Tri-County Health Department

RFP# 20150615 1

Tri-County Health Department

Request for Proposal

Electronic Health Record ("EHR") and

Integrated Practice Management System

6/15/2015

6162 South Willow Drive, SUITE 100 Greenwood Village, Colorado 80111

Purchasing Agent: Scott Jakich Telephone Number: (720) 200-1608

FAX Number: (720) 200-1690 Email: [email protected]

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Table of Contents

About Tri-County Health Department ................................................................................. 3

Terms and Instructions: .................................................................................................. 3

Letter of Intent to Respond ............................................................................................. 3

Inquiries ..................................................................................................................... 4

Deadline for Response .................................................................................................... 4

Scope of Services .......................................................................................................... 4

Submission Process and Requirements................................................................................. 4

Evaluation and Award..................................................................................................... 6

Administrative Information .............................................................................................. 7

Proposal Submission ...................................................................................................... 11

General Conditions ....................................................................................................... 11

Contract Performance Management .................................................................................. 11

Appendix A: Work Requirements ...................................................................................... 13

Implementation Schedule .......................................................................................... 13

Data Conversion and Validation ................................................................................... 15

Required Interfaces ................................................................................................. 16

Schedules/Timelines ................................................................................................ 18

Appendix B: Vendor Profile ............................................................................................. 19

Appendix C: Specifications ............................................................................................. 37

High Level Requirements ........................................................................................... 37

Detailed Functional Requirements for Both Systems .......................................................... 38

Non-Functional Requirements for Both Systems ............................................................... 50

Division/Program Specific Requirements ........................................................................ 59

Practice Scenarios ................................................................................................... 64

Appendix D: Cost Estimate Template ................................................................................. 70

Appendix E: TCHD IT Current System Environment Overview ...................................................... 71

Appendix F: Current System Information and Users ................................................................ 72

Appendix G: Acronyms and Abbreviations ........................................................................... 77

Appendix H: Forms ....................................................................................................... 78

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Request for Proposal Date: 6/15/2015 issued; Update: 6/26/2015 To Whom It May Concern:

About Tri-County Health Department Tri-County Health Department (TCHD) is a District Public Health Agency of the State of Colorado which serves 1,420,000 residents of Adams, Arapahoe, and Douglas counties. TCHD is governed by a nine-member Board of Health whose members are appointed by the County Commissioners for a five (5) year term. Each county appoints three members to the Board of Health. TCHD is managed by the Executive Director who oversees seven functional divisions: Administration and Finance, Emergency Preparedness, Environmental Health, Human Resources, Nursing, Nutrition, and Epidemiology, Planning and Communication. The TCHD Annual Report provides a background of the TCHD’s services and is available at: www.tchd.org. TCHD provides all administrative and accounting systems with no outside services provided by the county governments, as some health departments receive. TCHD is a government organization but is exempt from the TABOR amendment per legal opinion. TCHD has approximately 350 employees that work in 12 different locations. TCHD is a member of the Colorado Public Employees Retirement Association, Municipal Division.

Terms and Instructions: Timeline

Process Deadline

Issue RFP 6/15/2015

Updated RFP 6/26/2015

Intent to Respond Due 6/19/2015

Deadline for Questions 6/30/2015

Answers to questions posted to Website 7/2/2015

Responses to RFP Due Date 7/15/2015, 5:00 PM MDT

Demos scheduled 7/16/2015 through 7/27/2015

Present to Board of Health for authorization to use Fund Balance 8/11/2015

Vendor of Choice Selected 8/12/2015 Project Completion/Go Live Date 6/19/2016

Letter of Intent to Respond TCHD asks that all vendors email a letter of intent declaring their intention to respond to this RFP by the given deadline. The email should be sent to [email protected] and received no later than 6/19/2015. Please include the words "RFP: Intent to Respond" in the subject line.

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Inquiries We encourage inquiries regarding this RFP and welcome the opportunity to answer questions from potential applicants. Please direct your questions to [email protected]. Please include the words "RFP: Inquiry" in the subject line.

Deadline for Response Interested vendors must submit an electronic copy of their proposed solution to [email protected] by July 15, 2015 at 5 pm. Submissions will be confirmed by reply email. Late proposals will not be evaluated.

Scope of Services This Scope of Services will become an integral part of the contract between TCHD and the Contractor. The Contractor hereby agrees to provide services and/or materials to TCHD pursuant to the provisions set forth below.

Purpose/Background

The purpose and intent of the Request for Proposals (RFP) is to solicit proposals from qualified firms to provide an integrated Electronic Health Record and Practice Management system (henceforth referred to as EHR/PM) for Tri-County Health Department (henceforth referred to as TCHD). The purpose of this project is to:

Replace the current system which, after extensive analysis, has proven to be ineffective and costly To install and implement integrated EHR/PM systems that will enable the required organizational and

department efficiencies and that fully meets HIPAA compliancy and meaningful use criteria Provide integrated systems that enable TCHD to perform its duties in an efficient and effective manner,

and Allow TCHD to meet HIPAA compliance standards and qualify for governmental meaningful use incentives.

TCHD intends to award a contract to the vendor whose solution most closely meets the basic requirements of award as defined in this RFP. The vendor’s ability to provide a clear project plan and approach towards the successful implementation and subsequent support of these systems will be critical factors in the selection process.

Submission Process and Requirements Responses shall be submitted in PDF format and sent using electronic mail. Send your response to: [email protected] by the date and time specified above. Receipt will be acknowledged via email. Please include the words "RFP: Vendor Response" in the subject line.

Vendors should organize their proposals as defined below to ensure consistency and to facilitate the evaluation of all responses. All the sections listed below must be included in the proposal, in the order presented, with the Section Number listed. Following are the technical response requirements for this RFP. All specific response items represent the minimum information to be submitted. Deletions or incomplete responses in terms of content or aberrations in form may, at TCHD’s discretion, render the response non-responsive.

The Proposal must include all of the information set forth in this Section and other Sections of this RFP and should be organized and tabbed appropriately. Unnecessary elaborate brochures or other materials beyond those sufficient to present a complete and effective response to this solution are not desired and may be construed as an indication of the Proposer’s lack of cost consciousness. Therefore, elaborate artwork, expensive paper and bindings, etc., are strongly discouraged.

• Section 1: Cover Letter Include a cover letter introducing your company, summarizing your qualifications, and detailing any exceptions to this RFP (please note that significant exceptions may make your proposal non-responsive). Please include the name and contact information for one individual in your organization dedicated as the point-person.

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• Section 2: Signed Forms Include the following forms and information:

a. A copy of your response in PDF format b. Signed Proposal Signature Sheet, Page 1 (Appendix H) c. Proposal Form d. Addendum Acknowledgement Form e. Non-Collusion Affidavit (Appendix H) f. Vendor Application/W-9 Form (Appendix H)

• Section 3: Executive Summary Provide a concise summary of the products and services proposed

• Section 4: Vendor Profile & Corporate Overview This Section should present an overview of the Proposer’s organization and should include the firm’s name, address, phone and fax numbers, firm history, email address and phone number of the firm’s representative for the Proposal and annual reports and financial statements for the past three (3) years. Provide answers using Appendix B.

• Section 5: Organization and Staffing This Section should present the Proposer’s proposed organization structure and staffing chart showing specific job classifications, number of employees and full-time equivalent employees by position and reporting relationships. This Section should also identify any of the required services that the Proposer intends to subcontract, if any, providing for each (i) the reasons for subcontracting, (ii) the proposed subcontractor’s responsibilities, and (iii) information identifying proposed subcontractor’s name, location, relevant personnel and experience.

• Section 6: References Please provide information from at least three (3) references from organizations and/or your accounts that have utilized similar products or services for a similar project of this size and scope. Include, at a minimum, the following information: 1) company name, 2) contact name, 3) phone number, 4) fax number, 5) email address, 6) brief description of project scope and value, 7) status of project. References may be contacted at any time during this RFP process to determine an offeror’s responsibility.

• Section 7: Complete Resumes Please include resumes for the specific individuals to be assigned to this project which display his/her/their technical and managerial capabilities to successfully execute the requirements of this project. Résumés for all managerial and key personnel should be provided in sufficient detail to be able to determine the nature and depth of each individual’s relevant experience.

• Section 8: Qualifications & Experience In this Section, the Proposer should describe its track record in performing services comparable to those specified in this RFP and other information relevant to making a determination as to the ability of the Proposer to perform these services. This tab should also include a list of all similar work performed by your firm over the past five (5) years. This list should include the name of each client, a client contact and telephone number, the size and Scope of Work provided, effective dates of the contract(s) with this client, and the annual contract amount

• Section 9: Specifications Provide answers using the template in Appendix C.

• Section 10: Implementation Plan Provide a high level implementation plan with estimated timeline. This Section should present the Proposer’s approach to providing the services specified in this RFP. This Section should describe the services to be provided, who will provide the services, how the services will be provided, etc. This Section should include a description of activities, such as the project methodology and timeline for project completion, etc. The Proposer should also include in this Section its plan for managing the work requirements using the template given in Appendix A. Most of the proposed responses to the requirements found in Section – Specifications, should be included under this Section.

• Section 11: Cost Estimate Provide answers using the template in Appendix D.

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• Mandatory Requirement

By submitting a proposal, you certify that your company meets all of the following mandatory requirements:

1. Have no record of unsatisfactory performance. Proposers who are or have been seriously deficient in current or recent contract performance, in the absence of circumstances properly beyond the control of the Proposer, shall be presumed to be unable to meet this requirement.

2. Vendor or principals may not have declared any form of Bankruptcy in the last five (5) years. 3. Bidders shall possess adequate staffing resources, financial resources and organizational capability to

perform the type, magnitude, and quality of work specified in this RFP. 4. Bidders shall be financially viable, creditworthy, commercially sound and possessed of the financial

resources necessary to perform the work specified in this RFP and fulfill all contractual obligations resulting from this RFP.

5. Bidders shall have been in continuous operation for the past four (4) years.

• Use of Subcontractors/Partners There may be areas for use of subcontractors or partners in this project. TCHD encourages use of small businesses wherever viable. If you are utilizing this approach, your proposal must list the subcontractors/partners, their area(s) of expertise, and include all other applicable information herein requested for each subcontractor/partner. Please keep in mind that TCHD will contract solely with your company, therefore subcontractors/partners remain your sole responsibility.

Evaluation and Award Bid Opening

On 7/16/2015 in the Arapahoe Conference Room of TCHD located at 6162 S. Willow Drive, Suite 100, Greenwood Village, Colorado at 8:30 a.m., the EHR committee will receive email submissions from Purchasing.

Selection Procedure

Selection may be made of one or more offerors deemed to be fully qualified and best suited among those submitting bids, on the basis of the factors involved in the RFP. Negotiations may then be conducted with the offerors so selected. After negotiations have been conducted with the offerors so selected, TCHD shall select and award a contract to the offeror which, in its opinion, has made the best bid most advantageous to TCHD.

