CONTINGENCY PLANNING
DIRECTORATE: Child and Women's Health
Key Contacts:
Service / Date
Impact
Response
Who to inform?
Key Responsibilities
Who
What
When
Child Health
19-May-2021 Al Child Health.
Referrals sent to RCC cannot be
Non urgent to wait. Urgent ones to be printed and sent to service. 25
Team administrators
non urgent to wait. Review in Update: 25 May RCC back
Updated 25 May
accessed
May update: RCC back online all urgent referrals sent through. 26 May
5 days.
online Urgent referrals
contingency put in place for referrals to come via fax in Paeds Admin to
coming through to service. 26
ensure that any referrals are not missed. Update 28 May al referrals to
May contingency for al
come direct to child health in paper form via RCC
referrals to come via fax
update 28 May al referrals
coming direct from Child
Health in paper format.
Continue until recovery.
19-May -2021 Al Child Health
POCT errors cannot be updated in Complete a paper error form and save to be scanned and sent in
Nurse Director
CNMs
process for keeping forms
Contingency until recovery
CWS
recovery
19-May -2021 Al Child Health
Reduced capacity of labs service
Critical samples only
CUL
Clinical Directors
Relay communication to
Contingency until recovery
Team
19-May -2021 Al Child Health
Lab results not accessible on CWS Results being returned in hard copy via lampson for clinician review,
CUL
Clinical Directors
Process in place to ensure
Contingency until recovery
and document in clinical record
results are acknowledged
19-May -2021 Child Health
Inability to complete large reports
CUL
Operations manager
work with typist team to find contingency until recovery
for clinically complex children or
a solution
reports for CPASS children
Plan in place with clinical typing team if continuation of no access to
Winscribe.
19-May -2021 NICU
No access to Plato
CUL
NICU doctors and Nurses
Update medical and nursing Contingency until recovery
Complete manual y for upload later, file in clinical record
team with process
19-May -2021 Al Child Health
Rosters for medical team and
Amion accessed by workforce coordinator. Hard copies provided to al Director of Operation's
Workforce Coordinator's
provide hard copies to each Contingency until recovery
phone numbers online
areas
area
19-May -2021 Al Child Health
Cannot record on imp - all
Director of Operations
Clinical Directors / Midwife
Communicate to the team
Contingency until recovery
functions including referrals /
Director / Administration
admissions / transfer / clinic
Team Leaders
appointments / location of
patients / patient alerts etc
Enter onto paper forms
19-May -2021 Al Child Health
PFM not sending patient food
Director of Operations
CNMs
Ensure process is happening Contingency until recovery
menu requests
Enter on form - fax to food services
on the ward
19-May -2021 Al Child Health
Referrals can't be graded online
CUL
Clinical Directors
Ensure process are in place
Contingency until recovery
complete on a paper based form
with team
19 May 2021 - NICU
No access to Plato
cnm
Admin team leader
process in place
contingency until recovery
complete manual form
19-May -2021 Al Child Health
Internal referrals not sent via PFM
Director of Operations
Clinical Directors /
Ensure process are in place
Contingency until recovery
Use manual referral process. Collection arranged by EOC 3 x day
Administration Team
with team
20-May -2021 Child Health
No access to policies and
Hard copy to be accessed. Update - guidelines available on teams in
Operations Manager
CNMs
Ensure printed copies
Contingency until recovery
guidelines for complex care
electronic format via app
available in areas
21 May 2021 Al Child Health
Operations Director
CD / CNM
Ensure that Datixs are
contingency until recovery
Unable to complete datix for
collected and investiagated
incidents
Moved to a paper based form to record incidents and investiation. All
on paper formats
forms to be reviewed by Operations Director
21 May 2021 NICU
Some Regional DHBs blocked
CD
CD / CNM
update staff regarding
Contingency until recovery
Waikato DHB emails, some have
process for contacting other
also axed the fax. Difficult to
DHBs
contact outside DHBs to give
weekly updates about their
patients in NICU
If email is blocked and no fax - staff to do a phone updated
21 May 2021 Child Health
Patients from other regional areas
CD
CD / CNM
update staff regarding
Contingency until recovery
leaving Waikato - inadequate
process for contacting other
discharge information to send with
DHBs
patient
Update as much as possible with limited information. Send full
discharge information when systems are back on line. Risk issue.
21-May -2021 CAPE
No visibility of patients. For
Opperations Manager
CNS CAPE
inform child protection team Contingency until recovery
enquieries about children they
of process
need NHI to look up paper notes. Use laptop that is avaiable in Delivery Suite to look up NHIs
25-May -2021 Al Child Health
Unknown eligibility Status of
Operations Director
CMM's / CNN
follow up with EOC
tbc
patients
staff given phone number of eligibility team to check
25-May -2021 Paeds outpatient Clinic Unknown patients attending clinic
Administration Team Lead
CNN
Ensure staff can login to the Contingency until recovery
as no IPM
Now have access to Midland Portal to see NHI and other information.
Portal
26 May 2021 Al child health
operations Manager
CMMs / CNMs
Create process for manual
Contingency until recovery
Oracle requests cannot be
requisitions and deliver in
processed online
Requisition forms can be completed manually and delivered
person
26 May 2021 Al child health
Daily news updates sent via
operations manager
operations coordinator
distribute information
operations manager
email are not being distributed
updates to al areas
throughout the service when
people do not have phones.
Plus not all staff getting the
paper communication
Printed copy disseminated through the service on a daily basis
26 May 2021 Child protection team
CD
CAPE Clinical Nurse Specialist contact national alert lead
Update: National lead advised
Unable to upload alerts to the
Oranga Tamarki to add
national system
Contact national lead for advice
Waikato Alerts
26 May 2021 Vulnerable Unborn
?
Clinical Midwife Specialist
Communicate to social work Contingency until recovery
team to highlight concerns for
No access to local alerts for
vulnerable women admitted
vulnerable unborn
to maternity services
Social worker referral when admitted if team have concerns
26 May 2021 Child protection team
No visibility of our Oranga
CD
CAPE Clinical Nurse Specialist follow up with oranga
Contingency until recovery
Tamariki cases (ROC) entered
tamarki
prior to the shutdown
OT has sent reports to Cape team with names of referral
26 May 2021 Child protection team
Unable to see who is booked
CD
Social Work Team
email communication to the Contingency until recovery
into violence intervention
DHB
training
Email comms asking who is booked to attend
27 May 2021 Child Health
Clinic attendances reduced and
Operations Director
Operations coordinator
plan for recovery
cannot follow up DNA
Manage backlog in recovery phase
27 May 2021 Child Health
Theatre booked 3 weeks in
operations director
Administration Team Leader Continue booking
Contingency until recovery
advance. As outage goes on a
new list is required
Continuing to book to Theatre list up to 18 June
27 May 2021 Child Health
Unable to determine patients Requested a communication to go out on social media to alert parents communications team
Administration Team Leader prepare a communication to posted up 27 May
who missed Telehealth
of children who were booked for a telehealth appointment from 18 May
be approved by Director
appointments while the
- 26 May that the telehealth system was down. They can ring and
telehealth system was down
rebook telehealth appointment.
27 May 2021 Child Health
Unable to share Paeds Onc info
CD
CNM
Put process in place
contingency until recovery
in shared care cases
Requested and received green laptop
30 May 2021 Child Health
NICU - admin team constantly busy
operations Manager
NICU CMM
Request additional admin
Additional admin in place
not enough time to check the
support
lampson for lab results in a timely
way and get them distributed
Request additional admin support. Additional support has been given
across the service.
and the lampson is now checked a consistent intervals.
30 May 2021 Child Health
Number of errors reported with
Label printers have been added in some areas. Preference is always to operations Director
CMM / CNN / CUL /CDs teams request teams use a double contingency until recovery
hand written NHI Labels
use a label printer. System in place to always check any handwritten
checking process for hand
label against patients notes / printed label NHI on the system
written patient labels
31 May 2021 Child Health
Special Authority requests
operations Director
CUL
update team
contingency until recovery
Primary care to access SA numbers for Paed
9 June NICU
No radiology meetings regarding
CUL
CD NICU
plan for recovery
recovery
patients
on hold
9 June NICU
MDT meetings not taking place as
CUL
CD NICU
plan for recovery
recovery
no access to information
on hold
9 June Paeds Surgery
MDT meetings not taking place as
CUL
CD NICU
plan for recovery
recovery
no access to information
on hold
Women's Health
19-May-2021 Maternity urgent /
Acute referrals sent to service
Move to fax based system
Referrers, Admin Team,
Midwife Director
inform referrers to the service immediately
acute: WAU
cannot be accessed
Graders
19-May-2021 Obs and Gyna
Referrals sent to RCC cannot be
Non urgent to wait. Urgent ones to be printed and sent to service:
CD Obstetrics
Team administrators
non urgent to wait. Review in updated 25 May urgent
outpatients
accessed
Update: 25 May RCC back online Urgent referrals coming through to
5 days.
referrals coming through.
service
19-May-2021 Maternity urgent /
Unable to access previous labs and Request referrer to fax with referral
CD Obstetrics
Midwife Director
Send communication to LMCs immediately
acute
rads for current patients
and GPs
19-May -2021 Al women's Health
POCT errors cannot be updated in Complete a paper error form and save to be scanned and sent in
Midwife Director
CMMs / CNMs
process for keeping forms
Contingency until recovery
CWS
recovery
19-May -2021 Al women's Health
Reduced capacity of labs service
Critical samples only
CUL
Clinical Directors / Midwife
Relay communication to
Contingency until recovery
Director
Team
19-May 2021 al Gynecology Clinics
Clinic List avaiable
CUL
Clinical Directors / Midwife
Relay communication to
Contingency until recovery
Women were contacted and told not to come to clinic. Appointment to
Director
Team
be rescheduled. Any woman who did not get the cancellation message -
they were seen if they presented if the appointment required further
follow up becuase of lack of information they were rebooked. UPDATE
24 May - stopped cancelling appointments all women were seen - GPs
contacted for further information about patient if required.
19-May 2021 Antenatal Clinic
Appointments not visible for some Continue with planned clinics. On arrival ask for NHI of woman and call CUL
Administration Team Leader Process in place in clinic for Contingency until recovery
clinics
chart of chart room. No women are turned away - they are al seen if
each day
they present. All ultrasound scans for appointments continued. Unable
to save image, however hand written report in place on findings.
19 May 2021 - Maternity
Bookings for elective c-section and Go through every womans clinical records in the chart room and
CD Obstetrics
administration Team Leader Admin team / communication Completed in one day closed
IOL not visible
identify date and time for procedure. As a backup send communication
to LMCs
to LMCs and request they contact admin team with information about
any of their clients booked in for c-section or IOL.
