Title:

Unplanned downtime and meal order policy.

 Originated Entity: Food & Beverage Number: COP/ PP Ed #: 01

Issued: January 2023 Effective: January 2023 Review: January 2024

This policy is prepared and shall be used to facilitate and to ensure smooth workflow
between the staff wards, the physicians, the dieticians and the Food & Beverage
department in case of unplanned downtime or any other failure in HIS that restrict the
use of interfaced MLS (Menu logistic system) in order to provide the patient with the
best food services and the adequate meals as per their nutritional needs.
 Purpose:
To establish an effective coordination and adequate communication between the
different parties involved in the patient’s diet order, preparation, delivery and follow
up in case of unplanned downtime in HIS, namely the physicians, the nurses, the
dieticians and the food service staff.

Physicians, Nursing, Clinical Dieticians and Food & Beverage staff are responsible for ensuring
Responsibility of: patients’ nutrition and providing appropriate food services in Comprehensive Cancer Care and
Research Centre.
This policy applies to all clinical and non-clinical staff (physicians, nurses, dieticians, ward
Applicable to:
administrative staff in Inpatient units in the hospital and Food & Beverage services staff.
P&P Cross-
Reference:
 

1. Definitions:
1.1 Unplanned downtime: occurs when there is an unexpected shutdown or failure of system or
process.

COP Page 1 of 10
 Title:
Unplanned downtime and meal order policy.
 Originated Entity: Food & Beverage Number: COP/ PP Ed #: 01

Issued: January 2023 Effective: January 2023 Review: January 2024

2. Policy Statement:
2.1 unplanned downtime in HIS and then in MLS (menu logistic system) must be controlled in a
way that does not affect the department responsibilities to provide food service for the patients.
2.2 an effective communication and adequate coordination must be carried out between different
parties involved in patient diet in case of unplanned downtime in HIS, in order to provide
timely and accurate food service for patients.

3. Procedure and Responsibilities

Section Procedure Responsible Staff
3 HIS downtime
The manual diet requisition sheet must be prepared and filled with
required information: patient’s name, patient’s MRN, bed number and the
3.1 patient’s diet one day in advance in order to provide timely food service Physicians/ Nursing
and to avoid any shortage of daily required meals.
Please refer to appendix 1.
The diet requisition sheets will be collected from wards before every meal
3.2 Waiters/ Waitress
as per the attached time in appendix 2
The patients and their family’s food preference/choices will be taken by
3.3 diet clerk through face to face interaction and recorded on a manual tray  Diet Clerk
card. Please refer to appendix 3.
The patient’s tray card will be sorted in order to obtain the final
3.4  Diet Clerk
production number of foods.
3.5 The expected number of each diet and food preferences of each diet Food & beverage
category will written down on manual production sheet and sent to staff

COP Page 2 of 10
 Title:
Unplanned downtime and meal order policy.
 Originated Entity: Food & Beverage Number: COP/ PP Ed #: 01

Issued: January 2023 Effective: January 2023 Review: January 2024

production line in order to prepare the required quantity of food. Please

refer to appendix 4.
If the patient’s diet requirements changed, it must be reported via
3.6 telephone communication to food & beverage department half an hour Nursing/ Dietitians
prior mealtime to avoid any dietary errors and to avoid food wastage.
Immediate telephone communication must be carried out to food &
beverage department in case the patient is transferred between rooms or
3.7 Nursing
wards in order to identify the patient correctly and to provide timely
service.
To avoid food wastage food & beverage department staff must be
3.8 informed immediately via telephone communication, If the patient Nursing
discharged or referred to another health organization.
New admissions must be reported immediately via telephone
3.8 Nursing
communication to food & beverage department.
4 Network downtime
In case of complete network downtime, the procedure 3.1 to 3.8 will be
4.1 applied however, the communication will be carried out via food &
beverage staff personal phone number. Please refer to appendix 5.

4. Appendices
4.1 Diet Requisition Sheet
4.2 Diet sheet collection time from wards
4.3 Manual patient tray card
4.4 Meal consolidation

COP Page 3 of 10
 Title:
Unplanned downtime and meal order policy.
 Originated Entity: Food & Beverage Number: COP/ PP Ed #: 01

Issued: January 2023 Effective: January 2023 Review: January 2024

4.5 Food & beverage focal point for communication purpose at unplanned downtime

5. References:

Revision History:
Edition Number Revised section number Remarks
     
     
 
Review and Approval Section:
Prepared by: Name & Job Title Date & Signature

Reviewed by: Name & Job Title Date & Signature

Reviewed by: Name & Job Title Date & Signature

Approved by: Name & Job Title Date & Signature
 

COP Page 4 of 10
 Title:
Unplanned downtime and meal order policy.
 Originated Entity: Food & Beverage Number: COP/ PP Ed #: 01