Proposals will be evaluated using the following criteria:

a. Experience in providing this type of service for this size contract. b. Public Sector Experience c. Demonstrated ability to meet commitments requested in the RFP d. Qualifications of staff to be assigned to this project e. Specific plans and methodology for providing the proposed services f. References from at least three (3) similar clients g. Financial stability h. Price i. Training

Basis of Award

Information and/or factors gathered during interviews, negotiations and any reference checks, in addition to the evaluation criteria stated in the RFP, if any, and any other information or factors deemed relevant by TCHD, shall be utilized in the final award.

TCHD is not required to select the lowest price offer, but may look at all factors concerning an offer, including, but not limited to, whether or not an offeror has:

(i) available the appropriate financial, material, equipment, facility, and personnel resources and expertise, or the ability to obtain these as necessary to indicate the capability to meet all contractual requirements;

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(ii) a satisfactory record of performance; (iii) a satisfactory record of integrity; (iv) the legal authority to contract with TCHD; and (v) supplied all necessary information in connection with the inquiry concerning responsibility.

TCHD reserves the right to award to multiple Contractors or to a single Contractor deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals. Price shall be considered, but shall not be the sole determining factor. Once the proposals are ranked and the most qualified firm(s) are determined, TCHD may conduct further negotiations, and/or request presentations from firm(s) to further assist in the clarification of information and selection process.

TCHD reserves the right to accept or reject, in whole or in part, such proposals as appears in its judgment to be in the best interest of TCHD.

Award of Bid

By 8/12/2015, 3:00 p.m., if not sooner, TCHD will award the bid.

Notice of Award

Offerors will be notified via phone and also be notified by email.

Contract Approval

TCHD must approve the contract resulting from this solicitation. This process typically takes four (4) weeks from the date the successful Contractor is identified. TCHD will prepare a formal contract specific to this solicitation for execution by the successful Contractor. The award of this bid is contingent upon TCHD and the offeror entering into a mutually agreeable contract.

Non-Binding

This Request for Proposal shall not be binding on TCHD until such time as a formal written contract and related documents, have been approved by TCHD and fully executed by the parties. TCHD shall have no obligation with respect to any proposal contained herein, or otherwise, including any duty to negotiate to reach an agreement.

Governed By

This Request for Proposal, and any resulting contract, shall be governed by the laws of the State of Colorado.

Administrative Information Modification or Withdrawal of Proposals

Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

Minor informalities

Minor informalities are matters of form rather than substance evident from the response or insignificant mistakes that can be waived or corrected without prejudice to other vendors; that is, the effect on price, quantity, quality, delivery, or contractual conditions is negligible. The Purchasing Agent may waive such informalities or allow the vendor to correct them depending on which is in the best interest of TCHD.

Responsibility Determination

The TCHD Procurement Rules state a Purchasing Agent shall make purchases from, and award Contracts to, Responsible vendors only.

Confidential/Proprietary Information

TCHD neither requests nor encourages the submission of confidential/proprietary information in response to this Request for Proposal. Information submitted will be open for public inspection pursuant to the provisions of the Colorado Open Records Act, C.R.S. §24-72-201 et. seq. (“CORA”). Neither a proposal in its entirety, nor proposal

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price information will be considered confidential/proprietary. Questions regarding the application of this procedure must be directed to the Purchasing Agent listed in this RFP.

RFP Responses/Material Ownership

All material submitted regarding this RFP becomes the property of TCHD, unless otherwise noted in the RFP.

Incurring Costs

TCHD is not liable for any cost incurred prior to issuance of a legally executed contract and/or a purchase order in a form acceptable to TCHD. No property interest, of any nature shall occur until a contract is awarded and signed by all concerned parties.

Non-Discrimination

The offeror shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age or sex.

News Releases

Neither TCHD, nor the offeror, shall make news releases pertaining to this RFP prior to execution of a legally binding contract without prior written approval of both parties.

Taxes

TCHD, is exempt from all federal excise taxes under 26 USC § 4221(a) (4) of the Internal Revenue Code and from all Colorado State and local government sales and use taxes (see C.R.S. 39-26-704).

Assignment and Delegation

Neither party to any resulting contract may assign or delegate any portion of the agreement without the prior written consent of the other party.

Standard of Conduct

The successful firm shall be responsible for maintaining satisfactory standards of employees' competency, conduct, courtesy, appearance, honesty, and integrity, and shall be responsible for taking such disciplinary action with respect to any employee, as may be necessary.

TCHD may request the successful firm to immediately remove from this assignment any employee found unfit to perform duties due to one or more of the following reasons:

a. Neglect of duty. b. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions or

fighting. c. Theft, vandalism, immoral conduct or any other criminal action. d. Selling, consuming, possessing, or being under the influence of intoxicants, including alcohol, or illegal

substances while on assignment for TCHD.

Other Statutes

The signatory hereto avers that he/she is familiar with Colorado Revised Statutes, 18-8-301, et seq. (Bribery and Corrupt Influence) and 18-8-401, et seq. (Abuse of Public Office) as amended, and that no violation of such provisions is present.

The signatory hereto avers that to his/her knowledge, no TCHD employee has any personal or beneficial interest whatsoever in the service or property described herein. See CRS 24-18-201 and CRS 24-50-507.

Inquiries

Prospective offerors may make written inquiries by mail, email or fax before the written inquiry deadline concerning this RFP to obtain clarification of requirements. There will be opportunities to make inquiries during the pre-conference, if any. No inquiries will be accepted after the deadline. Inquiries regarding this RFP (be sure to reference RFP number) should be referred to:

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By Mail: Purchasing Agent

6162 South Willow Drive, Suite 100 Greenwood Village, Colorado 80111

Attn: Scott Jakich By Email: [email protected]

Response to offerors’ inquiries will be published as a modification to this RFP on the TCHD website in a timely manner. Offerors cannot rely on any other statements that clarify or alter any specification or other terms or conditions of the RFP.

Should any interested offeror, sales representative, or manufacturer find any part of the listed specifications, terms and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it shall be the responsibility of the concerned party to notify the Purchasing Agent of such matters immediately upon discovery.

Acceptance of RFP Terms

A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of a person who is legally authorized to execute contractual obligations on behalf of the offeror shall indicate acknowledgment of this condition. A submission in response to this RFP acknowledges acceptance by the offeror of all terms and conditions as set forth herein. An offeror shall identify clearly and thoroughly any variations between its proposal and the RFP in the cover letter. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

Protested Solicitations and Awards

Any actual or prospective offeror who is aggrieved in connection with either the solicitation or subsequent award of a contract may protest to the TCHD Director of Purchasing. The protest shall be submitted in writing within seven working days after such aggrieved person knows, or should have known, of the facts giving rise thereto.

With regard to the language above, it is important for offerors to note that a challenge to the solicitation’s requirements or specifications should be made within seven (7) working days of when the item being protested is known.

Announcement of the Notice of Intent to Award will be made via a posting the TCHD website. The requirement for timely submission of any protest (7 working days) will begin on the first working day following posting of the Notice of Intent to Award.

Acceptance of Proposal Content

The contents of the proposal (including persons specified to implement the project) of the offeror will become contractual obligations if acquisition action ensues. Failure of the successful offeror to accept these obligations in a contract, purchase order, or similar authorized acquisition document may result in cancellation of the award and such offeror may be removed from future solicitations.

Form of the Contract

A condition of the offeror’s response shall be that the contract resulting from the award to the offeror shall be in the form required by current Colorado statutes, fiscal rules and TCHD’s Procurement rules. The contract will include all such terms and conditions required by these statutes and rules. In the event that the offeror’s forms (or parts of forms) are included as attachments or exhibits in the final contract, the offeror agrees that where there are contradictions or inconsistencies, the terms of the contract shall always supersede, manage, and control those of any such attachment or exhibit. Further, the terms of the RFP and of the successful offeror’s response to the RFP (the “Response”) shall be incorporated into the final contract, with the contract taking precedence over either the RFP or the Response, and the RFP taking precedence over the Response in the event the documents conflict.

Also, the contract will state that Colorado law shall govern the contract and that the offeror must agree to indemnify TCHD. A commercially reasonable version of the following language shall appear in the contract:

mailto:[email protected]

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“The offeror shall indemnify, save, and hold harmless TCHD, its employees and agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the offeror, or its employees, agents, sub-offeror’s or assignees pursuant to the terms of this Contract”.

RFP Cancellation

TCHD reserves the right to cancel this RFP at any time, without penalty.

Certification of Independent Price Determination

1) By submission of this proposal each offeror certifies, and in the case of a joint proposal each part, thereto certifies as to its own organization, that in connection with this procurement:

a) The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other offeror or with any competitor;

b) Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the offeror and will not knowingly be disclosed by the offeror prior to opening, directly or indirectly to any other offeror or to any competitor; and

c) No attempt has been made or will be made by the offeror to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

2) Each person signing the Request for Proposal form of this proposal certifies that: a) He/she is the person in the offeror’s organization responsible within that organization for the

decision as to the prices being offered herein and that he/she has not participated, and will not participate, in any action contrary to (1)(a) through (1)(c) above; or

b) He/she is not the person in the offeror’s organization responsible within that organization for the decision as to the prices being offered herein but that he/she has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (1)(a) through (1)(c) above, and as their agent does hereby so certify; and he/she has not participated, and will not participate, in any action contrary to (1)(a) through (1)(c) above

c) A proposal will not be considered for award where 1(a), 1(c), or (2) above has been deleted or modified. The proposal will not be considered for award unless the offeror furnishes with the proposal a signed statement which sets forth in detail the circumstances of the disclosure and TCHD’s Director of Purchasing, or designee, determines that such disclosure was not made for the purpose of restricting competition.

Independent Contractor Clause

TCHD Contracts resulting from this RFP must contain the following clause:

"THE CONTRACTOR SHALL PERFORM ITS DUTIES HEREUNDER AS AN INDEPENDENT CONTRACTOR AND NOT AS AN EMPLOYEE OF TCHD. NEITHER THE CONTRACTOR NOR ANY AGENT OR EMPLOYEE OF THE CONTRACTOR SHALL BE OR SHALL BE DEEMED TO BE AN AGENT OR EMPLOYEE OF TCHD. CONTRACTOR SHALL PAY WHEN DUE ALL REQUIRED EMPLOYMENT TAXES AND INCOME TAX AND LOCAL HEAD TAX ON ANY MONIES PAID BY TCHD PURSUANT TO THIS CONTRACT. CONTRACTOR ACKNOWLEDGES THAT THE CONTRACTOR AND ITS EMPLOYEES ARE NOT ENTITLED TO UNEMPLOYMENT INSURANCE BENEFITS UNLESS THE CONTRACTOR OR A THIRD PARTY PROVIDES SUCH COVERAGE AND THAT TCHD DOES NOT PAY FOR OR OTHERWISE PROVIDE SUCH COVERAGE. CONTRACTOR SHALL HAVE NO AUTHORIZATION, EXPRESS OR IMPLIED, TO BIND TCHD TO ANY AGREEMENTS, LIABILITY, OR UNDERSTANDING EXCEPT AS EXPRESSLY SET FORTH HEREIN. CONTRACTOR SHALL PROVIDE AND KEEP IN FORCE WORKER'S COMPENSATION (AND PROVIDE PROOF OF SUCH INSURANCE WHEN REQUIRED BY TCHD) AND UNEMPLOYMENT COMPENSATION INSURANCE IN THE AMOUNTS REQUIRED BY LAW, AND SHALL BE SOLELY RESPONSIBLE FOR THE ACTS OF THE CONTRACTOR, ITS EMPLOYEES AND AGENTS."

