Request for Proposal Document Discussion

REQUEST FOR PROPOSAL: ELECTRONIC HEALTH RECORD Customer Date Contents REQUEST FOR PROPOSAL:……………………………………………………………………………. 1 ELECTRONIC HEALTH RECORD ………………………………………………………………….. 1 PRACTICE BACKGROUND AND INFORMATION…………………………………………. 3 VENDOR BACKGROUND AND INFORMATION ……………………………………………. 4 REFERENCES…………………………………………………………………………………………………… 5 SYSTEM FEATURES………………………………………………………………………………………… 6 PRICING AND CONTRACTS …………………………………………………………………………. 13 SYSTEM SUPPORT ………………………………………………………………………………………… 14 IMPLEMENTATION ………………………………………………………………………………………. 16 DOCUMENTATION AND TRAINING…………………………………………………………….. 17 TECHNICAL DESIGN AND OPERATIONAL REQUIREMENTS…………………… 18 PRACTICE MANAGEMENT SYSTEM INTEGRATION & OTHER INTERFACES………………………………………………………………………………………………….. 20 REPORT GENERATION AND TOOLS …………………………………………………………… 21 SECURITY………………………………………………………………………………………………………. 22 HIPAA……………………………………………………………………………………………………………… 23 DOQ IT: Request for Proposal – Electronic Health Record Page 2 of 23 Practice Background and Information 1. Practice Primary Contact • Name: • Title: • Office/Location Address: • Phone Number: • E-Mail address: • Practice’s Internet Home Page: 2. Overview of Practice • Number of Providers (by Specialty): • Number of Clinical Support Staff: • Number off Administrative (Front Desk and Back Office): • Number of Locations: • Patient Visits per Year: • New Patients Visits per Year: • Current Number of Existing Patients: 3. OVERVIEW OF PRACTICE’S CURRENT IT ENVIRONMENT • Number of IT Staff: • Name of Practice Management System (include version): • Are all locations on a PC Network: • Is any part of your current network wireless: 4. Other Information • Transcription is done in-house or outsourced? If outsourced please indicate vendor. • • Name all external lab systems that you receive lab results from: Source LIS % of Results Name any other external systems that you receive information from that you would like incorporated into your EHR DOQ IT: Request for Proposal – Electronic Health Record Page 3 of 23 Vendor Background and Information 1. Vendor Primary Contact • Name: • Title: • Office/Location Address: • Phone Number: • E-Mail address: • Organization’s Internet Home Page: 2. Identify the location of the following: • Corporate Headquarters: • Field Support Offices: • Programming/Technical Support Personnel: 3. What percent of revenue did your company expend for research and development on your proposed products during the last three fiscal? What is budgeted for the current and next fiscal years? 4. List the number of employees (full time equivalents) in your organization by category: Category Total Employees Executives and Managers Marketing/Sales Installation Research and Development Application Support Technical Support Customer Service Other Those with clinical background: − Physicians − RN’s − Other Clinicians DOQ IT: Request for Proposal – Electronic Health Record Page # Employees 4 of 23 5. Has your company acquired or merged with any other organizations in the past three years? If so, please list each organization and the purpose behind such activity. 6. Please provide your most recently completed fiscal year’s financial statements and annual report. 7. How long has your company been in the business of developing and marketing your products? 8. Please describe your alliances and partnerships. References 1. What is the total number of client installations using your proposed system? 2. What is the number of client installations in practices similar in size, specialty, etc. using your proposed system? 3. Please provide references for at least 3 clients, similar in size and general profile to (Practice Contact) who are currently operational on the proposed system and using Practice Management System. Provide names of individuals who will have sufficient experience to speak knowledgeably concerning such issues as the implementation process, product functionality, vendor support, and documentation and training. 4. Provide specific examples of tangible benefits (Return on Investment) that can be documented by other users/clients of your proposed system. DOQ IT: Request for Proposal – Electronic Health Record Page 5 of 23 System Features 1. What are the names/versions of your proposed products/applications? describe each application’s functionality. Briefly 2. Please review the list of features and please indicate if your proposed solution has them available, not available or planned (indicate anticipated delivery date). EHR Features Available Not Available Planned CLINICAL MANAGEMENT Ability to enter all demographic & registration information in Practice Management System and transfer it to EHR without any data entry needed into EHR Ability to customize the patient demographic banner to display any number of Practice Management System fields to the clinician. Ability to switch from one patient record to another quickly and easily Able to organize the screen and customize tabs or modules according to user preferences Ability to display a patient summary or “face” sheet including patient demographics, problems, medications, allergies, health maintenance, encounter listing, patient tasks, recent encounters, patient picture, and personal profile. Has problem list with most common problems available for each physician. Ability to add problems beyond a ICD-9 list to a recognized standard nomenclature (e.g. SNOMED CT or MEDCIN) Ability to display and manage health maintenance alerts including chronic disease reminders per patient. Has medication list with formulary display. Has allergy list including on-screen indicator of urgent reactions Do you have integration to an eHealth or patient on-line solution allowing patient populations to verify their medical record, access billing status, review tests results and communicate to the DOQ IT: Request for Proposal – Electronic Health Record Page 6 of 23 EHR Features Available Not Available Planned physician? Displays notification to provider of critical lab and other test results for immediate attention with a prioritization alert Problem lists, allergies and medications can be updated or edited and signed at any time Has standard order sets that can be customized by each provider based on