19 May 2021 - Maternity
Access to NHI for newborns
Use ED temporary NHI system
Administration Team Lead
Administration
Educate the maternity team Contingency until recovery
about the process
19-May -2021 Al Women's Health
CUL
Clinical Directors
Process in place to ensure
Contingency until recovery
Lab results not accessible on CWS Results being returned in hard copy via lampson for clinician review,
results are achknowledged
and document in clinical record
19-May -2021 Al Women's Health
Complete manual y for upload later, file in clinical records
CUL
Clinical Directors
ensure medical staff
Contingency until recovery
No online discharge summaries
completing discharge
summaries
19-May -2021 Al Women's Health
CUL
Clinical Directors / Midwife
Update medical and
Contingency until recovery
No access to Plato
Director
midwifery team with process
Complete manual y for upload later, file in clinical record
19-May -2021 Al Women's Health
Rosters for medical team and
Amion accessed by workforce coordinator. Hard copies provided to al Director of Operations
Workforce Coordinators
provide hard copies to each Contingency until recovery
phone numbers online
areas
area
19-May -2021 Al Women's Health
Cannot record on iPM - all
Director of Operations
Clinical Directors / Midwife
Communicate to the team
Contingency until recovery
functions including referrals /
Director / Administration
admissions / transfer / clinic
Team Leaders
appointments / location of
patients / patient alerts etc
Enter onto paper forms
19-May -2021 Al Women's Health
PFM not sending patient food
Director of Operations
CMMs / CNMs
Ensure process is happening Contingency until recovery
menu requests
Enter on form - fax to food services
on the ward
19-May -2021 Al Women's Health
Referrals can't be graded online
CUL
Clinical Directors
Ensure process are in place
Contingency until recovery
complete on a paper based form
with team
19-May -2021 Al Women's Health
Internal referrals not sent via PFM
Director of Operations
Clinical Directors /
Ensure process are in place
Contingency until recovery
Use manual referral process. Collection arranged by EOC 3 x day
Administration Team
with team
19 May Women's Health Colposcopy
Al high priority referrals up to 17 May recorded manual y. These
Colposcopy lead
clinic administrator
process to contact high
contingency until recovery
patients have been contacted to ascertain whether they have been seen
priority referrals
No visibility of waiting list /
or if they have an appointment scheduled in the next week. Update 8
High priority patients
June noted that colposcopy clinic appointments are down by 10 per
week
20 May Womens Health Colposcopy Unable to use Gynae+
Colposcopy lead
clinic adminstrator
paper process in place
contingency until recovery
software
Paper Gynae plus tempate put in place
21 May 2021 Al women's health
Operations Director
CD / CNM
Ensure that Datixs are
contingency until recovery
Unable to complete datix for
collected and investiagated
incidents
Moved to a paper based form to record incidents and investiation. All
on paper formats
forms to be reviewed by Operations Director
24 May 2021 Antental clinic
Midwife Director / CD
CMM
Ensure clinic staff are aware Contingency until recovery
Unknown what patients will attend Admin and CMM went through the antenatal clinic bookings and
of paper based ultrasound
clinic
identified women requiring ultrasound. A paper booking system for
booking system
ultrasound has been put in place. Empty slots are being kept each day
for any "unknown" booked patients attending
25 May Womens Health Colposcopy
Colp nurse to photocopy SCL specimen book record. Send to courier to Colposcopy lead
Colposcopy nurse and admin results process in place
contingency until recovery
avoid missing results
SCL. Paper results returned. Lead Colp nurse to collate and give to SMO.
SMO to action via telephone
25 May 2021 Lactation Clinic
CMM
Lactation clinic
communicate to LMC
Contingency until recovery
Booking for clinic
Paper system in place - bookings al known as in paper diary for May.
community to text referrals
Information to LMCs to text referral to lactation service
25-May -2021 Al Women's Health
Unknown eligibility Status of
staff have been given the phone number of the eligibility team to phone Operations Director
CMM's / CNN
follow up with EOC
tbc
patients
and check.
25 May Womens Health Colposcopy MDM review system
MDM postponed as data is not available. Colposcopy nurse working on Colposcopy lead
Colposcopy lead
prepare for paper based
contingency until recovery
collating information via email. Delay MDM until June
MDM in June
26 May 2021 Al women's health
operations Manager
CMMs / CNMs
Create process for manual
Contingency until recovery
Oracle requests cannot be
requisitions and deliver in
processed online
Requisition forms can be completed manually and delivered
person
26 May 2021 Al women's health
operations manager
Administration Team
Check photocopies for low
Contingency until recovery
Photocopies not automatically
tonner and order via phone
ordering toner
phone number available for reorder
26 May 2021 Al women's health
Daily news updates sent via
operations manager
operations coordinator
distribute information
operations manager
email are not being distributed
updates to al areas
throughout the service when
people do not have phones.
Plus not all staff getting the
paper communication
Printed copy disseminated throughthe service on a daily basis
26 May 2021 Vulnerable Unborn
?
Clinical Midwife Specialist
Communicate to social work Contingency until recovery
team to highlight concerns for
No access to local alerts for
vulnerable women admitted
vulnerable unborn
to maternity services
Social work referral when admitted if team have concerns
26 May 2021 Vulnerable Unborn
midwife Director
Clinical Midwife Specialist
Contingency until recovery
No referrals from Integrated
Contact Service regarding
Response Service
Contact referrers to encourage ongoing referrals and not to create a
non electronic format to
backlog
send information
27 May 2021 Women's Health
Clinic attendances reduced and
Operations Director
Operations coordinator
plan for recovery
in recovery phase
cannot follow up DNA occurred
during outage period as unable
to know DNA patients
Manage backlog in recovery phase
27 May 2021 Women's Health Gynae Theatre booked 3 weeks in
operations director
administration
put in place paper theatre list update iPM in recovery
advance on iPM - However also
system
booked in paper diary for the
year and then information
transfered into iPM for each 3
month period.
Continued to book theatre using paper system
30 May 2021 Women's Health
Number of errors reported with
Label printers have been added in some areas. Preference is always to operations Director
CMM / CNN / CUL /CDs teams request teams use a double contingency until recovery
hand written NHI Labels
use a label printer. System in place to always check any handwritten
checking process for hand
label against patients notes / printed label NHI on the system
written patient labels
30 May 2021 Womens Health
Delayed response to MoH audit
inform MoH audit team
Colposcopy lead
Colposcopy lead
Inform MoH regarding
contingency until recovery
Colposcopy
delayed
1 June Gynae
Local Gynae MDM
On hold as no imaging available. Restarted last week with pathology
CD Gynae
CD Gynae
Limited MDT
contingency until recovery
and radiology support with measures in place to discuss limited cases.
Catch up with be required during the recovery period
8 June 2021 Obs
High risk pregnancy meeting is
As wel as MDT discussion about management of women with high risk CD Obs
CD obs
decisions about complex
contingency until recovery
continuing each week
pregnancies this forum is also the place were decisions are made about
patients
transfering out any complex woman who requires additional imaging /
labs than the DHB can currently provide.
8 June Gynae
Regional Gynae Oncology MDM
Continues with Auckland DHB with pathology and radiology support
CD Gynae
CD Gynae
Continuation of Gynae
ongoing
Oncology MDT
9 June Maternity
NE MDT meeting on hold
unable to pull together information. To recommence when IS up and
CUL
CD Obs
NE review process on hold
on hold
running
9 June 2021 BFHI
Collection of data and completing inform BFHI national lead of situation - request delay for Waikato Audit Midwifery Director
CMM
inform national lead
plan for recovery
tasks in preperation for BFHI audit in order to collect information.
put on hold
9 June 2021 Breastfeeding Clinic
Referrals down by 70% on normal Move back from texting referrals to email referral system
Midwifery Director
CMM
Communicate with LMCs
send communication 10 June
weeks.
about referral to
Breastfeeding Clinic
9 June 2021 Antental Clinic
RAND available for time during the analysis show only 3 women missed appointments during this time who operations manager
CMM
Communicate with LMCs
send communication 10 June
outage
have been contacted to book appointment. Noted that referrals to the
about referrals
service are down
9 June 2021 Gyne Clinic
RAND available for time during the Contacting all women who had a missed appointment - priortising
operations manager
CMM
put process in place
contingency until recovery
outage
patients using an equity lens
<60 days)
Service
Impact
Response
Who to Inform
What
When
Recruitment to defer start
New Starter Provessing -ID Cards, Fob
dates. Maintain manual lists for
Contacting Employees.
Access
Unable to provide Service
clinical starts
Employees/ Managers
Managing Starters
M / W / F Ongoing
Less time for notification (<60
Col ating List of current
VCA Reminders
days)
Data Capture for Recovery
Recovery Plan
respondees
Delay VCA / emp may not be
Can only be completed during
Col ating List of current
VCA - Processing
permitted to work
recovry
Recovery Plan
respondees
Defer until systems are running
Contacting requestors to
Leave Buyouts
Unable to provide Service
/ ASK HR to contact
Recovery Plan
advise delays
Ongoing
Defer until systems are running
Contacting requestors to
Gratuity Documentation/ Processing
Unable to provide Service
/ ASK HR to contact
Recovery Plan
advise delays
Ongoing
Meed to maintain lists,
terminations/last day where
Reminders - Fixed Term, Contractors
Unable to Process
advised
Recovery Plan
Maintain lists
Ongoing
Maintain spreadsheet of
Some queries incomplete,
E-mails & Out of Office for
unanswered queries for
ASK HR Mailbox Queries
systems information required
delays
Recovery Plan
recovery
Track Daily
Low priorities 120 - process after
20 days. High priority 081 -
No new contingent workers,
Vmware Confirmations
Contingent, Visitor stars
delayed processing current
Recovery Plan
Delivering hardcopy, copying
Credential ing
Unable to scan information
Manual y processing
CMO
informaiton
Ongoing
Unable to load documents for
Taleo Onboarding
processing/ filing
Defer processing
Recovery Plan
Verifications Compliance Updates - COI,
APR, PD & VCA
Unable to Update
Defer processing
Recovery Plan
Unable to col ate/ process
Payrol re role changes. Recovery
Daily Updates. Friday to
Employment Change Forms (ECF)
changes
Contact managers about dates Plan
Col ate and advise PayHelp
Payhelp
CONTINGENCY PLANNING - RISKS
DIRECTORATE: CANCER & CHRONIC CONDITIONS
KEY RESPONSIBILITIES
SERVICE
IMPACT
RESPONSE
WHO TO INFORM?
WHAT
WHEN
Unable to provide radiation Proposal to CEO/Commissioner for Aria solution (SAAS)
Radiation Therapy
therapy
Software via global supplier Varian.
CEO & Commissioner
Proposal
23/05/2021
Update National Cancer
National Cancer agency update re: inability to provide
Radiation Therapy
agency
radiation treatment at Waikato DHB
Service
Discussion
20/05/2021
Discussion with Rad Onc
Teleconference to understand capacity at National
Radiation Therapy
Working Group (ROWG)
centres.
Service & ROWG
Discussion
24/05/2021
Discussion with Rad Onc
Radiation Therapy
Working Group (ROWG)
Declare national crisis and discuss national support
Service & ROWG
Discussion
26/05/2021
Cat A/urgent patients to
Radiation Therapy
Auckland
Transfer to Auckland Public
WDHB/Auckland DHB
Liaison & Discussion
ongoing
Radiation Therapy
Increase risk Car B patients Transfer to Auckland Public
WDHB/Auckland DHB
Liaison & Discussion
ongoing
Radiation Therapy
Transfer patients to KKC
19 transferred to KKC 1.0 FTE (SMO), 5.0FTE (RT)
Service/RT/SMO
Liaison & Discussion
week of 24/05/2021
Transfer patients to Bowen approx 10 transferred to Bowen - 2.0FTE (SMO), 1.0FTE
Radiation Therapy
Icon
(RN)
EOC/KKC/Bowen
Liaison & Discussion
week of 31/05/2021
Transfer patients to Bowen
Radiation Therapy
Icon
1 transferred to Bowen - Physisist, 6 FTE (RT)
Icon/Auckland
Liaison & Discussion
week of 24/05/2021
Discussion with Auckland private (ARO) St Georges ChCh
Radiation Therapy
Further transfer of patients and Wel ington Public
DHB
Liaison & Discussion
week of 24/05/2021
Discussion between CCA & National centres to discuss
Radiation Therapy
National Capacity Review
capacity
Liaison & Discussion
27/05/2021
Ongoing to review patients on treatment and transfer
Radiation Therapy
Reprioritise patients
care to available capacity
Ongoing review
ongoing
Due to the potential impact on our Moari patients it is
vital they and whanau are supported during this time.
commenced and
Radiation Therapy
Equity & Cultural Support
Working with Te Puna Oranga - list from MOH with
TPO, Cancer Service
Liaison
ongoing
Paper based template created to document clinic notes x
1 to GP, x 1 to patient, x 1 to file for scanning, al col ated Booking clerk and admin teams,
Clinics
Clinic notes
in file at each clinic area
SMOs
Educate teams and monitor ongoing
Clinics
BPAC referrals
Urgent & HCANs all printed via HealthShare- RCC - booking RCC/
bo oking
c lerk/
SMOs
Ensur e a greed
pr ocess fo low
eongoin g
Clinics
Fol ow up appointments
Development of generic letter using current template to seM edi cal team
Development of template
ongoing
Rheumatology & Renal
Building Clinics
Rheumatology & renal - R/V all referrals e.g. urgent etc an Bookin g c lerk
Oversight and support
ongoing
Rheumatology & Renal
RCC
Request all rheumatology referrals are printed and sent to RCC/H eal thShar e
Notify
27/05/2021
MOMs - Lung, lower GI, Upper
GI, Gyne, Breast, Urology,
No onsite access to lab
Lymphoma, Sarcoma, Nero,
results
CNSs accessing lab results verbally via phone or collecting CNS /Med teams
Trouble shoot any issues
ongoing
MOMs - Lung, lower GI, Upper
GI, Gyne, Breast, Urology,
Decreased ability to share
Lymphoma, Sarcoma, Nero,
documents
Teams set up to share documents for - lung, gyne, to supp C
NS/Med tea
ms
Over sight re t eams
26/05/2021
MCP & Éclair
Request access for clinical tea C
ol a te al re quire d informati on and send to to req IS
Col ate and send information COB 01/06/2021
CONTINGENCY PLANNING
DIRECTORATE: CLINICAL AND OPEARIONAL SUPPORT
Updated:
27/05/2021
Key Contacts:
Role
Mobile Number
Operations Director
‘
On leave until 31 May.