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Proposal Submission a. To meet the deadline for the initial approval, all responses to this RFP must be received electronically bearing

the title “RFP- Electronic Health Record ("EHR") and Integrated Practice Management System” will be received no later than 5:00 PM local time prevailing, on July 15th, 2015, to the:

By Email: [email protected]

b. All vendors intending to submit a response are requested to submit a letter of intent along with any questions they may have by 6/19/2015. All questions from all vendors will be consolidated and answered in writing by 5:00 PM (EDT) on 7/2/2015. Vendors will review the information posted and communicate any requested changes or updates in writing. Questions and completed responses should be sent to the:

Scott Jakich, Purchasing Agent

The Purchasing Agent listed herein is to be the SOLE point of contact concerning submitting this RFP.

By email: [email protected] Attn: Scott Jakich c. Time is of the essence and any bid or addenda pertaining thereto received after the announced time and date

for submittal will be rejected. It is the sole responsibility of the OFFEROR for ensuring that their bids are received prior to submission deadline. No exceptions will be allowed. However, nothing in this RFP precludes TCHD from requesting additional information at any time during the procurement process.

d. Bids will not be accepted via fax machine. e. To ensure confidentiality of the document(s), all proposals should include in subject line:

i. Proposer’s name and address ii. Request for proposal # RFP 20156015/Bid Title iii. Proposal due date

General Conditions TCHD is not obligated to any course of action as the result of this RFP. Issuance of this RFP does not constitute a commitment by TCHD to award any contract. TCHD is not responsible for any costs incurred by any vendor or their partners in the RFP response preparation or presentation. Information submitted in response to this RFP will become the property of TCHD. TCHD reserves the right to modify this RFP at any time and reserves the right to reject any and all responses to this RFP, in whole or in part, at any time.

Contract Performance Management All TCHD Personal Services Contracts greater than $50,000 are entered into the TCHD Contract Management System (CMS) database. The goal of this database is to provide the TCHD with a resource to examine the past performance of vendors, and to monitor current contracts with those vendors. This section of this RFP is posted to be in compliance with non-mandatory requirements of CRS §§ 24-102-205 and 24-103.5-101.

A. Notification of Consideration of Vendor’s Past Performance

TCHD may consider vendor’s performance on past or current contracts with requirements similar to the TCHD requirements for this contract. As part of the evaluation process vendor’s past performance may be reviewed using information contained in THE TCHD CONTRACT MANAGEMENT SYSTEM. TCHD reserves the right to use the information contained in the Contract Management System to determine responsibility.

Performance Measures and Standards

Performance measures and standards developed specifically for the contract shall be negotiated by both parties prior to the execution of the contract, and shall be incorporated into the contract.

Vendor Accountability and Reporting



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Vendors are required to report regularly on achievement of the performance measures and standards specified in the contract, and that TCHD to withhold payment until successful completion of all or part of the contract and achievement of established performance standards. Payment by TCHD to the vendor shall be made without delay upon successful completion of all or any part of the contract in accordance with the payment schedule specified in the contract or as otherwise agreed upon by the parties.

Performance Monitoring Process

TCHD shall monitor processes regarding this contract to ensure that the results, objectives and obligations of the contract are met.

Non-Compliance and Termination

TCHD has established remedies and termination clauses to apply to contracts which are determined to be in non-compliance.

Appendix A – Enter Company Name

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Appendix A: Work Requirements To replace the current system with an integrated EHR/PM system that will meet current business needs, promote efficient business practices and allow for future expansion.

Implementation Schedule Phase I: Implementation of Practice Management (PM) System and Supporting Interfaces

PM Software manages the day-to-day operations of a clinical organization. The data used in the daily operations includes but is not restricted to: patient demographics, insurance payers, patient appointments, billable services performed in the clinics (encounters) and receipt of payments for these services. The data input into the system by trained users generates customer bills, insurance claims and required reports. In addition, PM enables tracking of administrative and financial operations and user workflow efficiencies.

Phase I will include, but is not restricted to, the following tasks and deliverables:

Task1 Description Deliverable

1 Provision of an integrated project plan for the implementation of the PM software

A statement of how and when a project's objectives are to be achieved, by showing the major products, milestones, activities and resources required to complete the project to “go live’ status

The project plan will provide a guide to all the tasks that need to be accomplished to implement the software and will identify resources and timelines – this plan will need approval by all stakeholders

2 Build/Development review sessions

Essential communications between the vendor and TCHD staff involved in the project or contracted vendor approved and/or appointed by TCHD

A set of defined meeting dates that inform of the progress of the project and any delays and reasons why

3 Provision of the proposed product’s hardware and server

requirements2, 3

The product offering technical specifications in document form for the hardware and server requirements.

A document that covers the technical requirements.

4 System configuration, customization and testing of the software

The behavior of the core system and any code that will need to be written to change core system behavior per TCHD requirements

A system that is compliant with the detailed requirements once testing is complete, including customization and the look and feel of the screens and user interactions (usability)

5 Determine clinic/program workflows

Describe the tasks, procedural steps, organizations or people involved, required input and output information, and tools needed for each step in a business process.

A software that provides a flow of data across the entire system and support specific workflows for each clinic/program specified in Appendix C

6 Data conversion and validation – see 4.1.2.1

Converting legacy data to a format that can be read and managed by the new system(s)

The ability of the assigned user to view, manage and manipulate converted data in the new system(s)


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7

Interface development and customizations per TCHD requirements – see Section Required Interfaces

The ability of the system to communicate with external systems

The receipt and validity of data sent to and from the new system to external systems

8 Standard and customized reporting data

The need to meet the reporting requirements of TCHD and other entities as necessary – both standard and non-standard (customized)

The ability of assigned users to generate the necessary reports from the system data with as few clicks as possible (usability) and the ability to extract data for reporting to Colorado State

9 Setup of access security and user groups/ roles and HIPAA privacy and security encryption

Organize users into groups to ensure consistent security permissions across all users in a group and safeguards data including data at rest

The ability of the system administrator to assign users to a specific group with the appropriate rights/permissions and protection of electronic protected health information (ePHI)

10 User training plan and execution4 A training plan designed in collaboration with the vendor and TCHD to train all system users

All system users will be fully trained on all screens/templates and workflows/actions necessary to perform their specific jobs and will have access to easily accessible self-help videos that are short, to-the- point and meaningful

Phase II: Implementation of Electronic Health Record (EHR) System

An EHR is an electronic patient record that supports consistent treatment pathways and provides templates in which to record patient demographics and medical history including but not restricted to medications, allergies, immunizations, laboratory test results, radiology images, medical procedures, vital signs and personal statistics such as height and weight. These data supports the clinical operations of TCHD and is essential for HIPAA compliancy and proof of governmental meaningful use incentives.

Phase II will include, but is not limited to, the following tasks and deliverables:


1 Same as for Phase I


3 Same as for Phase I2, 3

4 System configuration of EHR including customization

The behavior of the core system and any code that will need to be written to change core system behavior per TCHD requirements

A system that is compliant with the detailed requirements once testing is complete, including customization and the look and feel of the screens and user interactions (usability)






RFP# 20150615 15



10 Same as for Phase I4

Note 1: Some of these tasks are not linear; there will be overlap of some tasks and others will be performed in parallel depending on resources available. For example, data conversion can take place while system customization is being coded.

Note 2: All server-side hardware for this project will be obtained and managed by TCHD IT, who will work with the vendor as necessary to install and implement the software to servers and client machines.

Note 3: All SaaS vendors must provide TCHD Information Technology Section with a technical document that provides information on availability, security, stability, and scalability, along with the technology used.

Note 4: Scheduled meetings and training will take place at TCHD; conference call meetings are acceptable but all training must be done onsite at TCHD.

Data Conversion and Validation A significant effort on the vendor side will be required to convert data from the legacy system into the new EHR/PM systems. The data to be converted will include financial records, demographics, insurance information, and any ancillary tables that support the clinical encounters. While the exact scope of this effort is not yet known, the following parameters can be used in determining the level of effort required and the size of the project; the budget year runs from January through December.

These are the numbers generated from the annual report for the last three years

Tri-County Health Department Numbers 2012 2013 2014

Family Planning & Women’s Health Clients 10,024 9,722 8,490

Family planning & Women’s Health Visits 19,206 18,190 16,389

Total Immunizations clients 14,807 12,857 11,177

Total Immunizations given 38,618 33,350 28,824

*Nurse home visitation program clients 906 823 1,241

*Nurse home visitation program visits 6,583 5,836 7,781

*Nurse visitation programs include Nurse Family Partnership, Mothers First and Healthcare for Children with Special Needs.

Note: One appointment can result in multiple encounters and many patients are walk-in. Some TCHD clinics operate only on a walk-in basis.


RFP# 20150615 16

Required Interfaces

Interface Type Description

Lab HL7 Bidirectional – demographics and billing messages

For orders and billing when Medicaid and 3rd party insurance vendors

External Labs (such as Quest, Labcorp, Metropath, CDPHE, etc.)

HL7 Bidirectional – demographics and billing messages

Interface with multiple channels

Pharmacy (TBD) HL7 Bidirectional – prescription messages

For scripts sent to Pharmacy and when they get filled, and whether the they are picked up

Immunization – CIIS & CORHIO HL7 Unidirectional for now but future option for bidirectional

Immunization data that needs to be sent to Colorado State

Maternal Health HL7 Bidirectional to avoid dual entries and receive birth dates

Maternal health data sent to State; TCHD requires receipt of births in a timely manner for billing to Medicaid

Eservices billing* HL7 This is our preferred option for billing to Medicaid, Medicare and private insurance companies.

Scanning TBD Interface may not be required – may hook into product

Signature Pads TBD Captures patient signatures

Palm Scanners TBD Identifies patient and confirms demographics information, and enable patient to see their appointment schedule

Cash Registers TBD TCHD is currently looking into purchasing cash registers for all clinics that handle money, along with credit card transactions

Handheld Devices (such as blood pressure monitors, etc.) TBD

TCHD will be moving to digital technology in the future and the vendor offering must be able to interface with all types of medical handheld devices.

GIS System TBD Interface with ArcGIS.

CORHIO Bidirectional HL7 Interface with CO Health Information Exchange.

CVD – Interface with PCP Offices TBD Cardio vascular Disease interface with PCP offices

HIV – AIRES, EvalWEB TBD Interface with AIRES and EvalWeb

E-Cast, Wise Woman & WWC HL7 Breast and Cervical Cancer screening interface

*The preference is to move to eServices billing, if the qualifying vendor does not provide this service we would need the following:


RFP# 20150615 17

Medicaid Billing Batch via SFTP Medicaid billing and aggregate data sent weekly to Medicaid – 837 report

Medicaid – Remittance Batch via SFTP Remittance of 835 file for patient ledger update

Medicare Batch via SFTP 835/837 reports for billing

Private Insurance Companies

TBD Billing to and remittance from private insurance companies

Phase III: Records Management, e-Services Billing, Appointment Reminders, Patient Portal

• Records management is an essential part of an EHR/PM project that ensures migration of paper charts to the new system with the ultimate goal of a paperless environment. Existing documents of all types (charts, notes, etc.) must be scanned into the new system and current documents should be easily scanned as part of a user’s workflow. Searching for existing documents is an essential part of the records management. TCHD currently is in the process of evaluating document management systems to manage document scanning and the vendor product will interface with the new product as part of this requirement.