his/her favorites Has medical necessity and duplicate checking per orderable item? Has ability to connect orders to a result for follow-up and reconciliation? User can review and sign results for any ordered tests and procedures User can create test results letters Ability to send message and link to patient chart to additional non-ordering providers re: results documentation Allows providers to fax prescriptions to pharmacy using patient’s stored pharmacy fax number System stores patients’ preferred pharmacy phone number, fax number and address Has prescription writing feature that records date, sig, number and directions Has plain paper prescription printing so that product is sufficient for patient to take to pharmacy Gives alerts when prescription conflicts with documented allergy Gives alerts for drug-disease incompatibility (ex: beta-blocker in asthma) Tracks drug interactions and displays alerts when conflicting medication is documented Ability to automatically link prescription to the appropriate formulary. Electronic transmission to pharmacies using fax, and SCRIPT standard Have wireless PDA solution for prescription writing. DOQ IT: Request for Proposal – Electronic Health Record Page 7 of 23 EHR Features Available Not Available Planned Automatically checks for coverage and eligibility through RxHub. Ability to download medication history from RxHub to identify duplication medications and potential interactions. Tracking of patients using specified medications Tracking of drug formularies from insurance companies (provide list of carriers and how formularies are initially provided and subsequently updated.) Ability to customize formularies Ability to search and report on prescribed medications in case of a drug recall Cost analysis of prescribed medications in comparison to formulary and generics Maintains medication lists in different list for historical and current Ability to provide alternative suggestions for medications Has lists of providers’ most prescribed medications and dosages Ability to perform patient population queries for decision support. CLINICAL DOCUMENTATION Has a web-based patient interviewing software that can be incorporated into a note? Has the ability to insert dictation markers into note for insertion of transcription. Allow providers to build a note with a combination of structured data and transcription. Ability to capture dictation on a mobile device on an on-line or off-line mode. Has option to dictate while navigating through the chart. Has dictation management system with intelligent routing and tracking of the status of each dictation job. Has an integrated transcription solution with macros, carbon copy and distribution features, and DOQ IT: Request for Proposal – Electronic Health Record Page 8 of 23 EHR Features Available Not Available Planned full line-count reporting. Ability to go paperless Has a scanning solution integrated with the EHR Have administration tools for scanning and indexing non-electronic documents. Has ability to annotate, mark-up and sign scanned documents (e.g. ophthalmology or dermatology) Have OCR capabilities to allowing querying scanned documents and EOBs. Have integrated speech recognition capabilities with speech to text and command and control (navigation) features. Demonstrated ability to eliminate transcription using templating and speech recognition. User can review and sign notes for own visits and calls Multiple users can review and sign all documentation Ability to do dual routing (e.g. lab results go to a “team” for follow up) Ability to hold records in different stages of completion User can print entire patient record User can electronically transmit patient record within the enterprise Has integration to Imagecast with ability singlesign on and reference features. Has lists of providers’ most used charges per provider Ability to provide real-time billing updates and notification back into Practice Management System without any manual intervention (e.g. changes to insurance, situational data elements, and special billing functions) Automated tasks to remind physicians of missing charges and complete reconciliation features to the Practice Management System Has option to carry forward review of systems, problem list, medication, etc. from last visit DOQ IT: Request for Proposal – Electronic Health Record Page 9 of 23 EHR Features Available Not Available Planned Has a standardized nomenclature that is integrated with clinical documentation (e.g. SnomedCT, Medcin)? Nomenclature is used to automatically calculate charge codes Ability to flexibly document conditions including expanding details (severity, location, etc.) for each clinical finding. Ability to add comment and detail to each clinical finding Physicians can use nomenclature to build their own templates without programming or complex forms Automatically update nomenclature monthly to each facility Display clinical relevant terms based on current findings. Ability to insert anatomical markups into documentation Has the ability to document visit using pre-built templates Has option to default review of systems information to “all normal” WORKFLOW Has work lists/to do lists/tasks per user Ability to direct work/charts to others for completion on an “as needed” basis Has the ability for managing triage calls with the ability to redirect to the provider Has user-defined automatic routing of information (messages, lab results, other tests, etc.) with override capabilities Has lists of providers’ most used problems per provider Has lists of providers’ most used medications per provider CLINICAL CONTENT Patient education materials for new medications Integrated evidence based guidelines (PIER) for DOQ IT: Request for Proposal – Electronic Health Record Page 10 of 23 EHR Features Available Not Available Planned adult medicine Ability to capture CME credit for usage of the guidelines. Supplies over 500 health management plans that can be customized per physician. 3. Please describe your rules or workflow engine capabilities within your EHR application. 