Acting Operations Director
‘0
Operations Manager, Attendants, Security and Parking
Acting IMT Logistics
‘
9
Project Manager, Space Planning and Allocation
Operations Manager, Nutrition and Food
‘
Operations Manager, Biomedical Engineering
‘
Acting Operations Manager, Hospital Administration
Team Leader Referral Coordination Centre
Operations Manager, Pharmacy
‘
Operations Manager Laboratory
‘
CNM, MCC Nursing
‘0
Operations Manager, Radiology
‘
Service
Impact
Response
Who to inform?
Key Responsibilities
Who
What
When
Attendants
Notify staff to ring coordinators mobile number until
Staff unable to ring coordinators number for sick
further notice.
and bereavement leave
Coordinators to use paper slips for assigning jobs. Assign Coordinators
attendants to critical areas.
Potential overstaffing due to reduced work load
All staff have been offered the option to take annual
leave or other entitlement until things stabilise
Security
CCTV is down and no recording since Tuesday 19/5/21.
Respective departments, T-sites and other external
sisters e.g. Hal agher Dr, informed. 19/5/21.
Duress - All Gallagher duress alarms are offline.
Al affected edeparmtnets and sites have been advised
to ring 99777 for emergency support. Communicated to
al on 18/5/21
Intercom system is down.
External intercoms are covered by security guards after
hours, internal intercoms are covered by the respective
wards. Wards advised. The interim arrangement is
working wel as of 21/5/21.
Tellen Security system for HRBC is working as normal.
Organised for the system to be tested by the vendor.
There was initial concern of malfunctioning.
Confirmed there were no issues. Will continue to
monitor.
Gallagher security system / FOB access is full operaitonal. Site technicians are monitoring door status. After hours,
However, due to the network outage, we are unable to
we have guards stationed on the main entrances.
generate new access cards or disable lost cards.
Arrange for extra guards and conduct urgent guard
induction.
Parking
Parking pay stations are not working.
Al public car park barriers are up - free parking. Free
parking notices displayed at key locations. No issues
raised as at 21/5/21.
Risk – High
Mindray CMS shutdown
Waikato Emergency - Mindray and Phillips
Monitoring
No Mindray central monitoring
Mindray workstation shutdown
Bedside monitoring only
On IS Network (ASB BI)
Risk – High
Disconnected from IS Switch (Fiberlink)
Acute Services - GE Patient Monitoring &
Telemetry
Bedside monitoring only
Central Stations Shutdown
No Telemetry
On IS Network (ASB L3)
Risk – Low
Ward M18 - GE Monitoring
Ensure not on IS Network
BAU
Risk – Low
Ward M8 - GE Monitoring
Ensure not on IS Network
BAU
Ward M14 - GE Telemetry and Patient
Risk – Med
Ensure not on IS Network
Monitoring
BAU
On BME Network switches (Menzies L5)
Risk – Med
Re-deploy GE Telemetry
CCU - GE Patient Monitoring & Telemetry
BAU
On BME Network switches (Menzies L5)
Reduced Telemetry Capacity
Risk – High
Mindray Workstation Shutdown
CCU Mindray Telemetry
No Mindray Telemetry in CCU
Mindray Telemetry work in local mode
No Comm/Network
On IS WIFI
Risk – High
Central station shutdown
ICU Monitoring
Bedside monitoring only
Disconnect x1 Network
No printing
On IS Network (MCC L4)
Risk – High
HDU GE Monitoring
Bedside monitoring only
Central station shutdown
No Printing
Risk – Med
Printer disconnected from Network
PACU GE/Datex Monitoring
BAU
On IS Network (MCC)
Risk – Med
Central station shutdown
Cath Lab GE Monitoring
Bedside Monitoring only
On IS Network (MCC)
Delivery Suite - GE/Philips Monitoring
Risk - High
On IS Network
NICU Philips Monitoring
Risk - High
On IS Network
Risk – Med
Central station shutdown
Ward E4 - GE Monitoring & Telemetry
No Telemetry
On IS Network
Bedside Monitoring only
Risk – Med
Disconnect from Network
OPR4 GE Monitoring
Bedside Monitoring only
On IS Network
No central monitoring
Laboraotry
Microbiology under heavy workload - comms sent out.
Staffing for weekend planned plus a list of extra staff
availability. Managers to share on-site support.
Non-urgent tests not being tested and/or reported - plan for
testing and reporting. Non-urgent referred work returned to Plan to reduce registration workload during recovery.
Pathlab for storage.
Have exhausted National supply of toner for Biochem result Plan and templates to be developed for reporting of
printing. IS and Roche sourcing more.
routine work and microbiology.
Coping with priority testing but there is a large backlog of
Locations not being received on request forms or location
non-urgent specialist tests. As now expecting an
not where the patient is located. Comms sent out.
extended outage, we are working on plans to test and
report backlogged tests.
Drew Henderson highlighted that there is no process for
acknowledgement or filing of paper results we are sending Arrange meeting with Drew and Maggie for the result
to wards.
acknowledgement process.
Meet with Pathlab to decide on the process for
backlogged non-urgent referral work.
Severely restricted in ability to test and produce results
due to manual processes
Restrict incoming requests and prioritise testing.
Clinical areas
Memo to requestors to restrict requests 18/05/2021. Repeats sent 20/5 and 21/5
Memo to clinicians - list of contact mobile
Constant stream of clinicians in laboratory looking for
Very difficult to locate results due to manual processes.
numbers. Interim request not to ask for
laboratory results
Need a system in place
Clinical areas
results unless critical.
18/05/2021
Lab staff
Hardcopy template provided and
Phoning of results not being documented
Process needed for auditibility
Laboratory staff
distributed.
19/05/2021
Rural labs to label and keep a copy of
Develop process and decide on level of processing at
request forms for retrospective
No manual process for rural labs to send specimens.
rural sites vs Waikato.
Rural charge scientists
registration.
18/05/2021
Manual worklist to be sent to Waikato
Specimen registration staff
with specimens
Need urgent supply. Need to order more rol s and print.
More labels ordered. 3x staff trained to
Pre-printed numbers wil run out quickly
Supply needed for rural labs too.
print.
18/05/2021
No process for ordering of supplies
DHB process required
Department managers
Raised at CIMS
18/05/2021
Use temporary order numbers in the
interim.
19/5 DHB process in place. Anita Casbolt
to be central point.
Urgently sourced with help by IS
department. Urgent driver sent to
Biochemistry printer toner in heavy demand and out of ink
Auckland to retrieve. Ensure steady
requiring manual transcription of results.
Need a constant supply
IT dept
supply going forward.
19/05/2021
Biochemistry staff
Results being sent by lamson therefore large demand for
lamson cannisters and often unavailable to send results
Need faster return of cannisters and increased supply
Clinical areas
CIMs request to clinical areas
19/05/2021
Order more cannisters
No ability to send electronic Covid reports
Process needed for MIF and community reports
MIF
Manual reporting system in place
19/05/2021
Anglesea Clinicand GPs
Microbiology are overloaded
Request requestors to restrict where possible
Clinical areas including Rural GPs
Memo sent.
20/05/2021
Streamlining of reporting processess
Consider outsourcing of GP work.
Process for review of significant rtesults
Significant Microbiology interim reports are not readily
Microbioogists and Infectious Disease Clinicians to notify
and notification of results in place 7 days
available
wards of updated significant results on a daily basis.
Clinicians
a week.
20/05/2021
Need to cover notification of significant results with
Request for locum sent out nationally
Microbiologist going on leave 31/5-14/6
extra resource
CMO
24/5
21/05/2021
Process in place for stored tests to be
processed on site or referred back to
Non-urgent tests initially held as expecting a 2 day
Pathlab. Ongoing process for Pathlab tests
outage. Process al hospital requests and return
will be for Pathlab to send via Waikato
community referred testing back to Pathlab for
DHB courier system to LabPlus and CHL.
Storage of non-urgent tests has created a large backlog
onsending to CHL and LabPlus
Laboratory staff
Pathlab to receive results directly.
21/05/2021
Pathlab
CHL
LabPlus
Unable to send referral tests to CHL and LabPlus as no
Manual process set up. Hardcopy results
electronic system for receiving reports
Work with CHL and LabPlus to develop a process
to be couriered back.
21/05/2021
CHL
LabPlus
Histology throughput is limited. Theatre worklist have
not been significantly reduced and volumes are greater
Histology processes are slow due to manual transcription than the departments ability to process Histology
Some Histology to be outsourced to
and the need to check carefully.
samples safely.
CIMS
Pathlab
21/05/2021
Data entry team for patient location set
up in lab admin area. Lab staff to use
Locations not being recorded on request forms or patient
census to check location. Admin staff
location changes before report is issued. No visibility over Process being developed for patient location census
provided to help sort out reports with
patient locations
20/5.
CIMS
unknown locations.
24/05/2021
CMO
Remind staff of EAP, Managers to
monitor. Remind staff to recognise limits
Staff work overload
Need to be mindful of staff stress and overload
Managers
and inform staff if feeling unsafe.
24/05/2021
Use deployed admin staff where possible
Health and Safety
for clerical assistance.
Discussed at Lab CIMS
Some request forms don't state location. There is no
visibility over patients being seen in ED and discharged
No business rules for acknowledgement of results in the
or admitted. Patient movement is often not visible. A
absence of CWS. Lack of responsibility for results is causing large number of lab results are being returned as the
Process developed - awaiting clinical
results to be returned to the laboratory.
patient is no longer in that location.
CIMS
feedback 25/5
25/05/2021
Clinical business rules for result acknowledgement need
to be developed.
CMO
Proposed process is:
Haem/Biochem stat results to go out to
named location.
Older results (non Histology) to have
location checked against census by admin
and sent to latest location. Clinical areas
to take responsibility for results
regardless of whether or not patient is
still in their location.
Histology to be sent back to requesting
clinician.
Current backlog to be acknowledged by
assigned Dr (pending)
All lab reports are only stored electronically. Histology
often need to provide reports for MDM, patient review
post biopsy etc. Pathologists need to rework reports by re- Histology slides cannot be found as filed by accession
Admin staff to file all request forms
examining slides.
number
Pathologists
alphabetically by patient name.
25/05/2021
Histology staff
Results have been received from LabPlus and CHL of
specimens that were referred prior to the outage. The
Unable to send results out as no clinician or location.
requesting clinician and location are not recorded
Many of these are likely to be community referred.
Pathlab
Investigate use of MCP for data
26/05/2021
CIMS
Specimens processed prior to the outage cannot be tested
or reported as we do not know what they are for.
Need a stocktake
Investigate use of MCP for data
26/05/2021
Have asked at IOC Meeting 11am for contact
Can’t identify every patient booked for clinic ahead of
time. If we can identify we may not have contact details
Outside DHB we can ring to get patient information
Chal enged to understand what is happening with clinic
Dr Saying they don’t want to see patient
see clinician vulnerability
Isolated from community – people trying to make contact
who can’t
Need a cal center
Ongoing Risk – Patients who don’t get on wait
list/rescheduling
Booked 2 weeks – 1 month out
Staffing – not sending anyone home, main hospital may
Skeleton staff tomorrow. Approval of annual leave
need help
if appropriate
Payroll is an issue.
MCC Booking has not received Phones /laptops.
Any patient who wants to be reimbursed for travel is being
given a feedback form, asked to put service on form and
send to Quality & Patient Safety.