• e-Services billing provides web-based revenue cycle management that integrates with the PM system. The solution must meet the constantly changing governmental regulations. HIPAA compliancy is essential for both records management and e-Services billing.

• An appointment reminder service can greatly reduce the onus of scheduling appointments in the clinic as well as reducing no shows. This service can be provided by vendor partners.

• The portal allows clients to obtain useful information related to their health and well-being via the Web; again designed to reduce phone calls and time and effort in the clinics.

Phase III will include, but is not limited to, the following tasks and deliverables:


1 Management of document scanning and document search

Existing and current business documents need to be scanned into the new system and easily located

The ability of the assigned user to scan documents into the system and to quickly search for existing documents. Back-scanning of documents will need to be considered for this project.

2 Implementation of e- Services billing

Bill directly to Medicaid and private insurance companies and receive remittance

The ability of the assigned user to bill for clinical services on a regular basis, quickly fix errors, resubmit, receive the equivalent remittance, and generate the required reports

3 Implementation of an appointment reminder service

An automated call system that reduces resource time and effort in the clinics

An automatic call system that requires a one-time set up with minimal changes thereafter and reduces staff time and effort and redundancy; can be provided by vendor partners.

4 Implementation of a web- portal A tool accessed by clients via the web where they can obtain information including test results

A web interface that is easily accessed by clients and provides useful and expedient information

For further information on TCHD Information Technology, please see Appendix E: Current System Environment Overview.

For further information on the current system and users, please see Appendix F: Current System Information and Users.


RFP# 20150615 18

Schedules/Timelines

Action Applicable Dates

RFP Release 6/15/2015

Pre-proposal questions due 6/26/2015

Follow-up questions due 7/2/2015

Proposals due 7/15/2015, 5:00 PM MDT

Final vendor selection 8/12/2015

Phase I implementation start

As soon as negotiations are complete. Phases I & II can run concurrently; staffing will be ramped up for the duration of the project.

Phase I complete including user training Eight (8) months from the implementation start date.

Phase II implementation start When Phase 1 complete to 75% or run concurrently with Phase I; staffing will be ramped up for the duration of the project.

Phase II complete including user training Eight (8) months from the implementation start date.

Phase III implementation start Start date when Phases I & II are done at 85%.

Phase III complete including user training Six (6) months from the implementation start date.

Project Completion / Go-Live Date 6/19/2016

Appendix B – Enter Company Name

RFP# 20150615 19

Appendix B: Vendor Profile Using the template below, please provide the requested information on your organization. Your response to a specific item may be attached to this section as an additional page if necessary.

General: Provide principal contact information for this RFP, including address, telephone number, fax number, email, and website, (if applicable).

Name Click here to enter text.

Address (Headquarters) Click here to enter text.

Address Continued Click here to enter text.

Main Telephone Number Click here to enter text.

Website Click here to enter text.

Publicly Traded or Privately Held Click here to enter text.

Parent Company, (if applicable)


Address Click here to enter text.


Telephone Number Click here to enter text.

Main Contact


Title Click here to enter text.

Address Click here to enter text.


Telephone Number Click here to enter text.

Fax Number Click here to enter text.

Email Address Click here to enter text.

Market Data

Number of years as EHR vendor Click here to enter text.

Number of live sites Click here to enter text.

Breakdown of sites by provider # (1-5, 6-9, >10) Click here to enter text.

Number of new EHR installations over the last 3 years? Click here to enter text.

What is the percentage of vendor-provided installs vs. outsourced to 3rd party companies? Click here to enter text.

Breakdown of sites by specialty Click here to enter text.

Size of existing user base Click here to enter text.

Does the product have a Public Health presence? If so, # of install sites by specialty and size; list of <Public Health reference sites.

Click here to enter text.

What is the current implementation timeframe when using only vendor-supplied resources? Click here to enter text.

Number and percentage of practices in 2014 that did not get installed six (6) months after signing contract? Click here to enter text.


RFP# 20150615 20

Market Data How many organizations have de-installed any vendor systems over the past two (2) years? Please specify which systems and why?


What is your EHR customer retention for the years 2011, 2012, and 2013? Click here to enter text.

Total FTEs Last Year Click here to enter text.

Total FTEs This Year Click here to enter text.

Explain how your company is planning to meet the increase in demand for your EHR product (including implementation, training, and support) over the next five (5) years.


Product Information

Product name and version# Click here to enter text.

When is your next version release? Click here to enter text.

Single Database for scheduling, billing, and EHR? Click here to enter text.

Is it a Client Server, ASP or Hosted model? Click here to enter text.

Does product include a patient portal? Click here to enter text.

Was the product (or any of its significant functionality) acquired from another company?

If yes, please answer the following: − What was the original company’s name that

developed the product or functionality? − What was the original product’s name? − What version did you purchase?


Does the product include a patient portal and/or does it allow integration with 3rd party patient portals (e.g., Google Health, Microsoft HealthVault, iHealth, etc.)?


Provide in detail your web-based patient portal offering; describe how it streamlines the current clinical workflows. Consider TCHD clients and their ability to use the portal – focus on usability.


Is the product comprehensive or modular? Click here to enter text.

Modular − List all modules available, their current version, and

provide additional documents with all technical specifications, requirements, and dependencies for each module to operate fully with the "core" product.


− Which modules are necessary in order to meet meaningful use criteria?


− Are additional or multiple modules required to meet post-2011 meaningful use guidelines?


Comprehensive − Does the product meet meaningful use guidelines?


− Will the product continue to meet meaningful use guidelines through 2015 without significant changes?


Will there ever be a charge to copy, move, or retrieve patient data from the product should a customer decide to change vendors or a provider leave the customer?



RFP# 20150615 21

Product Information List all ways that a practitioner could import a patient’s data into the product: • CD/DVD • Flash Drive • PDF Format • Paper Copies • Clinical Exchange Document


Reporting Capabilities

Does the product allow custom reports to be created? Click here to enter text.

Ad hoc reporting by users an option? Click here to enter text.

Provide a list of standard reports (no customization) which the customer may run at Go Live to meet meaningful use and/or HIPAA requirements.


Can this report information be exported to CD/DVD in CSV or comma text delimited format? Click here to enter text.

Provide a detailed reporting architecture, including whether or not there is a reporting database or data warehouse, and related update schedules. Describe how the reports are generated.


Describe the ability to customize reports and generate ad-hoc reports. Click here to enter text.

What is the user skill level required to manage and generate reports from the requested systems? Click here to enter text.

Can reports be customized by the user, versus having to go through the vendor? What is the turnaround time if we go through vendor? Is there a charge for each custom report? Click here to enter text.

Would the reports be able to be downloaded in Excel or other formats? Click here to enter text.

ONC-ATCB Certification

Is the product ONC-ATCB certified? Click here to enter text.

Version and Year of Certification Click here to enter text.

Certified as Comprehensive or Modular? Click here to enter text.

Meaningful Use Are the modules necessary to meet each of the menu set objectives included in the attached pricing, or are they sold separately at an additional cost?


Do you have a guarantee the product will meet the current standards and future standards? Click here to enter text.

Additional Information

Timeframe to receive demonstration of product Click here to enter text.

Is a demo copy available prior to purchasing? Click here to enter text.

Onsite implementation or remote? Click here to enter text.

Training sites Click here to enter text.

Training options (train-the-trainer, # hours all staff) Click here to enter text.


RFP# 20150615 22

Additional Information

Has your company acquired, been acquired, merged with other organizations, or had any "change in control" events within the last five (5) years? (If yes, please provide details.)


Is your company planning to acquire, be acquired, merge with other organizations, or have any "change in control" events within the next five (5) years? (If yes, please provide details.)


Does your company use resellers to distribute your product(s)?

If yes, please answer the following: − What is your reseller structure? − Who are your resellers who are authorized to sell

within CO? If no, please answer the following: − What is your distribution and sales structure?


Please provide information on any outstanding lawsuits or judgments within the last five (5) years. Please indicate any cases that you cannot respond to as they were settled with a non-disclosure clause.


What are the wireless connection requirements and connection limitations, if any?

Security and Security Features

Describe how the product meets all HIPAA, HITECH, and other security requirements.


Does the product provide different levels of security based on User Role, Site, and/or Enterprise settings?


Does the product provide different levels of security based on type of patient (Employee vs. VIP)?


Describe the audit process within the product. Click here to enter text.

List the security reports the product provides at Go-Live to meet all auditing and HIPAA reporting needs.


Describe any remote tools you offer the provider to access patient data (e.g. iPhone) and how these devices/data may be secured if the provider loses their device or a breach is suspected.


Describe the product's ability to terminate user connections/sessions by an administrator (remotely) if a breach is suspected.


Describe the product's ability to lockout users (for upgrades, security breaches, employee terminations, etc.).


Describe the product's ability to create new security rights/roles based on new workflows or enhancements (e.g., customer-developed content such as Psych notes or departmental flow sheets, opt-in for HIV etc.).


Provide a detailed description of how security is managed for all the requested systems how security profiles are defined? If user groups are set up, how is this done and are they configurable? What criteria are included in a user’s profile; are groups and privileges customizable by the administrator? The proposed system must maintain application, data and network security and follow fully HIPAA and Meaningful Use (MU) security safeguards regarding ePHI.


Explain the types of roles that will use the system both technical and non-technical (operational). What level of expertise is required outside of any specific training for the software?



RFP# 20150615 23

Security and Security Features

The System will fully support HIPAA security and privacy rulings to maintain privacy of patient information. All HIPAA security and privacy guidelines must be met per the HITECH Act: − Physical security – firewall with solid password

protection for user accounts − Encryption - encrypt and decrypt health information for

backups, removable media, DNS, NNTP, etc. and include encryption for data at rest in the database and any email and messaging used to carry patient information

− Identity management; assign a unique user name for each user

− Password security including password renewal − Permissions access – each user should only see the

minimum necessary to do their job (e.g., opt-in for HIV) − Event recording such as deletion of records − Record disclosures made for treatment − Tracking of patient authorization forms − Audit review log – tracking who did what down to the

patient level – who viewed, updated, deleted & before/after views

− Use of hash algorithm to ensure health information has not been altered

− Standardized electronic data format transmissions must be secure

− Security of third-party systems integrated or interfaced with the EHR – the onus of this is on the submitting vendor

− Frequent backups and a downtime emergency plan


Data Protection Describe how the patient’s data is secured at all times and in all modules of the product (e.g., strong password protection or other user authentication, data encrypted at rest, data encrypted in motion).


Describe how the patient’s data is secured when accessed via handheld devices (e.g., secured through SSL web sites, iPhone apps, etc.).


Licensing

How is the product licensed? Click here to enter text.

