SIEMENS TELEPHONE SYSTEM DOWNTIME BYPASS TELEPHONE USAGE

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1 SIEMENS TELEPHONE SYSTEM DOWNTIME BYPASS TELEPHONE USAGE I POLICY: SIEMENS TELEPHONE SYSTEM DOWNTIME/ BYPASS TELEPHONE USAGE II DEFINITION: The purpose of this policy is to ensure that proper procedures are followed when the entire Siemens Telephone System is out of service due to an emergency situation or due to scheduled maintenance. Bypass telephones can be manually activated when the Siemens Telephone System goes down. Bypass phones should be plugged-in and visible to all in the department. III RESPONSIBILITY: Vice President/Controller; Director of Revenue Cycle; Executive Manager On Call, Telephone Coordinator; Telephone Operators, Miscellaneous Clerks, Fiscal Clerks, Maintenance Department Supervisors, hereafter referred to as the Communication Team. Original: 1-09 Reviewed Revised 08/10 08/10 07/11 None 08/11 08/11 08/12 08/12 08/13 None 08/14 None 10/14 10/14 10/15 10/15 02/16 02/16 03/16 03/16 07/16 None 07/17 None 1-70 Page 1 of 7

2 IV PROCEDURES: Emergency Downtime 1) As soon as possible after being aware that the entire phone system is down, the Operator will announce the following message (ANNOUNCE TWICE), The Siemens Telephone System is out of service. All hospital personnel must utilize bypass telephones and follow emergency downtime procedures. The hospital operator will then contact Continuant as follows: 24/7 Coverage Call Subsequently, the Vice President/Controller (bypass number ), Nursing Administration (bypass number ), Security (beeper number ) and Nursing Supervisor (beeper number ) will be notified. They will coordinate the appropriate support in all areas of the Hospital to ensure patient safety in the event of a code, i.e. walkie-talkies in designated critical areas of the hospital-to be assigned by Risk Management (Report to Risk Management, 2 nd floor Main Hospital, for distribution). (See Attachment A3). Overhead paging will also be available. Code beepers can be activated by dialing , via the telephone operator's bypass telephone. The SPOK, Inc. Mobility beeper system will be available, via a bypass phone, by dialing , plus the 4-digit beeper number. If Nursing Administration or the Vice President/Controller determines telephone downtime will be less than 2 hours, bypass phones will be turned on, and if additional communication is needed, walkie-talkies from Risk Management will be distributed (See Attachment A3 for compiled numbers). If downtime will extend beyond 2 hours, we will notify Risk Management to determine if it is an internal disaster. If it is ruled an internal disaster, extending beyond 8 hours, additional measures will be taken to obtain emergency cellular phones. A manager/supervisor will contact the Verizon Wireless Crisis Response Team (V-CRT) to obtain cellular telephones. This service is provided at no cost in emergency situations and their toll free telephone number is A listing of cell phone numbers will be compiled on attachment A-3, and distributed throughout the hospital. 2) The Gordon Kapes BP-2 Power Failure Transfer Unit that is located in the Siemens Switchroom will connect 2-Wire Central Office (CO) ground trunks to selected locations throughout the hospital (see Attachment A-1 for locations and telephone numbers). The by-pass telephones will be available to accept incoming calls and to make outgoing calls. The only difference is the caller, when making outgoing calls, does not dial 9" to access an outside line. The user just dials Page 2 of 7

3 the ten (10) digit telephone number. Payphones will still function when the Siemens telephone switch is down. A listing of payphones by location is attached as Attachment A-2. Also, we have courtesy phones throughout various hospital locations. These courtesy phones will not function when the Siemens telephone switch is down. A listing of courtesy phones by location is attached as Attachment A-2. 3) When service is restored, the Operator will make the following announcement (ANNOUNCE TWICE), "The Siemens Telephone System is now operational." 4) The Vice President/Controller or Nursing Supervisor will coordinate the Notification of Emergency Services (i.e., local police, fire departments, and emergency medical services). NOTE: In most cases, bypass telephones do not have a dial tone when the Siemens Telephone System is operational. Only the Vice President/Controller, Telephone Coordinator, Telephone Operator and Maintenance Department Supervisors have the authority to override this function. Scheduled Downtime 1) Siemens Telephone System scheduled downtime must be approved by the Vice President/Controller. 2) The Vice President/Controller will coordinate scheduled downtime with all departments ensuring precautionary steps are taken so patient care is not interrupted. 3) For scheduled downtime, the Vice President/Controller will coordinate the Notification of Emergency Services (i.e., local police, fire departments, and emergency medical services). 4) Thirty (30) minutes prior to the scheduled downtime, the Operator will announce 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 the Siemens Telephone System is back in service. 5) When the phone system is back in service, the Operator will announce the following message (ANNOUNCE TWICE): "The Telephone System is now operational." Page 3 of 7

4 V. CROSS REFERENCE TO OTHER POLICIES Telephone Department Policy Number TEL-8 Risk Management Plan - Emergency Operation Plan Siemen s Telephone System Downtime Procedures Page 4 of 7

5 Policy Admin 1-70 Attachment A1 NOT ALL DEPARTMENTS HAVE A BYPASS TELEPHONE. The following are the bypass telephone numbers for each department. A listing of these numbers is also attached, on a label, to each bypass phone. Bypass Telephone Listing DEPARTMENT BYPASS NUMBER 3 PCU PCU PCU Monitor Room PCU East West East West East West Boiler Room CCU Central Supply CT Scan Emergency Room Emergency Room Emergency Room ER Registration Hospitalist ICU Information Systems Laboratory Medical Staff Offices Melenyzer Pavilion Mental Health (2 West ) MPOB-Insurance Office Nursing 4th floor Nursing Administration Operating Room Pharmacy Physical Therapy ( Ground Floor) Radiologist Reading Room Radiology (Tech Area ) Recovery Room Telephone Office Telephone Office Page 5 of 7

6 Policy Admin 1-70 Attachment A2 MVH PAYPHONE LISTING Location of Payphone Payphone number Mental Health Room 250 (left) Mental Health Room 250 (right) MVH 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 phone MPOB Lobby 1 st floor Oncology Waiting Room Area ED Waiting Room First Floor Vending Same Day Surgery Waiting Area ICU/CCU Waiting Room (phone is not labeled Courtesy just a wall phone for families to use) Page 6 of 7

7 Policy Admin 1-70 Attachment A3 We have 27 walkie-talkies on hand in the Risk Management Office. They are numbered for identification purposes, and set to different frequencies. Location You will only be able to communicate to the people on your same frequency; yellow will communicate with yellow, and black will communicate with black. MVH Walkie Talkie/Cellular Telephone Listing Walkie- Talkie No. Cell Phone Number 5 West Escort Location 6 East Executive on-call 6 West Housekeeping 7 East Information Systems 7 West IV Team Admissions Central Sterile Patient Representative Engineering ER Registration Lab Medical Records Nurse Supervisor Respiratory Care Telephone Coordinator Vice President/ Controller Walkie- Talkie No. Cell Phone Number Page 7 of 7

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