Collecting MCC outpatient data across all services is
We need patients to call in, identify themselves, provide
challenging. From tomorrow onward there are no clinic
name, DOB, NHI if have it, what speciality they have an
"rands" for almost every clinic (Ortho excluded), meaning
appointment for and confirm whether their clinic is going
information coming from the Booking team is inconsistent
ahead.
and inaccurate. They are not able to identify patients who
have been booked to pull any contact information or to pass
on to nurses to triage or plan clinics.
FSAs need to be cancelled because there is no information
to begin a patient's clinical journey. Follow-ups are
important for many and should be timely to prevent
complications (is an identified clinical risk).
When patients do come for a follow-up, we need them to
bring any paperwork such as a discharge summary because
referral info, operation dictation and discharge summary's &
clinic progress notes are all digital for clinics.
Reception team are being very good with recording patient
attendance and clinic outcome information for rescheduling
but this doesn't account for all patients.
Al this is contributing to clinical risk because patients wil be
lost to follow up.
The lack or inaccuracies of clinic data is now going to
hamper service recovery planning. This is a Service Risk we
can only minimise by providing best guess/approximate
data.
Working manually with multiple workarounds.
We are planning for our manual systems to stil be
required well into next week.
Managing within current resources and with extra help from
managers, dietitians and clerical.
Work directly with nurses where possible.
Team has done a fantastic job at adapting to manual
systems.
Extend current arrangement.
Most wards providing accurate and timely patient
Please liaise with us for transition back so we can test
information before each meal deadline.
and plan for reintroduction (noting this was not well
planned or communicated at last outage).
Potential issue regarding lack of ward receptionists in some
wards at weekend, and not usual CNM, to coordinate
getting patient information from nurses.
Need mobile EFTPOS units to be in place until the system is
back up.
My Kai is a category one system which is integrated with
iPM and PFM.
Patient Services
Priority 1
My Kai system is unable to be used at all - This is a
Category 1 system interfaced with IPM and PFM and
responsible for all back of house and patient facing meal
My Kai Impact 1
ordering.
Print out blank template 2 x /day and
send to each ward with -breakfast (for
10am Deadline ) - Lunch (for 3pm
deadline) Give to receptionist /CNM each
ward for completion
Fill out template everyday. Fill out room, By 10 am for lunch By 3 pm for Dinner
Bed #, Patients name and age
and Breakfast
Fill out patients diet requirement for next
meal including any food allergies e.g. Full ,
allergy to fish
Collect completed report from each ward
and return to Diet Techs office
by 10.15 for lunch by 3.15 for dinner
For Lunch and Dinner : To check each
wards NFS report and :
Add in meal ticket for any new patients
according to diet requirements
Remove any meal tickets from any
discharged patients or those on NBM
Change meal tickets for any patient that By 10 minutes before each ward is due to
have changed diet requirements
be served on tray line
Unable to access information from IPM and PFM to know
Change over any meal tickets to new
which patients are in which wards and what their diet
ward for patient transferers
requirements are. This information is required to be up to
Manual y process each patient menu to
date 3 X per day for Breakfast, Lunch and Dinner to enable
ensure all food complies with diet codes
the right meal to get to the right place. This is a patient
for each patient found in contingency
safety risk. It is a nursing/ clinician responsibility to
processing manuals
complete diet requirements as NFS does not know any
clinical information about the pt. e.g. Food allergies'-
Al inpatient charge nurse managers
Contact Diet Techs office for any changes
Textures ( Choking for any difficulty swallowing e.g. Stroke,
including HBC
required after 10am and 3pm deadline
young children, head and neck surgery)'- NBM,
Contact Number now that phone lines are
gastrosurgery
Manual completion of Nutrition and Food Report
working is 98114
Preferably before meal time
My Kai Impact 2
Photocopy contingency menus form relevant day . 14
e.g. Wednesday menus to be copied on
day cycle so patients can select food but compliancy is
Photocopy enough menus for each ward Monday to go out with breakfast or
Unable to print customised menu for each patient that is done manually after menu collection rather
to go with breakfast for the following day Tuesday for selection and processing
compliant for their Diet code(s)
automatically before
CNMs
meal
ready for Wednesday meal service .
Hand out menus
at breakfast
Assist patients that need help to complete
menu selections
Col ect completed menus and return to
diet techs office. Ensure name and ward by 10.00am for same day wards. By
on bottom of menu
12.00 midday for next day
Process menus to ensure compliancy with
diet requirements including allergy
restrictions etc Clarify with dieticians if
not sure
by 19.00hours
Complete manual special request forms
needed for each area - cooks , sandwich
Generic menus '- Adults'- HBC'-Paediamic'-Medinotel
area, salad, tray line,
Compile daily list by ward of: Patient
name, Feed (s) required, Amount required
Unable to print list of patients requiring nutritional
Compile manual list each day with Patients name, Feed Clinical Dietitians Speech
, when required, special recipe if required.
My Kai Impact 3
supplements, tube feeds and made up formula
(s) required, amounts required and when
Language Therapists
Take to Fluids Room along with labels
4pm daily for next day
Handwrite labels for patients requiring
oral nutritional supplements, feeds,
formulas and any generic ward
requirements e.g. "hypo juice" One
label for each container. Include ward,
Unable to print labels to put on each feed with patient
patient name, name of product, time to By 4pm each day for next day and any
name, ward ,name of feed, time of dose and discard date Handwrite labels for each feed required
Clinical Dietitians
be given. Deliver to fluids room
time during the day for urgent feeds.
Unable to generate list of individual snack requirement for Continue with "generic" snack programme in wards such
My Kai impact 4
patients
as OPR
NFS
Send packets of biscuits to wards for any individuals that
need simple snack
Clinical Dietitians NFS
Handwrite labels for any specialised meal by 5pm for next day morning tea By
Unable to generate patients labels to go on individual
snacks required for particular patients.
10am for afternoon tea By 2pm for
snacks for patients
Handwrite specialised snack labels
Clinical Dietitians NFS
Take to supervisors in production kitchen supper
copy contingency orders with suppliers
for Fruit and vegetables, Meat, Fish,
poultry and eggs. Take photo and
manage to send to relevant supplier via
My Kai Impact 5
mobile phone
1 week in advance
Hand write order on contingency
template for milk /dairy products and give
to milkman
1 day in advance
Hand write order on contingency
Inability to automatically produce and create food orders
template for grocery orders to Bidfood
for external suppliers of food for patients, meals on
Use previously printed contingency orders based on 750
and other suppliers. Give to managers to
wheels, cafes Risk - Too much food, not enough food, beds being occupied usual patient , staff, MOW volumes
take photo and send to supplier via
wrong food
for relevant days of 14 day cycle
Production Manager
mobile phone
2 days in advance
Adjust receipts and labels if necessary
from current menus
Inability to scale up recipes to required volumes and print Use previously printed contingency scaled up recipes
Copy receipts for each day
labels with relevant ingredients/ amounts for weighing up and labels based on 'normal' volumes for each
Production manager IR
Copy labels for each day
My Kai Impact 6
food for production
ingredient for each dish for each meal for each day
Supervisor
Weigh up food from labels
4 days in advance
Meals on Wheels
Priority 2
1.Inability to access the following information
a) Clients
b) Addresses
c) Meal days
d) driver lists
MOW laptop is stand alone, so can access information
e) allergies or special diets
independently of network and is backed up onto an
Update information on stand alone and
f) clients selection/Preferences
iron key
back up daily on Iron key
Daily
2.Inability to print labels to put on each meal so that right
Print labels from stand alone laptop to
meal for right client
Use stand alone laptop with computer cable to printer
printer
Daily
Print Drivers list from stand alone laptops
3.Inability to print drivers list
Use stand alone laptop
to printer
Daily
4.Inability to create fortnightly direct debit file for MOW
clients to pay WDHB Risk is that $ will never be recovered Can't create fortnightly direct debit file without a clean
from external clients as they general y live week to week
laptop
Accounts Receivable
?
?
?
Investigate hire or purchase of simple cash registers -
push button
a)Inform CIMS of risk well in advance so
-limit range of food
have 18 days to prioritise to get back up
-simple pricing structure
running before 28 day expiry .
Note that if we cannot find alternative non network cash
b) find some manual cash registers, limit
register, will need to close apart from free tea/coffee
range of food and pricing & limit outlets.
1.Inability to use point of sale system after about 28 days -Financial impact
CIMS team
Close short ordered - impact - no cash
Staff and Retail Cafes Priority 3 when memory runs out of current system working
-staff dissatisfaction
Waikato DHB staff and Visitors
reconciliations.
by day 10
Uninstall network Eftpos machines and
deploy mobile machines. Teach café
supervisor to teach cashiers how to enter
Eftpos $ manual y. Order different paper
2.Inability to use Eftpos
Hire 6 mobile Eftpos machines ($ implications)
rolls (or receipts)
Process transaction to record sale but cancel as a 'no
Inform café supervisors and cashiers of
3.Inability to link with RMO rosters for voucher system
payment' so no cash expected
altered process for RMOs
RMOs sign form
RMO Manager
1. Inability to receipt supplies into oracle for payment to
Do physical match of packing slip and invoice (if
suppliers NFS buys a large amount of perishable food
available) Otherwise hold --- notify suppliers (Note
supplies each day. These come with packing slip & invoices risk of suppliers deciding not to supply if goes on too
Contact suppliers to let them know delay
Administration Priority 3
which need to be reconciled before
long
and seek there co-operation.
After day 10
2.Inability to update volumes and prices in my kai -
required for financial modelling and decision making
Update manual y once online
3.Inability to keep transaction records for RMOs
Put on hold
4.Inability for cashiers to process bank statements
Put on hold
5.Inability to process credits to suppliers
Put on hold - Tell suppliers
Pharmacy - dispensary
Main system EPharmacy not available. No access to
Have gained now gained two laptops with ePharmacy
dispensing and compounding systems. No label printer. loaded. Able to process dispensing and compounding,
No access to previous dispensing history.
but no label printing possible. Undertaking manual work
arounds.
MedDispense system down. No profiling of medication
Wards operating manual y, by opening MedDispense
charts possible.
cabinets. Pharmacy stocking drawers 2-3 x per day.
No access to Clinical Workstation.
Have access to MCP, but otherwise doing everything
manually.
Cold chain / refrigeration and freezers - no centralised
Have organised data logger download via standalone
monitoring. No data logger down load possible.
computer.
IS organising wireless monitoring of fridges however still
not actioned. High risk for fridge contents as won't be
aware of overnight outage if it occurs.
Blister packing - labelling system down
Pharmacy - supply chain and procurement Supply chain processes
Currently undertaking basic ordering in Procurement
offices down in Hockin.
EPharmacy not talking to Oracle so manual processes
matching up ordering.
Receipting undertaken manual y.
Supply chain processes
Pharmacy supply to wards/ departments carrying on
with manual processes.
All manual processes
Now have one computer that has access to ePharmacy.
Pharmacy - cytotoxic compounding
Processing possible but no label printing possible.
pharmacy
Labels being hand written.
Pharmacy - clinical trials
All manual processes
Manual processes until system comes back up.
Pharmacy - medicines information
Al MI databases unavailable
Using personal computers, phones and work ipads to
access internet to search for information. Manual
record of information.
Administration/ Management
Al key processes put on hold. Recruitment processes on Will undertake all activities if and when systems up and
hold.
running again.
One of the issues that has now arisen again is the IV pump
consumable response - that is, the withdrawal of the BD
pump consumables and the impact that is having.
Pharmacy is in the middle of trying to develop a new
medication safety data set for new "temporary" pumps
however the lack of computers is proving tricky. The data
set is for use by high risk areas. We may need to get
access to one more computer for pharmacy and router if
the outage goes into next week. Or Julie Vickers has a
laptop that could be "cleansed" and used? How do we go
about working out best option for IS?
Critical imaging only.
All imgaing will need to be reviewed in Radiology.
Reports will be provisional handwritten.
S
Working from home.
Referral Coordination Centre
No access to any systems e.g. BPAC, iPM, CWS. This means 2 staff working from home, accessing BPAC via stand
no referrals can be received, processed, queued for triage, alone HTTPS address via internet explorer. This allows
updated in iPM, waitlisted, letters sent out, etc. Also
urgent and h scans to be moved straight to triage. A
means H scans, urgent s and al other referrals cannot be note wil be added advising the referral has not been
processed.
checked or loaded into iPM by RCC due to a network
outge.