Issued: January 2023 Effective: January 2023 Review: January 2024

Appendix 4.1

Diet Requisition Sheet

(TO BE SUBMITTED BY 13:30 PM ON THE DAY PRIOR TO
REQUIREMENT)

Date: Ward:

DIET SPECIFICATION PATIENT

BED HOSP SPECIAL EXPECTATION
PATIENT NAME ATTENDANT
NO. NO. BF L D INSTRUCTIONS FOR THE NEXT
DAY

N Normal Diet DM Diabetic Diet IDDM Diabetic on Insulin

R Renal BL Bland LS Low Salt
S Soft FL Fluid NG Nasogastric
NPM Nil By Mouth LF Low Fat LP Low Protein
BF Breakfast L Lunch D Dinner

Contact Numbers: 2277- 4865, 2277- 4867

**Note: Kindly note that, clearing patients’ meals after one hour from serving time.

COP Page 5 of 10
 Title:
Unplanned downtime and meal order policy.
 Originated Entity: Food & Beverage Number: COP/ PP Ed #: 01

Issued: January 2023 Effective: January 2023 Review: January 2024

Appendix 4.2

Diet sheet collection time from wards

Breakfast One day in advance

Lunch 5:00 AM

Dinner 9:00 AM

COP Page 6 of 10
 Title:
Unplanned downtime and meal order policy.
 Originated Entity: Food & Beverage Number: COP/ PP Ed #: 01

Issued: January 2023 Effective: January 2023 Review: January 2024

Appendix 4.3

Manual patient tray card

Sunday ‫األحد‬
Ward ‫الجناح‬ Room ‫السرير‬
Breakfast ‫فطور‬
Choose one ‫إختيار واحد‬
 Fresh Juice N/S ‫عصير طازج‬ 

 Milk ‫حليب‬ 
Choose one ‫إختيار واحد‬
 Oats Porridge ‫شوربة شوفان‬ 
 Cornflakes ‫كورنفلكس‬ 
 Weetabix ‫ويتابكس‬ 
 Dry Vermicelli ‫سيويا‬ 
Choose one ‫إختيار واحد‬
 Scrambled egg ‫بيض مخفوق‬ 
Choose one ‫إختيار واحد‬

 Chickpeas ‫ دنجو‬
Choose one ‫إختيار واحد‬
 Slice Bread (Brown) )‫خبز شرائح (اسمر‬ 
 Slice Bread (White) )‫خبز شرائح (أبيض‬ 

Choose one ‫إختيار واحد‬

 Butter ‫زبدة‬ 
 Cheese ‫جبن‬ 
 Labnah ‫لبنة‬ 
Choose one ‫إختيار واحد‬
 Honey ‫عسل‬ 

COP Page 7 of 10
 Title:
Unplanned downtime and meal order policy.
 Originated Entity: Food & Beverage Number: COP/ PP Ed #: 01

Issued: January 2023 Effective: January 2023 Review: January 2024

Appendix 4.4

BREAKFAST CONSOLIDATION

DATE: SUNDAY:

DESCRIPTION PORTION TOTAL

DRINKS

Low Fat Milk

Fresh Juices N/S

CEREAL

Oats Porridge

Cornflakes

Weetabix

Dry Vermicelli

EGGS

Boiled Egg (x2)

Greek omelets

Scrambled egg

BEANS

Falafel with Tahina

Foul Madams

COP Page 8 of 10
 Title:
Unplanned downtime and meal order policy.
 Originated Entity: Food & Beverage Number: COP/ PP Ed #: 01

Issued: January 2023 Effective: January 2023 Review: January 2024

SANDWICHES (DAYCARE) & (STANDARD’S SNACK)

Greek Omelets Cheese

(1PC)

Shredded Grilled Chicken

(1PC)

Mini Falafel with (2 PC)

BREADS

Arabic Bread (Whole-meal)

Arabic Bread (White)

Slice Bread (Whole-meal)

Slice Bread (White)

Bun Bread (Whole-meal)

Bun Bread (White)

PORTIONS

Butter

Cheese

Labnah

Honey

FRUITS (DAYCARE) & (STANDARD’S SNACK)

Season Fruit

COP Page 9 of 10
 Title:
Unplanned downtime and meal order policy.
 Originated Entity: Food & Beverage Number: COP/ PP Ed #: 01

Issued: January 2023 Effective: January 2023 Review: January 2024

Appendix 4.5

Food & beverage focal point for communication purpose at unplanned downtime

Focal point Job title Contact number

Ms. Siham AL Salmi Food & beverage HOD 99499765

Mr. Aabed Al Hashami Catering supervisor 93887718

COP Page 10 of 10