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TELEPHONE SYSTEM DOWNTIMEBYPASS TELEPHONE USAGEIPOLICY:Siemens Telephone System Downtime / Bypass Telephone UsageIIDEFINITION:The purpose of this policy is to ensure that proper procedures are followedwhen the entire Siemens Telephone System is out of service due to anemergency situation or due to scheduled maintenance. Bypass telephonesare ready and available to use. Make sure they are plugged in and visible toall in the department.IIIRESPONSIBILITY:Vice President/ Controller; Chief Information Officer, Director of RevenueCycle; Senior Executive On Call, Telephone Coordinator; TelephoneOperators, Miscellaneous Clerks, Fiscal Clerks, Maintenance DepartmentSupervisors, hereafter referred to as the “Communication Team.”IVPROCEDURES:Emergency Downtime1)When it is determined the entire phone system is down, the Operator willannounce the following message (ANNOUNCE TWICE), “The SiemensTelephone System is out of service”. All hospital personnel must utilizebypass telephones and follow emergency procedures.”Original: evisedNoneNone05/1809/19None1-70
Telephone System Downtime bypass usageIVPROCEDURES (Con’t):2)3)4)5)6)7)8)9)The hospital operator will then contact Continuant, phone service at: 24/7 Coverage - Call 1-800-836-6955Bypass phones are turned on and ready to use.The Vice President/ Controller ,Nursing Administration, Security, and NursingSupervisor will be notified by the most reliable means.a.The above listed will coordinate the appropriate support in allareas of the Hospital to ensure patient safety.Overhead paging will also be available. Code beepers can be activated bydialing 412-597-6099, via the telephone operator's bypass telephone. TheSPOK, Inc. Mobility beeper system will be available, via a bypass phone andby dialing the 10 digit pager number.If downtime will extend beyond 2 hours, the Chief Information Officer willnotify Risk Management to determine if it is an internal disaster.a.If it is ruled an internal disaster, extending beyond 8 hours,additional measures will be taken to obtain emergency cellularphones. A manager/ supervisor will contact the VerizonWireless’ Crisis Response Team (V-CRT) to obtain cellulartelephones. This service is provided at no cost in emergencysituations and their toll free telephone number is 800-9819558. A listing of cell phone numbers will be compiled onattachment A-3, and distributed throughout the hospital.The by-pass telephones will be available to accept incoming calls and tomake outgoing calls.a.The only difference is the caller, when making outgoingcalls, does not dial 9" to access an outside line. The userjust dials the ten (10) digit telephone number. NOTE: Bypassphones are turned on and available to use. Payphones willstill function when the Siemens telephone switch is down.b.courtesy phones are located throughout the hospital. Thesecourtesy phones will not function when the Siemens telephoneswitch is down. A listing of courtesy phones by location isattached as Attachment A-2.The Vice President/ Controller or Nursing Supervisor will coordinate theNotification of Emergency Services (i.e., local police, fire departments, andemergency medical services).When service is restored, the Operator will make the followingannouncement (ANNOUNCE TWICE), "The Siemens Telephone System isnow operational”.
Telephone System Downtime bypass usageIVPROCEDURES (Con’t):Scheduled Downtime1)2)3)4)5)V.Siemens Telephone System scheduled downtime must be approved by theVice President/ Controller or Chief Information Officer.The Vice President/ Controller or Chief Information Officer will coordinatescheduled downtime with all departments ensuring precautionary steps aretaken so patient care is not interrupted.For scheduled downtime, the Vice President/ Controller, TelephoneOperators will coordinate the Notification of Emergency Services (i.e., localpolice, fire departments, and emergency medical services).Thirty (30) minutes prior to the scheduled downtime, the Operator willannounce the following message (ANNOUNCE TWICE): "At (specific time)the Siemens Telephone System will be out of service for approximately(specific amount of time)”. Another announcement will be made when theSiemens Telephone System is back in service.When the phone system is back in service, the Operator will announce thefollowing message (ANNOUNCE TWICE): "The Telephone System is nowoperational".CROSS REFERENCE TO OTHER POLICIESTelephone Department - Policy Number TEL - 8Risk Management Plan - Emergency Operation PlanSiemen’s Telephone System Downtime Procedures
Telephone System Downtime bypass usagePolicy Admin 1-70Attachment A1NOT ALL DEPARTMENTS HAVE A BYPASS TELEPHONE.The following are the bypass telephone numbers for each department. A listing ofthese numbers is also attached, on a label, to each bypass phone.Bypass Telephone ListingDEPARTMENT3 PCU3 PCU3 PCU Monitor Room4 PCU5 East5 West6 East6 West7 East7 WestBoiler RoomCCUCentral SupplyCT ScanEmergency Room 1Emergency Room 2Lab Blood DrawER RegistrationHospitalistICUInformation SystemsLaboratoryMedical Staff OfficesMelenyzer PavilionMental Health (2 West )MPOB-Insurance OfficeNursing 4th floorNursing AdministrationOperating RoomPharmacyPhysical Therapy ( Ground Floor)Radiologist Reading RoomRadiology (Tech Area )Recovery RoomTelephone Office 1Telephone Office 2SecurityBYPASS 83724-258-2020724-258-2005724-258-2080724-997-5006
Telephone System Downtime bypass usagePolicy Admin 1-70Attachment A2MVH COURTESY PHONE LISTING Courtesy Phones are to be used to make outgoing, local calls only.Extended area/toll calls will not go through.Calls cannot be received on these phones.Location of Courtesy phoneMPOB Lobby - 1st floorOncology Waiting Room AreaED Waiting RoomFirst Floor VendingSame Day Surgery Waiting AreaICU / CCU Waiting Room (phone is not labeled “Courtesy” just a wall phone forfamilies to use)Behavioral Health
Telephone System Downtime bypass usagePolicy Admin 1-70Attachment A3We have walkie-talkies on hand in the Risk Management Office. They are numbered foridentification purposes, and set to different frequencies.You will only be able to communicate to the people on your same frequency; yellow willcommunicate with yellow, and black will communicate with black.MVH Walkie Talkie / Cellular Telephone ListingLocationWalkieTalkieNo.Cell PhoneNumberLocation5 WestEscort6 EastExecutive on-call6 WestHousekeeping7 EastInformationSystems7 WestIV TeamAdmissionsLabCentral SterileMedical RecordsPatientRepresentativeNurse SupervisorEngineeringRespiratory CareERRegistrationTelephoneCoordinatorVice President/ControllerWalkieTalkieNo.Cell PhoneNumber
SPOK, Inc. Mobility beeper system will be available, via a bypass phone and by dialing the 10 digit pager number. 6) If downtime will extend beyond 2 hours, the Chief Information Officer will notify Risk Management
