Post-Downtime Recovery Process
Once CCMS, PhIS or other critical systems have been restored, the following clinic-wide recovery process must be initiated to ensure a complete & auditable closure of BCP activities.
Step-by-Step Recovery Workflow
Confirm System Status
BCP Manager / ICT Focal Person
BCP Manager to confirm with ICT Focal Person that all systems are operational before stand-down.
Inform All Units
BCP Manager
Announce to all Unit BCP Coordinators & staff that downtime is over and manual workflows can stop.
Collect Manual Records
Unit BCP Coordinators
Gather all manual documentation used during downtime: manual clerking sheets, manual prescriptions, consent forms, logbooks.
Prepare for Re-Entry
BCP Manager / Unit Coordinators
Brief staff on the requirement to re-enter data into CCMS / PhIS. Assign staff for data re-entry.
Start Data Re-Entry Process
Doctors / Nurses / Pharmacy Staff
Begin data re-entry into CCMS/PhIS following unit-specific procedures.
Cross-Check Re-Entry Accuracy
Unit BCP Coordinators
Verify that all paper records match digital entries. Cross-check with manual logs and Excel/Google Sheets.
Submit BCP Report (Need Review)
BCP Manager
Complete and submit official BCP Report documenting the downtime incident and recovery actions.
File Records for Retention (Need Review)
Clinic Admin / BCP Manager
Store all BCP-related records securely for 2 years for audit purposes.
Data Re-Entry Justification & Policy
After system recovery, data re-entry is a mandatory process to ensure that all clinical, administrative and pharmacy activities carried out during downtime are accurately reflected in CCMS (SystmOne), PhIS or other digital systems.
Why Data Re-Entry Is Mandatory?
Requires organizations to return to normal operations by ensuring all missed or manually captured data is restored into the system after disruption.
Emphasizes data integrity and auditability, requiring organizations to prevent data gaps and maintain a complete record of all activities.
Facilities must collect all manual records after downtime, re-enter data into the system, and complete BCP reporting (Lampiran A).
Garis Panduan Pelaksanaan BCP PhIS & ICT 2024, Section 5.3
Requires all agencies to ensure system, application & data recovery through backup restoration, data protection, and restoration of information integrity after disruption.
Dasar Keselamatan ICT KKM Versi 5, Section 8-3 Salinan Pendua (Backup)
Patient records are legal documents. All clinical notes, prescriptions & procedures must be captured in the official system to ensure Continuity of Care, Accountability, Audit Readiness, and Patient Safety.
Monthly workload, patient statistics & service performance data rely on digital system entries. Failure to re-enter data may result in under-reporting, data loss for national reporting, and patient care risks in future visits.
Data re-entry should prioritize critical patients first (e.g., emergency cases, scheduled procedures, medication refills) before routine consultations.
Contributor
Dr Fuad Jaafar
Facilitator, CCMS • KK Bandar Maharani