Installation of a Clinical Universal Workstation Networked Printer

Installation of a Clinical Universal Workstation Networked Printer: Set up Items Problem Solving Flowcharts

Content: n n This presentation has been reviewed and approved by the key stakeholders mentioned This presentation will provide resources to contact for setup and problem solving—on each slide n n n Steps to successfully set up a networked CUWS printer—slides #3 &4 Troubleshooting suggestions—slides # 5 -15 Confirmation of this information from all key stakeholders in the process-prior to publication Glossary of frequently used terms—slides#16 -21 Footnotes—slides 22 -24 2

Flowchart: New Printer Set up Steps NEW Printer installation n in NEW Nursing Unit? y Manager of unit requesting printer will Contact Dept. of Finance for room & bed changes. Provide nursing unit name, bed numbers & phone numbers Manager of unit requesting printer set up will complete CSR or contact Helpdesk to initiate a CSR Help Desk notifies CUWS team of CSR Network Printer Change Request (NPC) Completed by CUWS team NPC Autogenerated to all appropriate I. M. depts. * If electricity, network connection or counter construction needed, send request to Plant Ops by Manager of nsg. CUWS team unit contacts nsg. Unit manager or SSS dept. for decisions re: printer set up All action steps taken by all parties contacted by NPC to prepare for requested print capabilities. Changes must be Tested before implementation to confirm complete set up in all necessary applications. * See footnote on pg. 22 3

Testing Printer After Installation n n Testing team must be qualified and have access to applications to be tested Make sure printer has “READY ” display n Check all “printer correction options”* if printer display doesn’t read “READY” before calling helpdesk • *Power on, power line connected to outlet, network cord connected to outlet and NOT pinched in any way, printer online (display reading READY), paper supply sufficient and not jammed, toner adequate, printer powered off and back on to reconnect network… Test demand print n Print internet document-go to internet explorer, then click file, print, ok… Test all types of print from all applications required to print to installed printer 4

Troubleshooting: Unsuccessful Daily Order Sheet Print D. O. S. NOT printing in Batch on a given nursing unit. New Nursing Unit? n y Contact Help Desk to verify VS 030 BC Database (Auto-tech team) report destination has correct printer listed for the nursing unit and ask that print be “rebundled” y n Printe r worki ng prope rly? y Contact Autotech team via Help Desk to add printer to table n Check all “printer correction options” if display doesn’t read “Ready” * Contact CUWS team via Help Desk for repairs If failure to print persists: every step for confirmation of action taken indicating that print is still NOT successful Escalate to Incident Response Center via Help Desk Print still NOT successful * See glossar y slide #20 5

Troubleshooting: Unsuccessful EDOCS Print 1. Caller to Help Desk states unable to print ANY document from all choice within EDOCS Check Printer correction options before calling Help Desk * * See glossary slide #20 Check “file, print” to see dialogue box 2. Caller to Help Desk states unable to print from EDOCS from one of the possible options, i. e. eyeglasses, single or multiple print mode Escalate to Incident Response Center via Help Desk “PD” is an available printer option in dialogue box y User contacts CUWS team via Help Desk to have PD printer option added n Help Desk contact EDOCS with information Print still NOT Successful Technical team from CUWS & EDOCS correct items on their side If failure to print persists: Revisit every step for confirmation of action Taken indicating that print is still NOT successful 6

Troubleshooting: Unsuccessful Embosser Print Emboss er printer not Printer NEW ? printing * CSR submitted by manager of nsng. unit adding printer: requesting connection to network for printer? y n Contact person from designated application that should print to embosser for verification that the printer is set in application table y * See glossary slide #20 y n Application contact sets printer in application for printing Contact CUWS team to check Jet Direct box & hardware n Refer to slide #3 for guidance on submitting CSR If failure to print persists: revisit every step for confirmation of actions taken indicating that print is still NOT successful Escalate to Incident Response Center via Help Desk Print still NOT successful 7

Troubleshooting: Unsuccessful EPIC Print HD contacts CUWS team to confirm CWS is configured for EPIC y print Notify Help EPIC document not printing from CWS terminal * * Desk ** Help Desk contacts MID Range team to verify that terminal is listed in database See glossary slide #20 ** n y Mid Range team adds terminal to database CUWS team corrects terminal setting to allow EPIC print n EPIC has accurate CWS ID & location in required tables n EPIC team adds CWS to table y If failure to print persists: revisit every step for confirmation of action taken indicating that print is still NOT successful Print still NOT successful Escalate to Incident Response Center via Help Desk footnotes: slide #23 8