4. Please describe customization options (format/content) of screens, forms, reports, etc. 5. Please describe features supporting remote and/or Internet access. DOQ IT: Request for Proposal – Electronic Health Record Page 11 of 23 6. If your proposed solution involves a Scanning solution, describe the front end scanning software capabilities. Is this software written/maintained by your company or by a business partner? 7. Discuss handheld/wireless features of the system. 8. This Request for Proposal has been sent to _______________ and _________. Please explain why our organization should select your product over these competitors. DOQ IT: Request for Proposal – Electronic Health Record Page 12 of 23 Pricing and Contracts 1. Please provide a pricing proposal for software, implementation, interfaces and hardware as described in our profile. 2. How are your products priced (number of users, concurrent users, patient visits, providers, per PC, etc.)? Please explain. 3. Please provide a copy of your standard contract. 4. Please explain at what point the maintenance contract begins and any hardware/software warranty or installation/acceptance period ends. 5. Do the proposed acquisition and/or ongoing maintenance/support costs include: o Future enhancements to acquired/licensed application modules? o Operating system and related environmental software? o Interface maintenance? o Architectural changes such as migration to emerging technologies and new methods of systems deployment? o If not, describe the conditions and terms under which enhancements/new releases are made available to existing customers. DOQ IT: Request for Proposal – Electronic Health Record Page 13 of 23 System Support 1. What are your normal support hours (specify time zone)? Where is support staff located? 2. Which of the following support features are available? • Toll-free hotline • Remote monitoring • Remote diagnostics • Training tutorials • Web based support tracking 3. Do you offer 24X7 software and hardware support? 4. What is the response time for problems reported: 1) during regular business hours and 2) off-hours? 5. Describe your problem reporting software and tools. Are they available via the Internet? Can a list of outstanding problems and enhancements by client be viewed on-line and downloaded? 6. Please list the top 5 support questions you receive from your clients. 7. Describe your support process for evaluating and fixing “bugs” or problems in your software. How would you coordinate problem analysis and resolution with the Practice Management system vendor and other third party products? 8. Do you have user groups? If so, who sponsors the user group? 9. Do you have advisory groups? What is their membership? DOQ IT: Request for Proposal – Electronic Health Record Page 14 of 23 10. Please provide a guideline for the type of internal support that will be required, for both the number of information systems personnel, by classification, and also noninformation systems personnel (i.e., department-based). Please describe their roles and responsibilities. . 11. What is the range and average for system downtime (scheduled and unscheduled) for you clients’ systems? DOQ IT: Request for Proposal – Electronic Health Record Page 15 of 23 Implementation 1. Provide an overview of your implementation methodology and a sample project plan. 2. With your proposed solution are you able to implement components or modules of the application over time? Conversely can you implement the entire solution at once? What would your organization typically recommend? 3. In what timeframe after contract signing can your resources begin the project and the implementation start? 4. What is the typical implementation timeframe for the proposed products? DOQ IT: Request for Proposal – Electronic Health Record Page 16 of 23 Documentation and Training 1. Describe the documentation (both system and training) provided as part of standard installation approach including: • Manager and user reference manuals (applications) • User operator/system administrator manuals • Hardware/OS manuals • Training manuals (initial and ongoing user self-training) 2. What documentation is provided with the system? Is the documentation available in hardcopy and on CD-ROM? 3. How often is your documentation updated? How often are updates made available to the user? How is documentation updated (memo, revised manuals, on-line, CD, etc.)? 4. Describe the types of training offered, i.e., end-user, systems administrator, installer, etc. How often is training offered (as needed, or on a set calendar schedule)? Please give the duration of each class, the location of training, associated costs, and the recommended number of people that should attend training. 5. Describe your ongoing training programs. 6. Who provides the proposed product training? 7. Do you provide Physician specific training? 8. Describe the training approach for user personnel. Please describe if training is classroom style with an instructor, one-on-one, computer-based training, self-study, etc. 9. Describe the testing database available in your systems? Can new software be loaded and tested in the testing database before it is loaded into the live production system? DOQ IT: Request for Proposal – Electronic Health Record Page 17 of 23 Technical Design and Operational Requirements 1. Please provide a Systems Environment Specification that outlines the server, networking and communication requirements of your product. 2. What year was your EHR system developed? Indicate whether the system was internally developed or acquired from another source. 3. Describe the operating system, hardware/server platform, and database, programming language that supports your proposed product. 4. Is your proposed product web based or client/server? 5. Describe any anticipated future application enhancements or hardware or operating system changes in detail. 6. What User Interface standards do your products use (Windows, Browser-based)? 7. Describe any regularly held seminars or user group meetings available to users of your system. Are enhancements based on input from user group meetings? How are enhancement priorities determined? 8. How often do your clients receive new releases? How is the client supported during these releases? How much system downtime is typically required during these upgrades? How many levels of software releases are supported for the proposed product? 9. Please provide a copy o …