If the outage continues, more staff can work from home
accessing the website to move some of the 7000+
backlog to triage.
To triage, clinicians will need to access off the DHB
website - the link is https://bestpractice.org.nz
Team are assisting in the patient contact centre with
Hourly roster put together for Friday and Monday.
sorting and delivery of messages.
Asked for night and weekend admin support for clinical
areas. TBC.
Hospitality Support Services - Cleaning
Reduced calls for special/terminal cleans. No major impact - Duty Nurse Manager advised of cleaning. Key contacts
BAU.
for ally leaning requests, ISS emailing consumable orders
to supply chain.
Hospitality Support Services - Linen
Linen orders rely on public wifi, to use iPads for ordering. Data cards instal ed in iPads so orders can continue.
External / outer sites orders are being text through.
Hospitality Support Services - BEC
Booking system down. No visibility of daily/future bookings Manual system in place. Limited communication via
or catering.
phone or face to face.
Uniform orders stil happening - no online ordering though. No orders being placed via Oracle, but setting up phone
ordering system.
Hospitality Support Services - Enquiries
Limited landline use. No access to iPM. Limited patient info Manual patient lists provided ad hoc. Advising visitors
- lists available sporadically. Can’t advise visitors/patients where to go based on information they are sharing.
where to go.
Hospitality Support Services - Washroom No impact - BAU
DHB staff texting orders through.
Services
Hospitality Support Services - Chaplains
Phone referrals limited / reduced.
Duty Nurse Managers provided with Chaplains roster /
contacts.
Hospitality Support Services - Waiora CBD Reduced staff occupancy in building.
Waiora / ISS team ensuring IS staff are being looked
after. Running around doing other tasks.
Hospitality Support Services - Volunteers BAU
Manual process in place.
No online sign-in.
Risk – Afterwards
Will need staff to help eg Coders e.g. Linda Ritche,
Backlog of data entry
ED Receptionists
Helena Johnson
Developing roster for additional admin support
Risk of lost patient in Hospital
requirements over nights and weekends. TBC.
Patient Service Centre
No 0800 number
Can’t confirm appointment or reschedule
Has informed Lisa at IS
Clinical Typists
Concern of Dr dictating into winscribe and it not
saving/importing
Staff sent home
Clinical Typists
Discuss with Surgical Coordinator later this afternoon.
Winscribe - methods of dictation safely able to be used by
Clinical Typists
authors.
Staff wil ing to do some work over the weekend if systems
back up and running tomorrow.
Outpatient Scheduling
Dependant on al others
Not booking
Outpatient Booking Clerks
Wait times long term risk
MCC Receptions
Risk – missing something due to manual system
Inpatient Booking Clerk
Waiting to hear what surgeries for tomorrow
Will call
Inaptient Receptionists
Mobile
Extension
Hospitality Support Servies
Cleaning
Cleaning
0
Cleaners Duty Phone
98789
Linen and laundry
Linen and laundry
Washroom Services
Chaplain
0
BEC
0
98642
Waiora CBD
Duty Phone
Enquiries
96125
Enquiries
96824
Pharmacy
Jan Goddard
Hospital Administration
Radiology
0800 - 1630
CT
Ultrasound
General Imaging
Nuclear Medicine
Interventional Radiology
MRI
PACS
Out of Hours
General Imaging
Radiology Reg
PACS
Nutrition and Food
Diet Techs Office
98114
Laboratory
,
n
Service
Impact
Response
Who to Inform
External OIAs
Unable to provide information
Requestor if possible
Ad Hoc Reports
Unable to provide report
Employee Reps
Qlik Apps
Unable to complete/publish
Resume Work
Corporate Records
Unable to attend meetings
Maori Equity
Unable to attend meetings
Access Requests - PS Shared Folders
Available for Calls, HRBP BAU
Datix Incident Review
Unable to provide informaiton
Visa Audit
Unable to provide informaiton
VCA Track Sheet
Unable to provide informaiton
ECF Tracking Sheet
Unable to update
Monthly Report
Unable to provide informaiton
Covid Sick Leave Report
Unable to report
Key Contacts:
<60 days)
Who
What
When
Email
Outlook tasks
Update Calendar
Dashboards to
<60 days)
Service
Impact
Response
Who to Inform
Who
What
When
Delay in process due to
unavailability of Taleo and
HS&W, Taleo, Laboratory and
Complete Pre Employment
PeopleSoft
Manual paper record
Recovery team
Preemployments
ASAP
Delayed response in col ating
Unavailability of People Soft for
Utilisation of manual files and
data and increased risk of
Provide Data Stats
Incidents, Outbreak of Diseases
verbal communication
Public Health, Department Heads
spread of infection.
ASAP
Lab contacting H&S of abnormal
Risk of contracting HIV HBV due to results, but may be unsure of
HS&W, Labs, Manager, Staff
Immediate Actions for Needlesticks
no prophylactic treatment.
which employee.
Member/Employee
ASAP
Lack of payment of accounts,
Print off Datix, Claim Information, or pre- Employees payrol incorrect due
Work Aon, Health, Safety &
employments
to claims.
Meeting daily with WorkAon
Wel being, Recovery team
ASAP
Manual process and
Lab Results for Neddlesticks, Exposures
Delayed repsonse in obtaining BBS communication between labs
and pre-employment checks
results
and Occupational Health
HS&W, Labs, Recovery team
Potential delayed response. ASAP
Delay in contacting staff to initiate
Enter record data on computers, eg new an initial needs assessment and
Attempt to contact staff
starters, datix, preemployment, claims
actions
manually.
HS&W, Work AON, Recovery team
ASAP
Data being col ated manual y
Enter Influenza Stats on NIR, PeopleSoft Large amount of data to input at a and stored til system
and MOH.
later stage
restoration
Karren Moss, MOH,
ASAP
New Starters to input. Unable to Col ate records until systems
Peoplesoft Data
access employee records.
come online
HS&W, Admin, Recovery Team
ASAP
Inability to enter training records Col ate records until systems
HS&W, Recovery Team, Affected
Process Training Records
into PeopleSoft
come online
Staff
60-90 days
Distribution of various media to
Support Information not readily staff via posters, e-mail and
Access for Staff on Wel ness Hub eg EAP
available.
welfare checks
Health, Safety and Wel being
ASAP
Unable to review Policies and
Procedures until systems back
Update or Review Policy, Procedures
online
N/A
Health, Safety and Wel being
Inability to Roster staff for maskfit
testing and use computer
Service onhold until further
Recovery team and Affected
Mask Fit Testing
hardware and software
notice
Services
Handwritten reports and
Work Safe Reports
delayed responses to WorkSafe WorkSafe, HS&W, Affected Services
ASAP
Inability to draft reports and
capture dashboards for FRAC
Utilise handwritten reports
FRAC Reporting
meetings
without data
ELT, Recovery team
Appointments for Meetings, eg Wel ness Inability to capture data for return
Meetings, RTW Plans and ACC.
to work plans, ACC and Staff
Reschedule meetings cancel ed Affected Services
Non Compliance of legislative
Work in Partnership with
requirements
Potential loss of accreditation
WorkAON.
HS&W, WokAon, Recovery team
Non Compliance
ASAP
Did not attends unable to input.
Updating PeopleSoft.
Downloading data logger for cold Manual imputs and manual
Vaccination Clinics
chain storage
logging.
HS&W, Pharmacy, Recovery team
Key Contacts:
<60 days)
Service
Impact
Response
Who to Inform
Who
What
When
Cannot proceed without available
Employment Relations
information
Reschedule/Defer
Employee / Reps
HRBP/HR Manager
Update ER Sheet
Personal Grievances
Cannot respond
Seek Extension
Employee Reps
HRBP/HR Manager
Update ER Sheet
Mediations
Cannot proceed
Reschedule
MBIE, Employee, Employee Reps
HRBP/HR Manager
Update Calendar
Employees if applicable, Managers,
Change Management
Hold
Defer/Reschedule
Employee Reps
Update Records
Communications via email
Manager, Employees, Employee
HR Advisory
Meetings can't proceed
options
Reps
HRBP/HR Manager
Update Records
Skeleton Staff
Available for Calls, HRBP BAU
Moniter Deployment & Hours
HRBPs
Keep Track
Key Contacts:
<60 days)
Service
Impact
Response
Who to Inform
Who
What
When
Responses to Agencies: Privacy
Comissioner, Office of Ombudman,
Unable to meet statutory and
Using cel phones to contact
Section 40 Coroner's Requests, OIA
agreed dealines to respond to
people to advise responses will Priva cy Commission, Ombudsman,
Keeping record of new
Requests
agencies
be delayed
Coroner's Office, OIA Requesters
deadline
Ongoing
Unable to access legal service
shared drive folder for shared
contract templaces, letter
Keeping records of outstanding staff who are wating for documents
Access to documents & information
templates and saved documents work
to be reviewed
Waiting for clean laptops
Ongoing
Able to use cel phones and e-
mail to provide legal advice. Plus
to people dropping by. Assisting
impacted services to procure /
Impacted by lack of access to files contract urgent goods &
Provision of legal services
and information
services
Requestors
Waiting for clean laptops
Ongoing
Key Contacts:
CONTINGENCY PLANNING
DIRECTORATE: MEDICINE & OPR
Key Contacts:
Operations Director
Operations Manager
Nurse Manager OPRS
Operations Manager Rehab Support
Medical DIrector
CD Respiratory- Interim MD
Key Responsibilities
Service
Impact
Response
Who to inform?
Who
What
When
ENACT MANUAL PROCESS
Paper process in place
CNM/Dept
On Going
Replicable
Nurse Manager
01-Jun
To be documented
CNM/Dept
01-Jun
NP on desk
CNM
On Going
Senior RN Triage
CNM
On Going
Emergency Q
S&F
Dept
On Going
REDUCE FLOW IN
Comms to Public
Comms
On Going
Poster & Info
Comms
In place
Comms to Primary Care
S&F
S&F/Comms
On Going
Escalated to S&F
S&F
S&F
Complete
EMERGENCY DEPARTMENT
ANGLESEA DECLINING - Non ACC X-Ray
Non ACC X-Rays
SCREENING ON FRONT DOOR
HCA/CNS/RN/NP
[Dependant on demand]
DEP
On Going
BED MANAGER ACCESS
Located in ED
Bed managers
Continues
ATTENDANTS
Continues
On site in ED
Attendants
Referral to S&F
OPS/Director/S&F
GP SUPPORT
Continued Media
Comm
Page 1
CONTINGENCY PLANNING
DIRECTORATE: MEDICINE & OPR
Key Contacts:
Service
Impact
Response
Who to inform?
Key Responsibilities
Who
What
When
No hard copy
CNM/Dept
On Going
CNM identified old copy
CNM/Dept
On Going
NURSING ROSTERS
Checking shifts with staff
CNM/Dept
On Going
Using Onestaff database
CNM/Dept
On Going
Doctors rosters
AMion available thorugh Web for Doctors rosters -
changes can be made via Chris Knowles - Daily printoff
for ease of visability
One & two only
Documented process in place
Continues
TRAUMA
Three Quarters diverted to other DHBs
CONTACT NUMBER
Distributed around department
Admin
MS TEams contact list created
Complete
EMERGENCY DEPARTMENT continued
intial y use whiteboards for tracking
KNOWING WHO IS IN DEPARTMENT
Manual records
Admin 24/7
Established
Excel spreadsheet in clinical hub
& On Going
INFORMATION TO STAFF
Text updates
On Going
Whiteboard in place
Portacom on site
St John/Department
Complete
Provide copies of ERF
St John
withdrawn 20/5
ST JOHN
Now able to do this in ED
St John
Diverting low acuity to other provider
St John
Continues
Page 2
CONTINGENCY PLANNING
DIRECTORATE: MEDICINE & OPR
Key Contacts:
Graham Guy
Andrea Coxhead
Christine Woolerton
Raewyn Dean
Graham Mil s
Cat Chang
Service
Impact
Response
Who to inform?
Key Responsibilities
Who
What
When
RESCUE HELICOPTER
Update Records
Complete
Handwritten [x3 copies]
x1 Patient
x1 Records
DISCHARGE DOCUMENTS
Admin
Ongoing
x1 G.P.