Are licenses purchased per user? Click here to enter text.

Define ‘user’ if it relates to the licensing model (i.e., FTE MD, all clinical staff, etc.).


− How does the system licensing account for residents, part time clinicians, and midlevel providers?


− Can user licenses be reassigned when a workforce member leaves?


If licensing is determined per workstation, do handheld devices count towards this licensing?


Is system access based on individual licensing, concurrent, or both?


What does each license actually provide? Click here to enter text.

For modular systems, does each module require a unique license?



RFP# 20150615 24

Licensing In concurrent licensing systems, when are licenses released by the system (i.e., when the workstation is idle, locked, or only when user logs off)?


Computerized Physician Order Entry (CPOE)

Is CPOE part of the core product or a separate module? Click here to enter text.

Is CPOE customizable per provider or are templates available?


− Does the system allow for custom Order Sets to be built? Click here to enter text.

− Does the system allow multiple Resultable Items to be mapped to a single Orderable Item? (e.g., Skin tests have multiple antigens (resultables) which must map to a single Orderable item code).


Does the system allow free text ordering? Click here to enter text.

Does the system provide the end user the ability to cancel pending orders?


− If so, does an outbound interface message result, sending the cancellation message to 3rd party systems?


− If so, please describe how these items are built and managed by the customer.


− Can these items be classified as "required" or "optional" to complete?


Does the product support recurring orders? Click here to enter text.

− If so, please describe how the system accommodates this workflow.


How does the product support ordering for off-site (non-integrated/interfaced) orders?


Are there Reporting tools available to monitor all CPOE steps? (e.g., unsigned orders, overdue orders, etc.)


Which LIS vendors currently interface "out of the box" with CPOE?


Which RIS/PACS systems interface "out of the box" with CPOE? Click here to enter text.

e-Prescribing Is E-Prescribing part of the core product or a separate module?


Is E-Prescribing customizable per provider and/or at the enterprise level?


What are the E-Signature Requirements for E-Prescribing? Click here to enter text.

− What is required of the customer in order to set this up? Click here to enter text.

Local or national pharmacies interface with the EHR? Click here to enter text.

− How are these updated and with what frequency? Click here to enter text.

Is there an extra expense required for local pharmacies to be set up for E-Prescribing?


− Rate per transmission? Click here to enter text.

− What form of transmission is required? Click here to enter text.

Is there a fax server incorporated in the EHR? Click here to enter text.

− If so, does it require a separate server? Click here to enter text.


RFP# 20150615 25

e-Prescribing

− If not, are 3rd party vendor fax servers supported? Click here to enter text.

− Which vendors are supported? Click here to enter text.

Can Rx faxes be configured to use a separate fax queue from other faxed documents within the system?


Is there a functional limit to the number of fax lines supported by the system?


Can active faxes be cancelled during transmission by user or by system administrators?


What security settings are available in the product to govern who can E-Prescribe?


Are medication updates performed regularly? Click here to enter text.

− Which vendor(s) does the product support? Click here to enter text.

− Does it include Drug Contraindications? Click here to enter text.

− Does it include Drug Interactions? Click here to enter text.

− Does it include Drug Warnings received? Click here to enter text.

Are reporting tools for E-Prescribing available? Click here to enter text.

Describe how new medications are displayed in the system if added by: • MD • RN • MA • PA/NP • Residents


Where is E-Prescription information housed in the EHR? Click here to enter text.

Describe the audit features for E-Prescribing. Click here to enter text.

− Does the system keep a running history of Rx renewal changes?



RFP# 20150615 26

Infrastructure and Technology - client/server model

If product is a client/server model, please respond to questions below:

What type of hardware is required? Click here to enter text.

What are the recommended workstation requirements? Click here to enter text.

What are the recommended server specifications? Click here to enter text.

Recommended Manufacturer/Model? Click here to enter text.

How many servers and server roles? Click here to enter text.

• Application Server Click here to enter text.

• Web Server − IIS (version) − Apache (version)


• Other Click here to enter text.

• Database Server Click here to enter text.

• MS SQL (version) Click here to enter text.

• Oracle (version) Click here to enter text.


• HL7 Interface System Click here to enter text.

• Test Server Click here to enter text.

• Email Server Click here to enter text.

• Others (Fax, Print, Dictation, etc.) Click here to enter text.

• Operating system (Windows, Unix/Linux, Other) Click here to enter text.

• Processor (number of processors and processor speed)? Click here to enter text.

• Memory/RAM requirements? Click here to enter text.

• Storage Space Requirements? Click here to enter text.

• SANs Connectivity (Yes/No) Click here to enter text.

− If yes, SANs requirements? Click here to enter text.

• Network Card Speeds Click here to enter text.

Dual NICs required? Click here to enter text.

Other Components Required? Click here to enter text.

What other applications are required for server? Click here to enter text.

• Server Management Tools Click here to enter text.

• Bandwidth Monitors Click here to enter text.

• Database Management Suite Click here to enter text.

Can systems be virtualized? Click here to enter text.

− Will the product run on virtualized servers? Click here to enter text.

− If yes, what virtualization and remote access software is required on server?


• Citrix Click here to enter text.

• BMC Click here to enter text.



RFP# 20150615 27

Infrastructure and Technology - client/server model

− If no, are you moving toward certifying virtualized environments?


Are we required to purchase hardware from your company? Click here to enter text.

Do you have a recommended vendor with discount pricing to purchase equipment?


What type of support is available if equipment purchased from your company?


What are the recommended printer manufacturers/models? Click here to enter text.

− What type(s) of printers are recommended? (Laser, Inkjet, Thermal)


What are the recommended scanner manufacturers/models? Click here to enter text.

Do you require Internet access for your product? Click here to enter text.

− For remote connection/maintenance? Click here to enter text.

− If so, please detail security setup required for this access. If Delta processes are initiated and data is downloaded into the system automatically, detail that information here.


− Remote Support? Click here to enter text.

− If so, please detail security setup and access rules governing when connections are created and what type of work can be performed on the live system during normal business hours.


− Access System/Application Remotely? Click here to enter text.

− Are there any Delta processes that run nightly/weekly/etc. and if so, what data is collected and how is it used?


What are the minimum network infrastructure requirements? Click here to enter text.

− Firewall/VPN Appliance? Click here to enter text.

− Switches/Routers Click here to enter text.

− Other Devices Click here to enter text.

Will your product operate on Windows Terminal Services or Citrix?


− If no, are there plans to certify in these environments? Click here to enter text.

What are the backup requirements? Click here to enter text.

− Do you require a separate server for backup services? (Tape, SANs)


Are 3rd party backup solutions supported? Click here to enter text.

Does product provide database software (Yes/No)? Click here to enter text.

− If no, what database application is required? (MS SQL, Oracle, MySQL, Other)


Can data be exported? Click here to enter text.

− What format? (CSV, Text/Comma delimited, Other) Click here to enter text.

Does product allow for ad hoc reporting against the database by customer using standard reporting software (Crystal Reports) or standard database queries?



RFP# 20150615 28

Infrastructure and Technology - ASP model

If product is an ASP model, please respond to questions below:

Do you provide ASP solutions or require 3rd party vendor participation?


What is the third-party vendor’s involvement? Click here to enter text.

How are support issues handled? Click here to enter text.

Does the ASP model require a server at the customer location?


− If yes, what are the system requirements? Click here to enter text.

• Number of Server(s)? Click here to enter text.

• Processor Click here to enter text.

• Storage and Fault Tolerance Requirements? Click here to enter text.

• Memory? − <25 concurrent users − >25 concurrent users


• Bandwidth Requirements? Click here to enter text.

• System Backup Requirements? Click here to enter text.

− Types of Server(s) Click here to enter text.

• Database Servers Click here to enter text.

• Web Servers Click here to enter text.

• Interface Servers Click here to enter text.

• Scanning Servers Click here to enter text.

• Messaging (Fax, E-Prescribing, Print) Servers − If fax from server, what fax cards are supported? − Is separate fax software needed?


Is virtualization supported or required (VMWare, XenApp, etc.)?


− If so, on which servers and in what configuration? Click here to enter text.

Are Citrix and/or Terminal Services supported? Click here to enter text.

− If so, are there any application modules not supported or recommended for use in a virtualized environment?


Does your product require or recommend a firewall? Click here to enter text.

− If yes, what is the recommended manufacturer/model? Click here to enter text.

− Do you recommend VPN access? Click here to enter text.

Do you provide all CALs (client access licenses) for database and system access or does the customer purchase these?


− If customer must purchase, how many need to be purchased based on expected number of users on the product?


List all security enhancements which must be accommodated on workstations (e.g., Internet sites trusted, active x controls enabled, Dot Net versions supported, registry modifications, etc.).



RFP# 20150615 29

Infrastructure and Technology - ASP model Does the product support any of the following external devices:

• USB devices • Scanners (manufacturer/model) • Flatbed • Handheld (i.e., Barcode, PDA, BlackBerry devices,

etc.) • Card Readers (i.e., smart card, security, etc.) • Other Input Devices


What are the bandwidth requirements per user? Click here to enter text.

What are the workstation requirements? Click here to enter text.

Manufacturer/Model • Processor • Storage • Memory • Operating System


Does the product require any type of client (i.e. Citrix, clientware, Cisco VPN, etc.)?


What applications are supported and/or need to be installed on the workstation?

• Java • Flash • Adobe Reader • Microsoft Office (i.e., Word, Excel, etc.) • Antivirus • Which folders/files must be excluded from active

scanning? • Crystal Reports • Open Office • Remote Access Software (WinVNC, RDP, GoToMyPC,

etc.) for support


Require ODBC driver or SQL application on workstations? Click here to enter text.

Any other applications required? Click here to enter text.

Can the product be securely accessed from any location with an Internet/broadband connection?


How is data saved at the ASP location? Click here to enter text.

How often is routine maintenance performed on remote system?

• Backups? • Updates? • Performance Monitoring and Enhancements


Since we would be dependent on Internet connection, what is our strategy if the Internet connection goes down and cannot use your system?


How will the customer be able to download and distribute the patient’s health record to meet meaningful use?


How will the customer be able to upload patient-provided records (either paper or electronic format radiology, medical records, lab data, etc.)?



RFP# 20150615 30

Infrastructure and Technology - SaaS model

If product is a SaaS model, please respond to questions below:

Do you provide direct SaaS solutions or require third-party vendor participation?


How are support issues handled? Click here to enter text.

Does a third-party vendor host any part of your product and/or data?


Does your product require or recommend a firewall on the client side?


− If yes, what is the recommended manufacturer / model?


Can the product be securely accessed from any location with an Internet/broadband connection?


− What are the security requirements for remote users (non-office users)?


What are the minimum bandwidth requirements? Click here to enter text.

List all security enhancements which must be accommodated on client workstations (i.e., Internet sites trusted, active x controls enabled, Dot Net versions supported, registry modifications, etc.).


Does the product support any of the following external devices:

• USB Devices • Scanners (Manufacturer/Model) • Flatbed • Handheld (i.e., Barcode, PDA, BlackBerry Devices,

etc.) • Card Readers (i.e., Smart Card, Security, etc.) • Other Input Devices


What are the workstation requirements? Click here to enter text.

