Microsoft Word - CODAC Business Continuity Plan 2024.docx

3. As soon as possible, the chief information officer will inform the CEO who will assist in determining if any additional steps are needed. The chief financial officer should be notified of the outage to determine fiscal impacts of disruption(s). 4. If necessary, IT will alert appropriate personnel of the disruption(s) including further instructions as appropriate. Should the situation be critical – including potentially disrupting business operations in any manner such as ransomware or another serious cybersecurity threat – IT will notify the chief financial officer. Recoverability will be assessed. As appropriate, leadership and CEO will be alerted. If necessary, the chief financial officer or designee will immediately inform CODAC’s insurance representatives who will initiate cybersecurity protocols. Every effort will be made to ensure that total recovery is possible, and services are not interrupted or are restored as soon as possible. If CODAC’s Electronic Health Record (EHR) Nextgen is down for more than 24 hours, IT Staff and Leadership will monitor the status of the NextGen system continuously.  If the outage extends beyond 72 hours, IT Staff will notify Clinical Leadership and the clinical team immediately. Interim Documentation:  The clinical team will be instructed to document all patient services manually or using alternative electronic systems, if available.  Documentation should include all pertinent information necessary for accurate and complete medical records and billing. Service Documentation:  Clinical staff will maintain detailed records of all services provided, including patient information, services rendered, and any other relevant clinical notes.  These records should be kept in a secure location and organized in a manner that will facilitate easy entry into NextGen once the system is restored. Submission and Data Entry:  Once NextGen is operational, the clinical team will enter all manually documented services into the system.  IT Staff will provide support as needed to ensure data integrity and accuracy during the transition. If possible, appropriate personnel and stakeholders will be given details related to the outage, including how long the outage will occur, what systems will be interrupted, when systems expect to be and are restored and how to access vital information or contact appropriate personnel during the outage. Updates on any changes to these details will be communicated as soon as the information is known.

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