Troubleshooting: Unsuccessful Label Print Label printer not printing CSR submitted by manager of unit adding printer: requesting connection of network to label printer? New Printer? y N y Contact Help Desk to trouble shoot and then contact person from designated application that should print to label printer to verify that the printer is set in application table Application contact sets printer in application for printing Contact CUWS team to check Jet Direct box & hardware n Refer to slide #3 for guidance on submitting CSR If failure to print persists: CUWS team will contact vendor and provide a backup printer to floor until repairs completed Print still Escalate to NOT successful Incident Response Center via Help Desk 9

Troubleshooting: Unsuccessful Daily AM Batch Lab Reqs Print Daily AM Batch Lab Requisitions NOT printing on nursing unit New Nursing Unit? n y Contact Help Desk to verify with AUTOTECH team that DB 2 Database has correct printer listed for the nursing unit & DB 2 is functioning properly Printer workin g Proper ly? n Check all “printer correction options” if display doesn’t read “Ready y Notify CUWS team to repair * DB 2 Database Autotech team add printer to table Escalate to Incident Response Center If failure to print persists: Have nursing unit staff review all AM lab orders for each patient and REPRINT each req. needed Print still NOT successful *See glossary slide #20 10

Troubleshooting: Unsuccessful Medipac Print Medipac document not printing from CWS terminal Contact Help Desk to further trouble shoot and verify with Application support and Tech support Help Desk to contact CUWS team to verify that machine is configured for MPAC print y Medipac team verifies terminal listed in application correctly n Medipac team adds terminal to application CUWS team adds workstation to terminal table n y Mainfram e team verifies accurate location listed in database y If failure to print persists: revisit every step for confirmation of actions taken indicating that print is still NOT successful Print still NOT successful n Mainframe team adds to print subsystem Escalate to Incident Response Center via Help Desk 11

Troubleshooting: Unsuccessful WIZ Print of Demand Documents: COS, CMR, etc COS / CMR Not printing from WIZ Designated Demand printer working properly? Other demand documents (I. e. emails) print okay? y * See Glossary slide #20 n Check all “printer correction options” if display doesn’t read “Ready” * y n Contact Help Desk to troubleshoot and verify with CUWS team, if necessary re: printer assignment to terminal Contact CUWS team via Help Desk for repair CUWS team confirms that the terminals reported are set to print default to designated demand printer. Escalate to Incident Response Center via Help Desk Is printer in expecte d location for Deman y d Print? Print still NOT successful n Next Page If failure to print persists: revisit every step for confirmation of actions taken indicating that print is still NOT successful 12

Troubleshooting: Slide #12 Continued Unsuccessful WIZ Print of Demand Documents: Prior y Page y Is printer in expecte d location for Deman d Print n ? Unit leadership decides to allow print document s to go to current location? y n Submit CSR to request that the CUWS team to move printer to expected location or identify another printer as the designated Demand printer Educate staff re: location of demand printer 13

Troubleshooting: Unsuccessful WIZ Print: Orders ONLY WIZ Orders (POS & REQ) documents not printing on NURSING UNIT Nursing unit approved by Dept of Finance y New unit set up in Medip ac y Nursi ng unit NEW ? y n Contact Finance Dept. n IE, internet docume nts print @ designate d printer n y n Print subsyst em shows docume nts printed? n Print er is worki ng? y y Notify Wiz & CUWS team to determine if location in their tables are named EXACTLY the same * See glossar y slide #20 n Check all “printer correction options” if display doesn’t read “Ready” Contact CUWS team for repair Contact Mainframe/Technical Contact nsg. unit to team via Help Desk to ensure printer is “ready”, ensure accurate location document wasn’t picked is listed in database/ up accidentally by print subsystem someone else. If failure to print CUWS & WIZ team persists: collaborate to revisit every step for ensure both tables confirmation of action have accurate taken indicating that print is still NOT successful location name Print still NOT Escalate to successful Incident * ** Response Center via Help Desk ** Refer to footnote on slide #23 14