Manufacturer/Model • Processor • Storage • Memory • Operating System


Does the product require any type of client (i.e. Citrix, clientware, Cisco VPN, etc.)?


What applications are supported and/or need to be installed on the workstations?

• Java • Flash • Adobe Reader • Microsoft Office (i.e., Word, Excel, etc.) • Antivirus • Which folders/files must be excluded from active

scanning? • Crystal Reports • Open Office • Remote Access Software (WinVNC, RDP, GoToMyPC,

etc.) for support


Require ODBC driver or SQL application on workstations? Click here to enter text.

Any other applications required? Click here to enter text.

How is data saved and stored? Click here to enter text.


RFP# 20150615 31

Infrastructure and Technology - SaaS model How will the customer be able to download and distribute the patient’s health record to meet meaningful use?


How will the customer be able to upload patient-provided records (either paper or electronic format (radiology, medical records, lab data, etc.))?


Can information be exported to CD/DVD in CSV or comma text delimited format?


Does product allow reports be created? Click here to enter text.

− Ad hoc reporting option? Click here to enter text.

− Provide a list of standard reports (no customization) which the customer may run to meet meaningful use requirements.


How often is routine maintenance performed on remote system?

• Backups? • Updates? • Performance Monitoring and Enhancements


Can you provide a contingency strategy or disaster recovery plan in the event Internet service is lost and customer is unable to access your system and application?


Do you have normal ‘downtime’ windows for system backup and maintenance?


− Does this affect access to the product? Click here to enter text.

How is data gathered during Internet outages? Click here to enter text.

Is it uploaded into the system when Internet restored? • Is this process done manually or automatically? • How do we verify information has been uploaded?


In the event access to your site is unavailable, what steps will you take to notify the customer of progress towards resolving the issue?


− What steps should the customer take during this time? Click here to enter text.

In the past two (2) years, how many outages have you experienced due to your own infrastructure problems?


Do you have redundant Internet providers? Click here to enter text.

Is there a patient portal? Click here to enter text.

Is there a test environment for the customer to use? Click here to enter text.

What are the network infrastructure requirements? Click here to enter text.

What are your security requirements and recommendations for client workstations?


Is your site secured with encryption and antivirus? Click here to enter text.

− How often is access audited and by whom? Click here to enter text.

− Is there an off-site disaster recovery location for your server farm?


− How often is this tested? Click here to enter text.

Who provides data storage and what is the physical location of the data center? Does the data center carry the applicable bandwidth required by TCHD transmittals?

What level of security is offered and what procedures will be followed in the event of a data/security breach?



RFP# 20150615 32

Infrastructure and Technology - SaaS model Provide your hosting business plan and the SLA including uptime, how often is the data center audited and the number of mirrored sites?

What procedures are in place for disaster recovery? Explain any identified points of failure and redundancy plans? Please also provide response times.


Vendor Support Do you offer multiple support programs? Please provide a detailed list of each with your standard SLA for each support program.


What are your support statistics (# of Support Calls to the % of resolutions at each severity level)?


Define the Support Structure, (i.e., Tiered Approach, Client assigned 1 point of contact, etc.).


What is your availability to the practice for meetings to discuss EHR issues and concerns?


When is customer support available? • Preferred method of contact (Phone call, email, etc.)? • Where is your customer support staff located? Are they

‘off-shore’? • What are your normal hours of support? • How is after hours support handled? • Will someone be on-call at all times?


Problem/Resolution Process • Response time expectations for all levels of severity • Average time to close tickets by severity level • Escalation Process • Severity Level System • Issue/Resolution Tracking System • Test System vs. Live System


Who has ownership of the following: • Data • Software • Enhancements or Customizations Paid for by Customer • Hardware • Servers • Workstations


What are your additional fee-based services? Click here to enter text.

Do you have online support (Knowledgebase, InfoCenter, etc.)?


Is your support staff certified (i.e., HDI, SCP, etc.)? Click here to enter text.

Is remote assistance an option for workstation and server issues?


Describe Enhancement Request Model. Click here to enter text.

Do you have a user forum for practices to seek help from peers and share ideas?


Do you have regional and national user conferences? Click here to enter text.

On-going Maintenance? Click here to enter text.


RFP# 20150615 33

Vendor Support Upgrade Process • Will customer get to choose which upgrades they want? • Frequency of Upgrades? • How long can a customer delay an upgrade without

losing support? • Will training be provided for new functionality?


Provide details on frequency of software releases, and how customers are notified of upgrades/patches and how these are applied. What testing methodology is used in developing a new version of the software? How many versions of the software are supported? In this section please provide the details of all upgrades and patches over the past three (3) years and a roadmap of future releases including timeframes.


Testing • Will customer get a chance to test the product in a test

environment? • Will customer get access to test scripts from vendor? • Will customer have an opportunity to parallel test with

vendor or conduct Acceptance Testing? • End to End Testing?


Product Enhancement Requests • If customer wants to add an enhancement, what is the

process? • Are there additional costs for an enhancement? • How soon will customer be able to view, test, and use

enhancement? • How will upgrades work with new enhancement? • Will all other customers get the enhancement one

company has paid for? • How will the company stay up-to-date on required

meaningful use definition changes?


Toolsets/Monitoring What administration and customization toolsets are available for each system and what user skill level is required to manage the toolsets? What level of monitoring is routinely required for optimal system performance and what user skill level is required to perform the monitoring?


Describe in detail your software customization process and how you manage the complexity and risk of any customization in the initial implementation and in future upgrades. Explain how you converge any customized code into your core best practices.


Training/Testing – All Phases (Selection through Post Go-Live)

Development/Training Environment Click here to enter text.

Specify if this will be provided before or after a contract is signed.


Will access be granted to development/training environment for testing during upgrades and during training processes?


What types of online training are available? Click here to enter text.


RFP# 20150615 34

Training/Testing – All Phases (Selection through Post Go-Live) Videos • Recorded Modules/Workflow Training Courses • Recorded Interactive "Many-to-One" Training

Sessions • Quick Reference or Tips & Tricks Videos • Trial Demonstration of EHR


Web Based Training • Interactive training activity with screenshots &

instructions to give clinic exposure of EHR selected before core training


Facilitator/Consultant Led Training Sessions • Module Training Sessions • Workflow Training Sessions (i.e., Nurse, Provider,

Front Office, etc.) • One-on-One Training Sessions with Consultant • Describe your training personnel (i.e., background,

position, medical credentials, etc.) • Vendor-Directed Demo (i.e., Web Ex Training, On-

Site, etc.)


Training Documents (Identify format of documentation) • Training Manuals • Quick reference guides that focus on specific tasks • On-line Printable Training Documentation • Upgraded Training Guide • Describe when these documents are modified and

how quickly they are made available to the customer after product changes occur.


Is Practice/Specialty-specific training offered? Click here to enter text.

What would be the training ideas for any new employees joining later?


What is created by vendor versus customer? − Creating specialized templates for efficient

documentation, − Creating favorites/shortcuts within the product, and − Does the product have customizable preferences?


Will a workflow assessment be completed by the vendor? − Will a document be sent to be completed by clinic? − Will vendor complete on-site workflow assessment? − Is there an additional cost for workflow assessment?


Will recommendations be provided for abstracting or bulk loading data from paper charts into the EHR?


Contractually, can users access the live EMR system prior to Go-Live for build or ‘pilot’ purposes?


Super User Training − Will super users be trained by vendor? − Remote or onsite training provided?


Cost of Training − Describe training options included in contract

agreement. − Will additional costs be incurred on clinic for training?



RFP# 20150615 35

Training/Testing – All Phases (Selection through Post Go-Live) On-Site Training

− How many days does EHR vendor provide for on-site training?

− Will Go-Live be scheduled shortly after initial staff training?

− What is the consultant/provider ratio during training? − Will trainers complete a readiness assessment before

Go-Live? − Will vendor provide clinic with onsite demos before and

after contract is signed? − Will office be trained on hardware if purchased through

the vendor before Go-Live training?


Go-Live Click here to enter text.

Will vendor staff be onsite during ‘Go Live’ timeframe? Click here to enter text.

What will be their role during ‘Go Live’? − Trainer − Technical


Post Go-Live Training and Support Click here to enter text.

After ‘Go-Live’, who (i.e., support team, implementation manager, etc.) will be available to answer questions, issues, and/or training requests?

− If original implementation team, how long before this level of service is transferred to "normal" support team?


Will a post Go-Live assessment be completed after a specified amount of time by the vendor?


How will clinic be notified of upgrades when they are released and who is responsible for installing these updates (dates, training, documentation, etc.)?


Describe in detail your training process for initial implementations and what training is provided for new versions or upgrades that affect user workflows or look and feel? We have no training model preference but will work closely with the vendor to implement a program that works for TCHD. We do require that training be onsite at TCHD and also require the number of training hours included in the initial cost; please include the cost of additional training hours (plus trainer, travel, etc.).


Contract Terms and Vendor Guarantees Will the customer be allowed to perform acceptance testing of this product prior to "Go-Live"? Click here to enter text.

Will the customer be allowed to make payments based upon milestones with a significant portion of the fees not payable until "Go-Live"?


Will you allow the representations made in your response to this RFP to be incorporated into the contract? Click here to enter text.

Will you agree to a cap on price increases? For how long? Click here to enter text.

How long will you guarantee to provide maintenance (or other support) on this product? Click here to enter text.

What is the process that you will follow when "sun setting" this product? Click here to enter text.

Will you escrow the source code for this product? Click here to enter text.

Will you agree to the contract being governed by Colorado law (including the applicable provisions of the UCC)? Click here to enter text.


RFP# 20150615 36

Contract Terms and Vendor Guarantees What is the vendor’s responsibility when:

− Problem resolution is not met by a certain time based on severity level of the problem or issue?

− Meaningful use criteria are not met as promised? − Upgrades cause problems (causes meaningful use

criteria to no longer be met or critical workflows to break)?

− Training is not conducted in agreed upon timeframe and/or the training materials are not adequate or delivered per contract deliverables?

− Implementation is not completed by vendor in the agreed upon timeframe due to issues related to the vendor (staffing conflicts, software problems, etc.)?

− Incompatibility issues arise between hardware (which meets agreed upon specifications) and approved software?

− Promised product functionality does not exist at time of implementation?

− Damages to hardware during transport if purchased through vendor or while vendor is onsite during installation?

− Data is corrupted during the course of normal use and operation of the product?

− SLAs are not met?


Other Vendor Services Offered What other companies have you partnered with to provide services on your behalf and what are their contact information?


If their work is done on your behalf (implementation, upgrades, etc.), do you warranty their work as if it was your own?


Appendix C – Enter Company Name

RFP# 20150615 37

Appendix C: Specifications When responding to each item in the specifications section, place an “X” under one of the following columns: “Yes, Included” = the function is available in the system and it is part of the basic system “Yes, Additional Cost” = the function is available but it requires system customization at an additional cost “No” = the function is not available Use the column labeled “Comments / Clarifications” to include additional information you wish to include as part of your response. This column can also be used to indicate if a function is not currently available but will be available in a future release by indicating the version number and approximate month/year when the function will be available (e.g., Version 8.2/August 2012). No comment or clarification should exceed half a page in length. Comments and Clarifications may be provided on a separate attachment.