Col ated & stored by Admin
Need proces for reconcil ing Patient records
Temporary numbers al ocated
Closed
Admin
PATIENT NHIs
[20th May] Using NHIs now
Ongoing
EMERGENCY DEPARTMENT continued
x3 laptops & printers in Department
IS/Admin
Ongoing
Director → NM → CNM→CDs via text
Director
Ongoing
MESSAGES /COMMS
Posters for front doors
Comms
21-May
GP CALLS TO SPECIALITY AREAS
Request ED allocate to specaility
Raised at CD meeting
cannot get through
24/5
Results left in ED
CIMS
Admin/post
Stop resource
LAB RESULTS TO WARDS & G.P.
Clinical list as patient left department & potential y the
requested 22/5 &
hospital
24/5
COM & STAFF
Col ect numbers to admin
Page 3
CONTINGENCY PLANNING
DIRECTORATE: MEDICINE & OPR
Key Contacts:
Service
Impact
Response
Who to inform?
Key Responsibilities
Who
What
When
MEDICINE & OPR
MANUAL BPAC PROCESS IN PLACE FOR:
Respiratory
Review 26/5
BPAC
Dermatology
Review 26/5
Al Gen Med, Gastro, ID & Neurology
Review 26/5
RADIOLOGY
CT - URGENT ONLY
ULTRASOUND - URGENT ONLY
Manual process
WINSCRIBE
UNABLE TO USE
DIRECTOR COVER
OPS DIRECTOR
ROSTERS
PLANNER
RECOVERY
SUPPORT
MDM - LUNGCA
CLINICAL CANCELLED [re prioritise]
INTESTINAL DISEASE
NO VISIBILITY OF WHO IS ON LIST FOR CATCH UP
NO TECHNOLOGY
RECORD OF PATIENTS SEEN
Records kept by MCC
DNAs, etc
Continue Infusions
OUTPATIENT CLINIC NEURO NURSING
Report to W. Keal
UNABLE TO RUN CLINICS AT FULL CAPACITY Thursday Clinics - Ruth continuing
≥ 5 patients not seen
Wednesday First Seizure Clinic
NB ALL CNS' TO COMPLETE AND SUBMIT MONDAY PLAN TO NM by Friday
SEEING ALL WHO TURN UP & KNOWN PATIENTS
CD
BRONCHOSCOPY
WHITEBOARDS PROVIDING VISIBILITY
- NO RECORDING
LOOKING AT OLD ADAPTIVE SYSTEM
CANCELLED ALL
Clinics only
OUTPATIENT CLINICS
INFECTIOUS DISEASES
CLINICS UNTIL WED 26/5
Weekly
CONTINUE WEEKY IDT CLINICS
ALL CANCELLED
GEN MED
ENDO CANCELLED
CARDIOLOGY CANCELLED
Page 4
CONTINGENCY PLANNING
DIRECTORATE: MEDICINE & OPR
Key Contacts:
Service
Impact
Response
Who to inform?
Key Responsibilities
Who
What
When
RESPIRATORY
Plans in place to continue until next week
Wil continue BPAC
Triage working
Defer most limited testing
LUNG FUNCTION
Looking at equipment hire
OUTPATIENT CLINICS [continued]
RESPIRATORY
Defer most
Nil overnight, but psychologist present if anyone turns up
SLEEP CLINIC
Continuing downloads
DSL
Limited capacity
DSS
No online documents
Bay
REHABILITATION
START, DSL, INPATIENT, RnR
Paper Admissions & Referrals [RO]
DSL/DSS
Complete referrals, as able
START
Manual process for receiving referrals implemented
RAND ONLY: up to date for Wed&Thurs
Al patients who turn up shal be seen
CDs
19/5 Al cancel ed
NO RANDS: Thurs/Fri/Monday
Admin team keeping list of attended/not attended
21/5 Proceeding
OPR OUTPATIENTS CLINIC
? Thursday onwards
Some Neuro
Lists wil be seen only
Some Gym
Dermatology
Nurse Led, as able
ALL OPR
OPR
SAT 22/5
NURSING LEADERSHIP
ONSITE WEEKEND COVER
SUN 23/05
MEDICINE
MON 24/5
USING CNM CELL PHONES
NOW USING FAXES TO
MATARIKI & RHODA READ
ISOLATED
COMMUNICATE
PHONE INFO UPDATES AT 9:30 & 14:00
CENSUS
OPAL COORDINATING
ROSTER DEFICITS
Meeting 19/5 @ 15:00
REDEPLOYMENT OPTIONS
CNM/NM/HR
RESOURCE NEEDED
Geri CNS redeployed
TO DO MEDICATIONS
NURSING STAFF
ADMIN SUPPORT AT WEEKENDS & DURING
BUSINESS HOURS
REDEPLOY AS ABLE FROM OPR ADMIN TEAM
OPAL CNM/HR
OPR Admin to help A3
[E] requested
weekend assistance
Page 5
CONTINGENCY PLANNING
DIRECTORATE: MEDICINE & OPR
Key Contacts:
Operations Director
Operations Manager
Nurse Manager OPRS
Operations Manager Rehab Support
Medical DIrector
CD Respiratory- Interim MD
Service
Impact
Response
Who to inform?
Key Responsibilities
Who
What
When
PHONE LISTS
Manual lists drawn up
Complete
DISCHARGE SUMMARIES
x3 Handwritten copies
ALL AREAS
RE-DIRECT ED PATIENTS AS ABLE
EQ Vouchers
Complete
In progress
LABS VIEW USING POCT
if ABLE
Critical only
BLOOD GLUCOSE TESTING
Data will auto delete
POCT MACHINES ON WARD
when full
PATIENT CENSUS LISTS
0700 & 15:00
As at 21/5
WHITEBOARDS IN ALL AREAS
MEDI DISPENSE MACHINES
RECONCILE MACHINE
IMS STOCKS - URGENT ORDERS ONLY
Ongoing
PHONE LISTS
Distributed
OPR TRENDCARE
CONTINGENCY IN PLACE
LETTERS
UPLOAD TO CW
ALL OPR CLINICS
PROCESS STREAMLINE
DEVELOP TEMPLATES
X3 HANDWRITTEN COPIES
UPLOAD TO CWS WHEN
Ongoing
CNS CLINIC
TYPED LETTERS
X1 PT, X1 Service, x1 Notes
AVAILABLE
Page 6
CONTINGENCY PLANNING
DIRECTORATE: MENTAL HEALTH AND ADDICTIONS SERVICES
Key Contacts:
Operations Director
Medical Director
Director
Clinical Director
Director MH Corp Centre Administration
Key Responsibilities
Service
Impact
Response
Who to inform?
Who
What
When
MHAS documentation
Unable to use clinical work station 1. All documentation handwritten.
All clinical services in MHAS Ops manager Admin
Teams aware of processes. In Place In place
2. Processes and flow charts in place to manage flow of information.
manager
Oversight of processes.
MH Act documentation
Unable to use clinical work station 1. Manual process in place.
District Inspectors District
Admin manager
Oversight of processes
In place
to view infomation.
2. MHA facilitator managing flow of paper work.
Courts, DAMHS
MHAS medication management
Unable to use clinical work station 1. Medication (incl IMI) prescriptions verified through MCP/GP/NGOs. All clinical teams
Ops managers, CDs
Teams aware of processes. In place, in place.
to view prescriptions.
2. Community teams have moved to using a medication chart to
Medication queries
prescribe and administer IMIs. 3. Process in place for al doctors to
escalate any medication concerns to CDs.
MHAS BPAC referral
Inability to access BPAC for
1. Process in place, agreed with Healthshare. 2. Detailed in process
Directors/Operation Manager Inform teams of process
Ongoing
referrals and outcomes
document (by team)
communication.
Delay in processing with limited
1. GPs asked to provide more clinical detail in referrals to assist triage.
1. Health Share electronic
Communication service to
Completed
information.
2. Communication to GPs for process if clinical concerns of urgency
prompt. 2. Director via PHO referrers
exist.
MH Inpatient seclusion
Unable to capture information in 1. Continue to follow seclusion procedure using manual forms.
All inpatient CNMs
Operations manager
Inform teams of process
In place
clinical work station
MH Inpatient REN
Unable to capture information in 1. Capture data on manual REN forms.
All inpatient CNMs
Operations manager
Inform teams of process
In place
clinical work station
2. Keep forms in client's file.
MH Inpatient AWOL
Unable to capture in clinical work 1. Paper work completed manual y.
Al INpatient CNMs
Operations manager
AWOL packages on wards
In place
station. Unable to scan/fax to
2. Process in place with police.
police
3. Escalation of AWOL via phone
Discharge from Adult MH wards
Unable to use electronic referral 1. Manual discharge summaries completed by medical team at time of All inpatient CNMs
Operations manager
Inform teams on wards
In place
system.
discharge.
2. CNM to CNM/TL conversation to take place.
3. Process in place for d/c summary to get to community teams.
MHAS Community
Unable to access caseload
1. Clinicians based in reception areas.
All community clinicinas
Operations manager
Teams made aware
Ongoing
information
2. Clinicians out in the community doing 'cold cal s'.
3. Caseload information as of 3/5, matching information to contacts
and those yet to be contacted.
4. Contact details obtained via a number of means.
MHAS Community
Monitoring of DNAs and
1. Data manual y captured daily.
All community clinicinas
Operations manager
Teams made aware
Ongoing
cancellation.
2. Information escalated appropriately.
<60 days)
Service
Impact
Response
Who to Inform
Who
What
When
OD Leadership Training
Not Urgent
Postpone
Trhough CIMS
Reschedule
Ongoing
Te hono Whakataka
14 June?
Cancel or go ahead
CIMS
Cancel if necessary
4 th June
Soft Skills Training
Not Urgent
Postpone
CIMS
Reschedule
Ongoing
Computer Training
No systems
Can do 1:1 training when live
CIMS
Arrange urgent training
Ongoing
Business as usual, outside of
Ko Awatea Learn Access
No Impact
DHB Systems
CIMS
Inform CIMS
25-May
Staff Service Recognition
Delayed delivery
Delay until DHB is BAU
CIMS
Arrange Delivery
Ongoing
Speaking up for Safety
Due 14th June
Cancel or go ahead
CIMS
Cancel if necessary
4th June
Ko Awatea Learn Development
No systems
Delay until DHB systems BAU
Inform Internal curstomers
Reschedule
Ongoing
Key Contacts:
CONTINGENCY PLANNING
DIRECTORATE: ONCOLOGY AND RENAL
Key Contacts:
Service
Impact
Response
Who to inform?
Key Responsibilities
Who
What
When
Radiation Therapy
Unable to provide radiation
Proposal to CEO/Commissioner for Aria solution (SAAS) software via
CEO & Commissioner
Proposal
23.05.2021
therapy
global supplies. Varian
Update national cancer agency
National cancer agency update re: inability to provide radiation
Discussion
20.05.2021
treatment at Waikato DHB
Discussion with ROWG (Rad Onc Teleconference to understand capacity at national centres
Discussion
24.05.2021
Working Group)
Cat A / urgent patients to
Transfer to Auckland public, transfer to Auckland public
Liaison and discussion
Ongoing
Auckland, incrase risk Cat B
patients
Transfer patients to KKC,
19 transferred to KKC - 1.0 FTE SMO, 5FTE RT.
Liaison and discussion
Week of 24.05.2021
Transfer patients to Bowen Icon
Approx 10 transferred to Bowen - 2 FTE SMO, 1FTE RN,
Week of 31.05.2021
1 transferred to Bowen - Physicst, 6FTE RT
Week of 24.05.2021
Further transfer of pts
Discussions with Auck private (ARO), St Georges CHCH & Wellingotn
Liaison and discussion
Week of 24.05.2021
Public
Nation capacity review
Discussion between CCA, and national centres to discuss capacity.
Liaison and discussion
27.05.2021
Reprioritise patients
Ongoing to review patients on treatment and transfer care to available
Ongoing revew
Ongoing
capacity
Equity and Cultural Support
Due to the potential impact to our Maori patients it is vital they and
Te Puna Oranga
Liaision
Commenced and ongoing
whanau are suported during this time - working with Te Puna Oranga.
List from MoH with patients who identify as Maori, this wil be passed
to Te Puna Oranga to follow up with .
