Central Pharmacy at 1 S. Park or UW Hospital & Clinics Central
Pharmacy.
 If medications need to be relocated to Pharmacy, call 608-219-
8640 to coordinate the delivery of medications.

8. The clinic manager will also work with Lab staff to ensure they have contacted lab
management to determine if any relocation or safety plan is needed for temperature-
sensitive lab specimens and products.

IV. PROCEDURES for after business hours:
There are two primary ways in which a clinic manager or designee may be alerted to a
power outage event after hours: a response call from Facilities because of a mechanical
failure or UW paging from a “no sensor contact” or “max temperature” alert. In either
case, the clinic manager or designee will respond in the following way:

1. Work with on-call Facilities (pager # 608-376-7006) to determine the following:
a) Source of the power outage and approximate length of time clinic (or affected
area in clinic) will be without power. NOTE: if the clinic manager is responding
to a “no sensor contact” alert, he/ she can also call the local power utility to
confirm if a power outage event exists. (A current list of power utility contact
numbers is located on the K drive under Special Shares/Building plans-
Contracts in a folder called Utility Information.)
b) Alternate sources for heating, cooling, back-up power and portable water if
needed.
c) Clinic facility is secured.
d) A relocation or safety plan for temperature-sensitive medications. This may
include:
i. Moving available frozen ice packs and thermometers to medication
refrigerators and freezers.
ii. Relocating temperature-sensitive medications to another safe
medication refrigerators/ freezers at the site.
i. Relocating temperature-sensitive medications to nearby UWMF clinic,
Central Pharmacy at 1 S. Park or UW Hospital & Clinics Central
Pharmacy.
 If medications need to be relocated to Pharmacy, call 608-219-
8640 to coordinate the delivery of medications.

2. If the power outage event is suspected to be greater than 8 hours and/ or affect
patient care next day, the clinic manager or designee will reference their private
copy of the after hour phone directory to contact:

a) The after-hours lab management contacts to determine if any relocation or
safety plan is needed for temperature-sensitive lab specimens and products.

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b) Their respective director, IS Help Desk (608-829-5474) and any other
appropriate staff to arrange for an early start time as necessary to prepare for
patient care that day (see procedures for an event during normal business
hours).
i. When calling the IS Help Desk, the manager will leave a message
about the power outage event. IS will respond early morning to
determine next steps for supporting clinic and patient care.

VERY IMPORTANT:
Unless the local power utility can confirm the power outage event has been
completely resolved, the clinic manager and Facilities will continue to monitor
systems reliant on power and take action as needed to ensure the best outcome of
the event.

3. After the power outage event, the clinic manager will:
a) Re-assess with Pharmacy the stability of any medications that may have
been stored outside the safe temperature ranges for more than 2 hours. The
clinic manager will use the “Medication Storage Investigation Form” in
attachment A to help with this effort.
b) If necessary, arrange for a debriefing with Clinic Operations and key staff to
discuss process failures and improvements.
c) Complete a Patient Safety Net report for any damaged items, lost product or
clinic downtime. This report should include any losses in direct costs and/ or
patient revenue resulting from the event.


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ATTACHMENT A
MEDICATION STORAGE INVESTIGATION FORM

Clinic Location: Date:

Clinic Contact: Highest/ lowest Temperature Outside of
Range:
Phone #: ____________________
Total Time Unit Was Out of Range:
Fax #: ______________________

Unit Affected: __________________________

Medication # of
doses
Lot # Exp.
Date
Vial Type Open/ unopened
Stability
(Pharmacy use
only)
Cost
(Pharmacy
use only)




































Fax to 1 S. Park Pharmacy (608) 287-2987