High Level Requirements

Specifications Yes, Included

Yes, Addtl. Cost

No Comments / Clarifications

1. Electronic Health Record (EHR) Overall the software must be flexible and adapt to TCHD practices using workflow and technology to: – Create efficiencies across clinical

departments – Reduce redundant input and human

error – Improve communications between

providers and outside organizations – Render patient information easily

accessible and readily available – Facilitate consistent medical practices

with diagnosis related order sets or categories

– Validate quality of care to improve patient outcomes

– Support all required internal and external forms electronically

– Facilitate training of TCHD providers and students

– Adhere to, maintain and validate industry best practices

– Facilitate data collection for all required reporting

– Provide a secure environment that supports HIPAA and Meaningful Use (MU) security and privacy

– Be interoperable with all other TCHD critical systems

☐ ☐ ☐ Click here to enter text.

2. Practice Management (PM)


RFP# 20150615 38


Yes, Addtl. Cost


Overall the software must flexible and adapt to TCHD practices using workflow and technology to: – Create efficiencies across all

departments – Reduce redundant input and human error – Render patient information easily

accessible and readily available – Support all required internal and external

forms electronically – Adhere to, maintain and validate industry

best practices – Facilitate data collection for all required

reporting – Provide a secure environment that

supports HIPAA and Meaningful Use (MU) security and privacy

– Be interoperable with all other TCHD critical systems


Detailed Functional Requirements for Both Systems


Yes, Addtl. Cost


1. General 1.1 The system supports both a total paperless

function and a hybrid function, where the contents of the electronic record can be printed for inclusion in the paper chart.


1.2 The system includes automatic translation of codes to data.


1.3 The system includes support and updates for the above vocabularies.


1.4 The system includes SNOMED CT as the integrated standard nomenclature of clinical terms.


1.5 Your company provides after-hours call center support for the system.


1.6 The ability to create customized EMR forms as specified by user requirements. This includes the ability to implement data validity checks on user defined fields.


1.7 Provide the ability to create customized dashboards. Functionality to gather data from any the applications screens and then display the combination of data in one screen.



RFP# 20150615 39


Yes, Addtl. Cost


1.8 Require functionality for extensive flexible reporting capability. This includes the standard reports already available in our current system as well as the ability to generate any future reports needed. Report generator needs to not only obtain the data but also provide functionality to easily format the results including the option to group results, provide mathematical calculations on the groupings and provide pivot table functionality on the results. Some of the standardized reports require the option to modify the data in the system so it is not extracted in future runs.


1.9 Support for the X12-AR837 and CMS-1500 billing interface. Also provide flexible options for third party payers and private pay charges. Replicate functions provided by the Charge Maintenance Screen which allow a variety of billing algorithms to apply for one procedure code.


1.10 When duplicate clients are found in the system provide the ability to select which client record to keep and then the information from the other client record is merged into the one which is kept. Also the ability to delete a client from the system.


1.11 The ability to easily see past information entered in a field showing the date it was updated and by which User.


1.12 The ability to customize data validity checks. For example in family planning when they enter Depo in the encounter procedure detail screen, if the correct number of units is not entered a dialog box displays reminding the user to do this. These data validity checks are process specific.


1.13 The System will enable configurable templates to accommodate multiple care pathways, patient notes and other patient-related data that may require diverse configurations depending on the clinic. Authorized users must be able to create or modify templates without need from TCHD IT or vendor code.


1.14 Is there an online appointment request module or function? Something that we can give clients and email address, they can log on, and then request an appointment based upon what we have available, all without having to make a phone call? They could request the appointment and then upon our approval, it would reply back to them that the appointment is confirmed or denied.


2. User Interface / Usability


RFP# 20150615 40


Yes, Addtl. Cost


2.1 The System will provide intelligent dropdowns that display user “favorites” as the first choice(s). This tool is invaluable for diverse clinics that use the consistent terminology for treatment and ICD (diagnosis) and CPT (billing) codes. For example, TB clinic “favorites” are different from OB clinic “favorites”; thus the TB user will always have the TB favorites display first.


2.2 The System will enable authorized users to perform their necessary tasks/actions within as few clicks as possible.

2.3 The System GUI and usability must facilitate clear pathways of care for each task to reduce the risk of human error. There can be no tasks/actions that create ambivalence on the part of the user.


2.4 The System GUI will be easy to use and easy to retain.


2.5 The System GUI will provide a fast return on commands; speed of performance will be instantaneous; bandwidth should never be an issue. Response to commands and instructions should be immediately shown on screen, and should be appropriate to the task and the workers abilities.


2.6 The System will display easy to read error messages (good English – no system error numbers that confuse the user) and offer the user a fast recovery from the error.


2.7 The System will support the flow of data across the entire system 100% with manual entries occurring once. Double/triple entry in multiple tabs is not acceptable.


2.8 The System will provide end users ease of navigation. A system providing tabs and the usual dropdowns will be acceptable but TCHD is looking more for an “app” based technology that uses small program/GUI widgets that can easily be manipulated by the end user. Navigation to a destination must be performed in as few clicks as possible.


2.9 The System will provide and facilitate “drag and drop” actions to allow authorized users to quickly personalize and arrange their work page or screen


2.10 The System will provide and facilitate physically challenged users. Note Third party software can be offered to meet this requirement.


3. Demographics / Care Management 3.1 The system has the capability to record

demographics including: Preferred language, insurance type, gender, race, ethnicity, and date of birth.



RFP# 20150615 41


Yes, Addtl. Cost


3.2 The system supports the Continuity of Care Document Continuity of Care Record, HITSP standard.


3.3 The system has the capability of importing patient demographic data via HL7 interface from an existing Practice Management System, Patient Registration System, or any such system used for patient registration and/or scheduling.


4. Patient History 4.1 The system has the capability to import patient

health history data, including obstetrical history data, from an existing system.


4.2 The system presents a chronological, filterable, and comprehensive review of patient’s EHR, which may be summarized and printed, subject to privacy and confidentiality requirements.


5. Current Health Data, Encounters, Health Risk Appraisal 5.1 The system includes a combination of system

default, provider customizable, and provider-defined and reusable templates for data capture.


5.2 The system obtains test results via standard HL7 interface from: laboratory


5.2.1 The system obtains test results via standard HL7 interface from: radiology/ imaging.


5.2.2 The system obtains test results via standard HL7 interface from: other equipment such as Vitals, ECG, Holter, Glucometer.


5.3 The system has the capability to capture and monitor patient health risk factors in a standard format.


5.4 The system provides a flexible, user modifiable, search mechanism for retrieval of information captured during encounter documentation.


5.5 The System will enable end users to easily and quickly search for patient data in as few clicks as possible. The end result must be retrieval of the data searched for and not require further/duplicate searches.


5.6 The system provides a mechanism to capture, review, or amend history of current illness.


5.7 The system enables the origination, documentation, and tracking of referrals between care providers or healthcare organizations, including clinical and administrative details of the referral.


5.8 The system tracks consultations and referrals. ☐ ☐ ☐ Click here to enter text.

6. Encounter – Progress Notes 6.1 The system records progress notes utilizing a

combination of system default, provider customizable, and provider-defined templates.



RFP# 20150615 42


Yes, Addtl. Cost


6.2 The system includes a progress note template that is problem oriented and can, at the user’s option be linked to either a diagnosis or problem number.


7. Problem Lists 7.1 The system creates and maintains patient-

specific problem lists. ☐ ☐ ☐ Click here to enter text.

7.2 For each problem, the systems has the capability to create, review, or amend information regarding a change on the status of a problem to include, but not be limited to, the date the change was first noticed or diagnosed.


8. Clinical Practice Guidelines (CPG) 8.1 The system includes and maintains evidence-

based Clinical Practice Guidelines (CPGs) published and maintained by credible sources such as the American Heart Association (AHA), U.S. Preventive Services Task Force (USPSTF), American College of Cardiologists (ACC), American College of Physicians (ACP), Advisory Committee on Immunization (ACIP), and other groups. The guidelines incorporate patient education and actionable alerts and reminders. Are the algorithms customizable?


8.2 The system allows reporting and analysis of any/all components included in the CPG.


8.3 Included in each CPG, the system has the capability to create, review, and update information about:


8.3.1 The performance measures that will be used to monitor the attainment of objectives.


8.3.2 The quantitative and qualitative data to be collected.


8.3.3 Performance metrics: CPG shall allow for decision support based on standardized discrete data to be used to calculate clinical performance measures.


8.3.4 Collection means and origin of data to be evaluated.


8.4 The system allows the provider or other authorized user to override any or all parts of the guideline. The system is able to collect exceptions for NOT following the CPG.


9. Care Plans 9.1 The system provides administrative tools for

organizations to build care plans, guidelines, and protocols for use during patient care planning and care.


9.2 The system generates and automatically records in the care plan document, patient-specific instructions related to pre- and post-procedural and post-discharge requirements. The instructions must be simple to access.


10. Prevention


RFP# 20150615 43


Yes, Addtl. Cost


10.1 The system has the capability to display health prevention prompts on the summary display. The prompts must be dynamic and take into account sex, age, and chronic conditions.


10.2 The system includes user-modifiable health maintenance templates.


10.3 The system includes a patient tracking and reminder capability (patient follow-up) updatable by the user at the time an event is set or complied with.


11. Patient Education 11.1 The system has the capability to create, review,

update, or delete patient education materials. The materials must originate from a credible source and be maintained by the vendor as frequently as necessary.


11.2 The system has the capability of providing printed patient education materials in culturally appropriate languages on demand or automatically at the end of the encounter. At minimum, the materials must be provided in English and Spanish as applicable.


12. Alerts / Reminders 12.1 The system includes user customizable alert

screens / messages, enabling capture of alert details.


12.2 The system has the capability of forwarding the alert to a specific provider(s) or other authorized users via secure electronic mail or by other means of secure electronic communications.


12.3 Provide in detail your service for scheduling, confirming and canceling appointments. Does the service use SMS, voice messages etc. and can it deliver to both land and mobile phones? This service can be provided by a partner vendor.


13. Orders 13.1 The system includes an electronic Order Entry

module that has the capability to be interfaced with a number of key systems depending on the health center’s existing and future systems as well as external linkages, through a standard, real time, HL7 two-way interface.


13.2 The system displays order summaries on demand to allow the clinician to review/correct all orders prior to transmitting/printing the orders for processing by the receiving entity.


14. Results 14.1 The system has the capability to route, manage,

and present current and historical test results to appropriate clinical personnel for review, with the ability to filter and compare results. − Results can be easily viewed in a flow sheet

as well as graph format.



RFP# 20150615 44


Yes, Addtl. Cost


14.2 The system accepts results via two way standard interface from all standard interface compliant / capable entities or through direct data entry. Specifically – Laboratory, Radiology, and Pharmacy information systems. Please attach list of currently available interfaces, if available


14.3 The system includes an intuitive, user customizable results entry screen linked to orders.


14.4 The system has the capability to evaluate results and notify the provider.


14.5 The system allows timely notification of lab results to appropriate staff as well as easy routing and tracking of results.