Clinic notes
Paper based template created to document clinic notes x1 to GP, x1 to Booking clerk and admin
Educate teams and monitor Ongoing
patient, x1 to file for scanning. All collated in file at each clinic area
teams, SMOs
BPAC referrals
Urgent & HCANs - al printed via HealthShare to RCC to booking clerks RCC/ Booking clerk / SMOs
Ensure agreed process
Ongoing
to triage to usual process and files/collated by team. If decline with
J)
followed
advice HealthShare will upload this information.
Rheumatology & Renal
Rheumatology & renal - review al referrals eg urgent etc and trying to Booking clerk
Oversight and support
Ongoing
build future clinics
RCC
Request all rheum referrals are printed and sent to service to triage and RCC / HealthShare
Notify
27.05.2021
book patients
MDMs - lung, upper GI, lower GI,
No onsite access to lab results
CNS accessing lab results verbal y via phone or col ecting from pathlab.
Trouble shoot any issues
Ongoing
Gyne, Breast, Urology, Lymphoma,
Sarcoma, Nero, Head & neck
Decreased ability to share
Teams set up to share documents for lung, gyne, to support MDMs
Oversight re Teams
26.05.2021
documents
(cannot download images to share through Teams).
Radiation Therapy
Unable to provie radiation therapy Proposal to CEO/Commissioner for Aria solution (SAAS) software via
CEO & Commissioner
Proposal
23.05.2021
global supplier Varian.
Update national cancer agency
National cancer agency update re: inability to provide radiation
Discussion
20.05.2021
treatment at Waikato DHB
Discussion with ROWG (Rad Onc Teleconfernece to understand capacity at national centres
Discussion
24.05.2021
Working Group)
<60 days)
Service
Impact
Response
Who to Inform
Who
What
When
Offers
Slows recrutment
Trying to get contract templates Recovery Plan
Slows recrutment, can't access
Trying to get hold of candidate
Interview Setups
Taleo
lists
Recovery Plan
Slows recrutment, can't access
Create New Requisitions
Taleo
Recovery Plan
Slows recrutment, can't access
Post Adverts
Taleo
Recovery Plan
Slows recrutment, can't access
Pre Employment Vetting
Taleo
Can't access e-mails
Recovery Plan
Slows recrutment, can't access
On Boarding New Employees
Taleo
Can't access emails/Taleo Info
Recovery Plan
Once we have access to
network drives for offer
templates, e-mails & Taleo we
can start to progress things
Some access to Taleo via
Healthshare & Lakes DHB but
can do offers or onboarding
Key Contacts:
Key Responsibilities
Service
Impact
Response
Who to Inform
Who
What
When
Defer to Recovery, hold for
SMO Rem Schedules (new, existing)
Unable to provide
action
Managers, SMOs
Prioritise once On-Line
ASAP on Recovery
Defer to Recovery, hold for
Gratuities (Calculation)
Unable to provide
action
Managers, Employees
Prioritise once On-Line
ASAP on Recovery
Remuneration/ Pay Metrics
Unable to provide
Defer to Recovery
Recovery Plan
Complete once On Line
Ongoing
SMO Job Sizing
Unable to provide
Defer to Recovery
Managers
Complete once On Line
ASAP on Recovery
Unable to implement salary
Defer to Recovery, hold for
Merit or other Salary Increases
changes
implementation
Managers, Employees
Prioritise once On-Line
ASAP on Recovery
Job Evaluation
Unable to provide service
Defer to Recovery
Managers, HRBPs
Complete once On Line
ASAP on Recovery
Allied Pay Equity
Unable to provide information
Defer to Recovery
Recovery Plan
Complete once On Line
Ongoing
Cannot provide without systems,
OIAs
information available
Defer to Recovery
Recovery Plan
Complete once On Line
Ongoing
Cannot implement without
ME/CA Implementation
systems & information available
Defer to Recovery
Recovery Plan
As required once On-Line
As required once On-Line
Cannot provide without systems,
Bargaining Information
information available
Defer to Recovery
Recovery Plan
Complete once On Line
ASAP on Recovery
Limited Responses, no
adjustments to uplift possible, no Provide responses possible,
Clerical Pay Equity
action on mapping iformation
maintain list of required actions Recovery Plan
Prioritise once On-Line
ASAP on Recovery
Limited response depending on
Provide responses possible,
Queries/e-mails/advice
query
maintain list of required actions Recovery Plan
As required once On-Line
ASAP on Recovery
Cannot proceed without systems,
Lists - Strike, Contingency
information available
Defer to Recovery
Recovery Plan
Complete once On Line
ASAP on Recovery
Section 43 Notices
Limited Responses
Provide notifications possible
Managers
As required once On-Line
Ongoing
Holidays Act Compliance
Limited Responses
Provide respnses possible
Recovery Plan
As required once On-Line
Ongoing
HRIS/Peoplesoft Queries
Limited Responses
Provide respnses possible
Recovery Plan
As required once On-Line
Ongoing
Key Contacts:
CONTINGENCY PLANNING
DIRECTORATE: RMOSS
Key Contacts:
Service
Impact
Response
Who to inform?
Key Responsibilities
Who
What
When
RMOSS
RMO unable to fol ow normal
RMOs advised via Facebook group to cal CNM on
if unable DNM to text RMOSS manager
Ongoing
process for sick cal s.
to perform duty.
on
RMOSS
Manager to pass information
onto RMO rosterers to direct
relievers.
RMOSS
Unable to access and update RMO Record al changed via handwritten notes. RMO rosterers to meet daily
Ongoing
rosters
with
to update Amion - writing rosters on recovery plan.
RMOSS
RMO ARC National deadline for
Working with local DHBs (Rotorua and NRA) to load adverts via Taleo
31.05.2021
advertisements to go live 31 May which is a cloud based application at alternative DHB. 25.05.2021 RMO
2020. (should this be 2021?)
recruitment staff at Rotorua with HR recruitment loading
advertisements. New logins and passwords issued at Rotorua DHB - on
recovery plan.
RMOSS
RMO run reviews
Currently doing HO surgical run reviews. Agreed with COO and CMO
Ongoing
run reviews that are aready underway to continue and analysed later
weeks, which are no reflective wil be excluded from the review and
additional weeks added - communicated with both STONZ and RDT.
Run reviews due to to commence 31 May (card HO & O&G registrars)
wil be delayed start. On recovery plan.
RMOSS
Changes to Drs scopes / general
Telephoned Nisha Patel (MCNZ) emailing list of Drs whose APCs are
Ongoing
registration applications and APC expiring. Received 25/05/2021. List printed fol owed up with al
reminders
doctors on that list. Changes in scope done manual y and submitted to
MCNZ with handwritten letters.
RMOSS
RMO payrol
Advised unions 23/05/2021 of likely impact on RMOs pay as per
communication. Additional duties submitted as normal but may need
to be put through later - need to clarify.
RMOSS
Paperwork / claims / leave
Hard to check entitlement/availability. Currently using judgement
around MEL requests/additional duty claims/CME request for
computers via STONZ. On recovery plan.
CONTINGENCY PLANNING
DIRECTORATE: RURAL AND COMMUNITY
Key Contacts:
Service
Impact
Response
Who to inform?
Key Responsibilities
Who
What
When
Breast Screening
Unable to generate client detail
Subsites providing paper copies
forms from Report Manager
Breast Screening
Unable to access concerto for
2 x admin staff sent to BOP site, 1 to Rotorua
admin bookings
Thames OP
Unable to book DNA/cancelled
Identify alternative times and dates for additional clinics. Develop plan
patients
to indentify service resources.
Gal aghers
Lost paper files
Notes returned to Gal aghers
Rural Hospital
Inabiltiy to communicate
Two phones to Tokoroa. Clean laptops for rural health.
Sexual Health
Staff unable to access emails.
Utilise phones of staff to read share emails.
Comms with staff
Ongoing
Allied Health
Alerts for child protection,
Pre-visit screening phone cal
Comms with staff
ASAP
al ergies, aggression, home visit
warnings, dogss all not available
Allied Health
AH staff unable to document OP or Notes written on paper with name/NHI on top. When CWS available,
Recovery plan for
Ongoing
community appts in CWS progress stickers to be printed and added to paper and sort for scanning onto
backloading.
notes.
CWS. Staff to then add progress notes with appointment date/time,
and notes scanned.
OT
OT staff unable to raise Oracle
Email Ivacare directly with rental requests. Once back online to submit
Ongoing
requests to rent non-stores
POs Recs restrospectively.
equipment from invacare.
All
Retrospective loading of all patient Extra shifts organised for staff and casuals starting work this week and Recovery plan
data.
will upload data.
Dental
Enrolling new patients online
Storage of enrollments in a secure location until it can be uploaded.
cannot be completed.
Thames
No access to Taleo to process
CIMS approval requested to access Taleo web-based programme.
recruitment.
Al
Fax machines intermittent and
Staff to phone receiver of fax to determine if sent correctly.
Ongoing
unreliable
Allied Health
ACC forms unable to be emailed
Team member to be indentified to get ACC form to Janel e
Take paper copy to Janelle
Ongoing
Allied Health
Unknown outpatients
Work flexibility, request pts (via comms) to bring along any
Comms to staff
appointments
documentation to appt.
Allied Health
Unable to access or send info to
Email Gaye Andrew for urgent child
Ongoing
inhouse child protection team.
Allied Health
Outpatients and community
Paper list kept of names and NHIs of al patients seen along with arrival
Comms to staff
patients unable to be booked for and departure times, outcome of appointment. Will then be updated in
follow up appointment
IPM, reconciled with patients who were booked and arrange to
reschedule who DNA or unable to attend.
Allied Health
On-call physio and dietetics unable On call mobile number identified and number distributed to wards,
CLOSED
to be contacted via operator.
number given to operators
Al
Staff taking and and sharing
Organisational comms have been circulated, advising staff not to do this
photos of patient notes, contact
.
details etc. Concerns going to
cloud/public.
RH
No physical copies of BCP
Deliver BCP alongside Operations Manager
Breast Care
HSCAN breast patients unable to
be booked
Breast Screening
Unable to store images
Storing local y. Source USBs to back up current imaging to avoid loss of
images.
Breast Screening
Unable to provide urgent imaging Liaising with Ham Rad re availability. Triage/identifcation of patients
who need urgent imaging.
Breast Screening
Unable to read images
Send images to PACS to read
Thames Radiology
Unable to provide x-rays for GP
BPAC to private providers. COO to approve BOP to complete these
Closed
referrals.
Breast Screening
Delay to radiologist reads of
Refer to recovery plan
mammogram
Newborn Hearing Screening
Limited service provision
Screening resumed with clean laptops. Prioritised screening
Prioritising
Audiology
Unable to provide ABR - hearing
Contacting Te Manawa Taki to loan equipment. Send patients to other
Liaison, Identifying patients
etc
DHB
Sexual Health
Unable to determine pts booked See pts as they arrive
National, Immunisation Register
Unable to access NIR
Redeploying staff to PHOs in order to access NIR
Dental
Unable to access Titanium
Contacted National Office who can email lists. Printer required
Procuring printer
Breast Care
Primay referred diagnostics
Available forms reviewd, appts arranged with Ham Rad
Triage and Liaison
Thames OP
Unable to review referrals
RCC to place any referrals (urgent) into tray for Thames. Checked 3x
week by Katrina and sent across to Thames on PTS with RN and given to
oncal SMO for triaging.
Al
Unable to access BPAC
Urgent referrals being printed by Health Share and delivered to services
for triage.
Allied Health
Unable to receive referrals for
Referrals to be made in person, or via mobile. Staff making sure mobile
Comms to staff
ASAP
inpatients
number available on ward and checking/visiting key wards if referrals
required.
Dental
All complex dental procedures
Clinic spaces replaced by non-complex and any cancelled to be carried Recovery plan
Ongoing
requiring GA and some nitrous
over. ROP protocols wil be followed. Thames cancel ed lists on the
procedures are cancel ed.
recovery plan.
Dental
Reduced capacity in mobile units Centralise work force and do less complex work. Obtain parental
for complex work.
consents where poss for more complex work.
Allied Health
Dieticians and SLTs unablet to
Dieticians and SLTs phoning food services and fluid room with changes.