Troubleshooting: Unsuccessful Wiz Print: reprint Requisitions Other deman d printer working properl y y Lab Reprint reqs. not printing CUWS team via Help Desk confirmed ID of “Nearest Printer” to which Reprint Req. should print. Educate staff re: correct destination for Reprint Reqs. n Check all “printer correction options” if display doesn’t read “Ready” * Is “nearest” printer also Demand Print? n y Contact CUWS team via Help Desk for repairs If failure to print persists: revisit every step for Confirmation of action taken indicating that print is still NOT successful Escalate via Help Desk to Incident Response Center Print still NOT successful * See glossar y slide #20 15

Frequently Used Terms: Glossary n n COS—Abbreviation for WIZ document titled Current Order Sheet CMR--Abbreviation for WIZ document titled Current Meds & Results Demand printn Printer chosen by staff on nsg. unit for demand print is set during the build of the terminal as the default printer for all demand document printing E-drain statusn the Edrained status in VPS can occur anytime the mainframe fails to send active print jobs to the printer. This could be due to out of paper conditions, loss of network connectivity, paper jams, configuration errors, or anything else that causes the printer to become unavailable when the mainframe is trying to route print to the printer. * see footnotes slide #23. 16

Glossary Continued: n HIP monitorn n n The HIP monitor is a utility that resides on the VUMCPORTAL server and monitors all critical printers If one of these printers encounters a problem, the HIP monitor will display the printer ID in “the printers needing an intervention window” at the top of the HIP monitor screen The “Monitor” will also receive an audio alert stating "please check your printer monitor“ The Help Desk then notifies appropriate staff. This audio alert will only be announced once for each occurrence (HIP monitor is planned for replacement by service desk soon) This “Monitor” resides on & is monitored by the Help Desk. The Help Desk notifies the unit impacted The HIP Monitor is not integrated with the VPS system on the Mainframe & may not alert the Help Desk to all VPS “e-drain” status errors. 17

Glossary Continued: n n IRC-Incident Response Centern Escalation process via help desk to which unresolved problems should be routed Logical printer tablen n PRTVLOCT (see WIZ location tables) orders printer location table created by CUWS team to correlate printer ID to print destination table in WIZ MPAC location table— n Table (YALOC) which contains all approved location codes where patients can be bedded within the inpatient and outpatient procedural areas n Used for patient tracking of admit, discharge, transfer 18

Glossary: continued n Nearest printer tablen n based on the terminal location code table (VTMVTRMT) which drives where WIZ prints reprinted VTMVTRMT reqs; This table is maintained by CUWS team Network printer change request (NPC)n Web based process for LAN Managers or CUWS Specialists to communicate and request printer changes from their responsible areas to the various Informatics Center departments required to enable to device to print the required user application printouts. This web based application can be accessed @ https: //trutto. mc. vanderbilt. edu/ncs/ 19

Glossary Continued: n n POS—Abbreviation for WIZ document titled Physician Order Sheet Printer correction optionsn n Power cord plugged in, power printer off & on to reconnect network to printer, network cord is connected to back of printer and NOT pinched, printer on-line (display reading READY), paper supply sufficient and not jammed, toner adequate… Print Sub-systemn CICSPAC 2 -a Mainframe based CICS (customer Information Control System) application developed in-house which identifies each document sent to any networked printer by date, time & content of document 20

Glossary Continued: n n REQ– Abbreviation for WIZ document titled Lab Requisition WIZ location table— n PRTVLOCT (orders printer location tables): • U$HIPRINT(nursing unit WIZ printers) • U$DPPRINT (departmental WIZ printers, I. E. ECHO lab) • WIZ uses these tables to match orders printing to patient (Medipac) location for accurate print of automatically generated documents to correct pt. care location *Refer to slide #23 for further detail. 21

* Footnotes: n Slide #2 --* the qualifiers for installation of a CUWS printer are: there must be a CUWS workstation involved. n If there is an existing NON- CUWS printer in place, when it becomes a CUWS printer, the CUWS team then is responsible for the maintenance and life-cycling of that printer. n Slide # 7—Help Desk has access to allow the printer to be pinged, restart printer queues, clear printer queues, etc…. 22

* Footnotes: Continued n Slide # 14 & 21—Within Wiz Order, there is a matching table that maps beds to printer names in U$HIPRINT. There's another table that maps units and/or workstations to label printers (via their hostname/IP address). Requisitions to departments (mapping orderable department/sub department to U$DPPRNT printer name) are hard coded. n Slide # E-Drain 16– See Slide # 17 for description of term 23