Clinic Downtime Planning

Map the day

Trace scheduling, intake, identity verification, communication, prescriptions, laboratories, referrals, billing, and records handling. Identify which steps stop when each dependency fails.

Prepare offline

• Store current approved forms and contact lists offline.
• Define activation authority and staff roles.
• Maintain alternate phone and communication paths.
• Set safe limits for reduced operations under organizational policy.

Reconcile deliberately

When systems return, validate them before routine use and use controlled processes to enter, match, and review offline documentation.

Minimum viable downtime package

• Activation and deactivation criteria with named authority.
• Current contact, escalation, and vendor routes available without the network.
• Approved paper forms, custody instructions, job aids, and sufficient supplies.
• Defined limits for scheduling, intake, laboratory, referral, prescription-process, billing, and communication workflows.
• A controlled method for system validation and later reconciliation.

First-hour priorities

Confirm scope without guessing at cause, protect time-sensitive services, activate approved processes, establish an independent communication channel, start a non-PHI decision log, stop improvised unsafe workarounds, and state when the next operational review will occur.

Reconciliation is part of the plan

Before paper is used, define how it will be identified, secured, matched, entered, checked for duplicates or omissions, and retained. Assign an owner for unresolved discrepancies and define when normal operations can safely resume.

Exercise without disrupting care

Walk through a realistic morning schedule, loss of a vendor, unreliable phones, a delayed restoration, and the handoff back to systems. Record decisions and gaps; do not place real patient data or credentials in exercise materials.

FAQ

Common questions