Ongoing
request patient diet changes via
Lists of current patients on modified diets and taking to food services.
PFM or MyKai.
Thames
Lists cancel ed due to no radiology Wil need extra resource to see and treat acute patients ASAP. Utili se Recovery plan
(#029)
Waikato and Thames # clinics,appts
Allied Health
New or repeat nutritional
Dieticians to physical y deliver prescriptions to pharmacy if urgently
supplement prescriptions unable required. If rural location and urgent requirement, other staff member
to be sent to pharmacy by
may drive script. Dietician to advise patient to go to GP for script (not
dieticians.
possible for al scripts).
Thames Radiology
No CT scanning available
Patients transferring to Waikato Hospital for private CT if required.
Ongoing
OT
OT staff unable to request
Email or phone requests to CECSES (comm stores) to request
equipment for patients
equipment. Complete equipment request paper form.
Allied Health
Unable to access previous clinicial Outpatients clinics and comm visits to continue unless there is a safety
information for outpatient or
risk to the patient due to the lack of clinical info. These circumstances
community visits, and may be
will be discussed with the manager.
limited previous info for inpatients
Screening
Bowel procedures following
Use facilities in interventional radiology.
Ongoing
screening unable to complete
ERCPs and EUs due to machines
being unplugged.
Audiology
Inabilility to programme hearing
High risk pts being indentified and investigating options - private. All
Procure clean laptop with
26/5, ongoing
aids
other pts are being deferred.
hearing aid software.
Manage enquiries support pts
Sexual Health
Unable to utilise system for special MoH have given a waiver to sexual health to keep prescribi ng speical
authority meds
authority medications
Sexual Health
Unable to receive lab results
All samples going to Path Lab and reports sent - paper based
Sexual Health
Unable to provide NHIs on lab
PathLab are accepting name only.
samples
Dental
GA dental procedures unable to go Increase capacity in Alison St and Anglesea Clinic.
Triage/Prioritisation
Ongoing
ahead in Thames & Waikato
Speech language therapy
Radiology unable to store images Clinically urgent UFSS being done without recording. All others de-
NZ Speech - Lange Assoc.
from UFSS studies
prioritised.
expert advisor, Radiology
MIF
Unable to access BCMS & NBS data Using ipads to enter data on BCMS & NBS
bare
MIF
Lab results not being transferred CNM receiving hard copy of Lab results and reconciling against returnee, Recovery plan for lab needs
into Eclair therefore not feeding
manifest and staff lists. CNM wil approach MBIE to create electronic
to include transferring results
into BCMS and NBS and BWTR
spreadsheet to assist manual reconciliation.
into Eclair
MIF
Lab results not being entered into Manual clearance for departure
Eclair means clearance for dlc from
MIF unable to be approved in
MIF
Positive results manual y
Double check against NHI and DOB to triple check indentity.
reconciled increased risk of error
with similar names.
Ear Nurses and Admin
Unable to plan / book ear clinics in Running clinics and waiting for booked people to arrive. Running drop-
IPM and unsure who has a
in clinics so that new patients can be seen. Keeping hard copy lists of
scheduled appointment
who attends each clinic.
Vision Hearing Technicians (VHTs)
Can't send letters out to venues to Enquire with Pinnacle as to whether we can get reports off them. 27/5
confirm dates/times. Can't cross Two computers obtained for hot desk acces at Pinnacle 0900-1500.
check data bases for previous
Ring on phone and advise visiting. Get the venue to print a lit of all 4
results into B4SC. Don't know who year olds and we will cross check against previous visit list.
your high dep children are and not
able to contact them due to can't
access details. Can't do prep work
for out of town visits.
Thames
Limited access to radiology
Referrals for radiology to Ops Manager - Radiology, to triage to private
Ongoing
radiology. Sc F monitoring and notify of any updates.
Thames
Potential for patients to be lost to At discharge, medical team to identify follow up appointment
Ongoing
follow up.
requirements on the discharge summary.
CONTINGENCY PLANNING
DIRECTORATE: SURGICAL
Key Contacts:
UPDATES
24/05/21. Published
25/05/21 -Reviewed - No changes
26/05/21 -Reviewed - No changes
27/05/21 - Reviewed - No changes
28/05/21 - Reviewed - No changes
31/05/21- Reviewed - No changes
01/06/21 - Reviewed. Updated. Elective theatres planned 48 hrs in
advance.
02/06/21 - Reviewed. No changes
03/06/21 - Reviewed. No changes.
04/06/21 - Reviewed. Updated to include Nursing strike impact on
elective theatre lists, Interhospital Acute Transfers; and IS Stocktake
info.
08/06/21. Reviewed No changes
10/06/21. Reviewed. No changes
Service
Impact
Response
Who to inform?
Key Responsibilities
Who
What
When
Theatre
Elective bookings:
Aileen and Leigh/Louise to review theatre list for following 48 hrs
Elective bookings
Daily
Surgery limited to operations not CNSs to review list with SMOs to confirm safety to progress to surgery
SMOs
Elective bookings
Daily
requiring rad/lab support services
4 June 2021. Nursing strike 9 June 4 June 2021.
2021. Requiring reduction of
Last day of planned cardiac surgery 4 June 2021 until after strike day
services. Non complex electives
Neurosurgery: Acutes only until after nursing strike.
with EDD prior to strike being
Casemix has changed with no major cases to be completed with a LOS >
planned.
3 days
Louise / admin to write up confirmed theatre list
Theatre, wards, EOC
Elective bookings
Daily
Booking clerks to phone and confirm with patients that theatre going
Patients
Elective bookings
Daily
ahead or cancelled
Copy of theatre lists to be delivered to: theatre, nurse manager surgery, Theatre, wards, Nurse
Elective bookings
Daily
EOC, Kim Holt
Managers for each division,
EOC
Copy of list of patients proceeding and patients being cancelled to be
EOC
Pt lists
Daily
sent to EOC daily.
All elective patients with potential requirements for ICU/HDU level care ICU SMO
Pt lists
Daily
to be discussed with ICU SMO before ?
Acute patients
Jennie to monitor acute patients and in discussion with SMO schedule SMOs
Acute listgs
Daily
for theatre
Copy of total patients operated on by service to be delivered to IOC
EOC
K
Pt lists
Daily
daily
WARDS
Wards, lack of patient visibility
Daily patient census at 0800 and 1700 to be delivered to EOC from each EOC
Pt census
0800 & 1700 daily
across the hospital
ward
CCU. No centralised telemetry
1-2 hourly rounding to monitor patients on telemetry. 12 lead ECG
Pt records
Telemetry
1-2hourly
machines.
monitoring as required. Co-location of?
Increased requirement for paper Team leader - Admin - to offer additional hours to staff to work.
CNMs
,
Admin support
Ongoing during incident
based processes
Workload requirements to be sent to Megan Scott.
S
Lack of visibility of clinical records Al areas to return clincial records to medical records as soon as possible Clinical records
Clinical records
As soon as possible
location.
after patient discharge
Follow up clinics: Potential for
At discharge, medical team to identify follow up appt requirements on Discharge summary,
Follow up requirements
On discharge
patients to be lost to follow up due the discharge summary
receptionist
to lack of computer?
Ward receptionists to copy discharge summary and send to specialty
MCC
Discharge summary
On discharge
clinic in MCC
MCC admin to manual y book patients for follow up appts
Patients
Discharge summary
On discharge
Out of hours support: ensure of Bed manager / duty manager first point of contact
CNMs
Contact DNM
As required
hours support for wards
EOC roster 24/7 in place
Al areas
CIMS roster
Throughout incident
Oncall support
CNM, EOC, CNM
Oncal roster for support for Prior to weekend
ward
CLINICS
Lack of visibility of patient
Comms out to public identifying clinic update and requesting patients to Public
Comms
Regularly
bookings
take all documentation of clinical hs with them to appts
Clinics Running: Schedule attached
EOC/Services
Clinic schedule
Daily
Clinics Cancelled: Schedule attached
EOC/Services
Clinic schedule
Daily
Daily schedules to be: on whiteboards in IOC, in EOC
IOC/EOC
Clinc schedule
Daily
Limited ability to provide
Patients requested via comms to bring any relevant information with
Public, MCC, booking clerks
Outpatient clinic process
Ongoing
comprehensive care due to limited them to clinic.
lab/rad/clinical history
All patients will receive a comprehensive nursing assessment
SMO and clinical records
Nursing assessments
Ongoing
Medical teams to be in clinic as per usual schedule to provide medical Medical teams
Clinical assessments
Ongoing as per schedule
advice / support as required
ICU/HDU
Compromise to patient safety due Regional patients requiring critical care must be discussed with the
ICU SMO
Regional referrals to ICU/HDU As required
to limited access to rad/lab/clinical oncal ICU SMO to determine level of care required.
history
ICU SMO to refer pts as required Taranaki/Gisborne to Wel ington,
ICU SMO
Regional referrals to ICU/HDU As required
Lakes/BoP to Auckland
All elective patients with potential requirements for ICU/HDU level care ICU SMO
Elective pts for potential
As required
to be discussed with ICU SMO before proceeding.
ICU/HDU
99777 - incosistency of effective
For chest reopening: cal 99777, instigate ICU cal tree
ICU team
Chest reopening 99777 cal
Ongoing
cal tree
tree
TRAUMA/EMERGENCIES
Potential for compromise to
Trauma 1&2 to Waikato, Trauma 3&4 to Auckland
St John Ambulance, Air
Trauma plan
During incident
patient safety
Ambulance
Management of mass casualty
St Johns Operation to contact ICU SMO in event of mass casualties. ICU St John Ambulance, Air
Mass casualty plan
During incident
placement to ensure capacity not SMO to indentify WDHB ICU capacity. Pts to be placed in appropriate Ambulance
exceeded.
tertiary hospital based on capacity.
Emergency spines to be diverted
Divert to Middlemore and Tauranga
Regional hospitals
Emergency spines
As required during incident
Cardiology pts: STEMIs if can't be Taranaki pts to Wel ington, Lakes to BOP, Gisborne to BOP, Complex to Regional hospitals, Akld,
STEMI pts
As required
sent to Waikato CathLab within 90 Auckland
Wellington, BOP
mins: to be assessed by Regional
Clinics. Treat with thrombolytics.
If require rescue angioplasty send
to alternative tertiary hospital.
Private capacity
TV and Raj to review and indentify pts appropriate to go private, then to
to organise
Cardiology pts
As required
liase with Joanne and Leigh to organise
Interhospital transfers.
3 June 2021. Memo from Christine Lowry and Maggie Fisher formalising Al areas
Al staff
04-Jun-21
arrangements for managing acute transfers to Waikato DHB from within
the Midland Region.
ICU - ICU transfers: The referring DHB wil contact the ICU on cal team.
If we are unable to accept the patient the referring DHB will then need
to approach Auckland or Wellington.
Acute Spines: Transfer to Counties Manukau
Tertiary Acute Referrals: The specialist from the referring hospital within
the Midland region will contact the SMO of the relevant on cal team at
Waikato DHB and confirm the patient needs transfer for tertiary level
care. The Waikato DHB SMO wil notify the DNM of the requirement to
transfer to tertiary level care. The DNM wil assess the demands on
radiology and other services and will confirm if the patient can be
accepted. The Waikato DHB SMO is then informed and will confirm back
to the referring DHB. If we are unable to accept the patient the referring
DHB will then need to be advised to contact ADHB or Wellington.
BOP and Lakes DHBs will refer to Auckland DHB in the first instance and
Tairawhiti and Taranaki DHBs wil refer to Capital and Coast DHB,
Wellington
ICU diversions from regional
ICU to ICU transfers: regions to liase with ICU SMO to determine if ICU
hospitals
level care required. If so ICU SMO to rever as follows: Gisborne &
Taranaki to Wel ington, BOP & Lakes to Auckland
GENERAL
Risk Plan for Directorate
Directorate Risk Plan completed and sent to Risk Team for collation.
CIMS
Risk Plan
Update regularly during
incident
Recovery Plan
Recovery Plan updated and saved in Recovery Folder in Teams
CIMS
Risk Plan
Update regularly during
incident
IS Stocktake
IS Stocktake document saved in Recovery Folder in Teams
CIMS
Risk Plan
Update regularly during
incident
Document Outline