Chapter 13: Downtime SOP: Paper Register and Back Entry

1. Purpose#

To maintain operational bed management during server, network, or power outages using physical paper registers, followed by mandatory back-entry within two hours.

2. Scope#

All hospital admitting desks, casualty wards, and specialty inpatient units.

3. Responsibility#

All On-duty Clinical Staff, Bed Managers, and IT Facility Incharge.

4. Prerequisites#

Pre-printed physical Shayya Setu Contingency Registers available at every nursing station.

5. Procedure#

1. If an outage exceeds 15 minutes, initiate physical logging in the designated paper register. 1. Record exact event time, bed identifier, patient UHID, originating status, and target status in ink.

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ID: hospital/h19_index_register

📅 Screenshot Date: 27 Sep 2026

Upon network or power restoration, the Bed Manager initiates electronic back-entry.
Enter each logged event using the Late Entry interface, specifying the actual historical event timestamp.
All back-entries must be completed within 2 hours of system restoration.

6. Timelines / SLA#

Paper logging initiated within 15 minutes of outage. Digital back-entry completed under 2 hours post-recovery.

7. Troubleshooting and Escalation#

Where historical events conflict with active bed state, utilize the Correction workflow with mandatory superintendent sign-off.

8. Records Kept#

Physical downtime ledger, late-entry audit flags in event store, and post-incident continuity reports.