Downtime is not a matter of if, but when. According to the 2025 SAFER Guides, “occasional temporary unavailability of EHRs is inevitable, due to failures of software and hardware infrastructure, as well as power outages and natural and man-made disasters.” (HealthIT.gov, 2025)
While downtime cannot always be prevented, effective contingency planning can minimize the frequency and impact of downtime events, ensuring continuity of care. Without a clear plan, downtime can disrupt workflows, delay patient care, and create unnecessary stress for clinicians. Taking a proactive, structured approach ensures your team knows exactly what to do when systems go offline, reducing both operational risk and clinical uncertainty.
To be prepared for both planned and unplanned downtime, consider these key steps:
Include clinicians in downtime planning.
Downtime planning is not just limited to IT teams; they should include input from practicing clinicians to ensure all clinical workflows and processes are addressed.
Develop a communication plan.
Notify all hospital staff as everyone is impacted during downtime. Nothing is worse than finding out about a planned downtime as it occurs.
Provide periodic updates.
Even if you are unsure how long the downtime will last, keeping staff informed helps reduce frustration.
Review and refine after downtime.
Every downtime offers lessons. Once systems are back online, teams should review all processes, including feedback from clinicians to determine any improvements for next time.
Planning is critical, but it’s not enough.
While planning is the foundation of downtime preparedness, having the right tools that provide offline access to critical patient data will strengthen readiness. A reliable downtime solution allows clinicians to access essential patient information, keeping workflows moving and care uninterrupted.
With over 35 years of experience supporting healthcare organizations, iatricSystems™ understands the challenges downtime creates. CareContinuity™ is built to ensure clinicians always have the information they need, even when EHRs or networks are unavailable. By keeping critical data accessible, CareContinuity helps staff stay informed, maintain safe and efficient workflows, and focus on what matters most: delivering uninterrupted, high-quality patient care.
Don’t wait for downtime to disrupt care. See how CareContinuity can keep your clinicians prepared and your patients protected. Request a demo today.