14.6 The system flags lab results that are abnormal or that have not been received.


15. Medication and Immunization Management 15.1 The system identifies drug interaction warnings

(prescription, over the counter) at the point of medication ordering. Interactions include: drug to drug, drug to allergy, drug to disease, and drug to pregnancy.


15.2 The system alerts providers to potential administration errors for both adults and children, such as wrong patient, wrong drug, wrong dose, wrong route, and wrong time in support of medication administration or pharmacy dispense/supply management and workflow.


15.3 The system supports multiple drug formularies and prescribing guidelines.


15.4 The system provides the capability for electronic transfer of prescription information to a patient or organization selected pharmacy for dispensing.


16. Confidentiality and Security 16.1 The system provides privacy and security

components that follow national standards such as HIPAA.


16.2 The system provides privacy and security components that follow Colorado state-specific laws and regulations.


16.3 The system hardware recommendations meet national security guidelines.


16.4 The System will regulate the user’s ability to view, edit, delete data elements based on their role or group privileges. User access privileges will be maintained across the whole system. It is important that users see only the data they need to do their work.


16.5 The System will facilitate ARRA secure interconnectedness to community providers under HIPAA rules.


16.6 The System will support and facilitate secure remote access for authorized users in the field.



RFP# 20150615 45


Yes, Addtl. Cost


16.7 The vendor will provide a plan on for data backup and recovery.


16.8 The System will support and facilitate audit trails and user tracking including but not limited to: − Patient registration and changes thereafter − Track electronic signatures on notes − Trails on signed patient notes – we prefer

that signed notes cannot be modified


16.9 The System will fully support HIPAA security and privacy rulings to maintain privacy of patient information. All HIPAA security and privacy guidelines must be met per the HITECH Act: − Physical security – firewall with solid

password protection for user accounts − Encryption - encrypt and decrypt health

information for backups, removable media, DNS, NNTP, etc. and include encryption for data at rest in the database and any email and messaging used to carry patient information

− Identity management; assign a unique user name for each user

− Password security including password renewal

− Permissions access – each user should only see the minimum necessary to do their job

− Event recording such as deletion of records − Record disclosures made for treatment − Tracking of patient authorization forms − Audit review log – tracking who did what

down to the patient level – who viewed, updated, deleted & before/after views

− Use of hash algorithm to ensure health information has not been altered

− Standardized electronic data format transmissions must be secure

− Security of third-party systems integrated or interfaced with the EHR – the onus of this is on the submitting vendor

− Frequent backups and a downtime emergency plan


17. Clinical Decision Support 17.1 The system offers prompts to support the

adherence to care plans, guidelines, and protocols at the point of information capture.


17.2 The system triggers alerts to providers when individual documented data indicates that critical interventions may be required.


18. Reporting 18.1 Are standard clinical reports built into the

system for the user to query aggregate patient population numbers?



RFP# 20150615 46


Yes, Addtl. Cost


18.2 The system can generate lists of patients by specific conditions to use for quality improvement.


18.3 The system has the capability to report ambulatory quality measures to CMS for PQRI.


18.4 The system can generate patient reminder letters for preventive services or follow-up care.


18.5 The system supports disease management registries by:


18.5.1 Allowing patient tracking and follow-up based on user defined diagnoses.


18.5.2 Providing a longitudinal view of the patient medical history.


18.5.3 Providing intuitive access to patient treatments and outcomes.


18.6 What reporting engine is utilized within the software? (e.g., Crystal Reports, Excel, proprietary). − If utilizing Crystal Reports do you provide a

listing of all reportable data elements?


18.7 Does the end user have the ability to create custom reports?


18.8 Can reports be run on-demand during the course of the day?


18.9 Can reports be set up to run automatically as well as routed to a specific person with in the office?


18.10 The System will enable the authorized user to manipulate required data for multiple reporting purposes including government, grants, county, state and internal TCHD reports.


18.11 The System will enable the authorized user to create multiple ad hoc report formats quickly and easily.


18.12 The System will enable the authorized user to save multiple report formats for future use


18.13 The System will fully support CO State reporting requirements.


18.14 The System will fully support MU reporting requirements.


18.15 The System will interface to external private insurers and grant supporters to send patient specific health information/reports.


18.16 The System will enable authorized users to set up automatic reports at specific intervals and route them to specific users of the system, e.g. managers, etc.


18.17 The System will enable authorized users to set up reports on patients that share diagnoses, demographics or other population characteristics as necessary.


18.18 The System will enable authorized users to export reports in multiple formats, including but not restricted to Excel, PDF, etc.


19. Meaningful Use


RFP# 20150615 47


Yes, Addtl. Cost


19.1 The system has a bi-directional lab component. ☐ ☐ ☐ Click here to enter text.

19.2 The system can check insurance eligibility electronically from public and private payers. List clearinghouses with which this functionality exists.


19.3 The system can submit claims electronically to public and private payers.


19.4 The system can provide patients with timely electronic access to their health information.


19.5 The system can provide clinical summaries to patients for each visit.


19.6 The system can provide a summary care record for each transition of care and referral visit.


19.7 The system can exchange key clinical information among providers of care and patient authorized entities electronically.


19.8 The system can submit immunization data electronically to the Colorado immunization registry.


19.9 The system can provide electronic syndromic surveillance data to public health agencies and actual transmission according to applicable law and practice.


20. Cost Measuring / Quality Assurance / Reporting 20.1 The system has built-in mechanism/access to

other systems to capture cost information. ☐ ☐ ☐ Click here to enter text.

20.2 The system supports real-time or retrospective trending, analysis, and reporting of clinical, operational, demographic, or other user-specified data including current and future UDS reports.

☐ ☐ ☐ See http://bphc.hrsa.gov/uds/

20.3 The system allows customized reports or studies to be performed utilizing individual and group health data from the electronic record.


20.4 The system will provide support for third-party report writing products.


21. Chronic Disease Management / Population Health 21.1 The system provides support for the

management of populations of patients that share diagnoses, problems, demographic characteristics, etc.


21.2 The system has a clinical rules engine and a means of alerting the practice if a patient is past due.


21.3 The system generates follow-up letters to physicians, consultants, external sources, and patients based on a variety of parameters such as date, time since last event, etc. for the purpose of collecting health data and functional status for the purpose of updating the patient’s record.


http://bphc.hrsa.gov/uds/

http://bphc.hrsa.gov/uds/


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Yes, Addtl. Cost


21.4 At minimum, the system is able to generate a variety of reports based on performance measures identified by the Physician Consortium for Performance Improvement (AMA/Consortium), the Centers for Medicare & Medicaid Services (CMS), and the National Committee for Quality Assurance (NCQA) for chronic diseases. Information on these measures can be found at: http://www.ama-assn.org/ama/pub/category/4837.html. The system follows measures approved by NQF (national quality form) and prompted by the AQA (ambulatory quality alliance) as well as those identified by the HRSA’s Health Disparities Collaborative http://www.healthdisparities.net/


22. Consents, Authorizations, and Directives 22.1 The system has the capability for a patient to

sign consent, alternate means of communication and program specific consents electronically.


22.2 The system has the capability to create, maintain, and verify patient treatment decisions in the form of consents and authorizations when required.


22.3 The systems captures, maintains, and provides access to patient advance directives.


23. Technical Underpinnings 23.1 The system incorporates extensive, secure

telecommunications capabilities that link staff and clinicians from remote locations to the central site.


23.2 Do you provide hardware or have a relationship with a hardware vendor?


23.3 If working with a hardware vendor do you have negotiated pricing with them?


24. Billing 24.1 The system provides a bidirectional interface

with practice management systems. ☐ ☐ ☐ Click here to enter text.

25. Document Management 25.1 The system includes an integrated scanning

solution to manage old charts and incoming paper documents.


25.2 Scanned documents are readily available within the patients chart.


25.3 Scanned documents can be attached to intra office communication and tracked.


25.4 The system has the ability to bulk scan and easily sort old patient charts for easy reference later.


25.5 Images and wave files can also be saved and stored in the document management system.


25.6 Insurance cards and driver’s license can be scanned and stored in patient demographics.


http://www.ama-assn.org/ama/pub/category/4837.html

http://www.ama-assn.org/ama/pub/category/4837.html

http://www.healthdisparities.net/


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Yes, Addtl. Cost


25.7 Scanned documents can be attached to visit notes.


25.8 In a multiple location environment can each office scan in the same manner?


26. Technical Support 26.1 What hours is technical phone support

available? ☐ ☐ ☐ Click here to enter text.

26.2 What is the average amount of time for issue resolution?


26.3 If a problem persists what is the escalation process?


26.4 Do you have electronic ticketing for non-emergent technical support?


26.5 Do you have a user forum for practices to seek help from peers and share ideas?



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Non-Functional Requirements for Both Systems


Yes, Addtl. Cost


1. Implementation 1.1 The vendor will provide a scoped project plan

for the proposed system(s) implementation thru to “go live” and will include resources and time and effort for both vendor and customer and associated costs. This plan should identify the risks and potential roadblocks to implementation as determined by the vendor.


1.2 The vendor will provide a scoped project plan for all customization required for the proposed system(s), including but not restricted to additional code, interfaces, non-standard reporting etc. The plan must include the impact to the overall project and how this will affect staffing, system structure and future upgrades and support.


1.3 The vendor will provide a scoped project plan for the transfer of legacy data to the new system, the level and type of data that will be converted and how the transferred data will be tested to 100% validity. The plan will include resources, time and effort and costs. Data to be converted may include, but may not be restricted to patient demographics (name, address, gender, ethnicity, etc.) and patient records (current medications, allergy data, lab work, diagnostic study reports, etc.).


1.4 The vendor will provide a scoped project plan for workflow analysis of each clinic and program. The goal of this task is to determine current workflows and redesign to result in efficient business/clinic/program operability that is aided and supported by the vendor system(s).


1.5 Provide in detail the methods of storage and accessibility to storage devices via the network; also describe the methods used for data backup.


1.6 The vendor will provide a scoped project plan that defines a clear process of getting paper documentation into the new system at point of treatment and how this will be incorporated into the workflow, and also management of backscanning. The plan will include: − Document retention schedules and storage

policies − Automatic purging from the System(s) − Which documents should be scanned and

back-scanned and how far back − Standardization of metadata − Incorporation of best practices/procedures


1.7 The vendor will provide a plan on how the proposed system(s) will facilitate a paperless environment as mandated by CO State



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1.8 The vendor will provide a plan on how to train end users on the proposed system (s). The plan must include: − Timeframe − Approach (train-the-trainer or one-on-one

classroom training) − A pre-training assessment − Identify users and their roles − The expected outcomes is that training

will lead to competency − A post-training assessment TCHD restricts initial training to the TCHD facility.


1.9 The vendor will provide a plan on for data backup and recovery.


1.10 The vendor will provide a plan for support of the proposed system post “go-live” providing ongoing advisory services and post- implementation and optimization issues.


1.11 The vendor will provide a plan, and if necessary a third-party vendor, to support e-Billing services. Please see Phase III of the RFP for more information


1.12 Provide an example of a project plan used by your organization that shows the gates/tasks for a typical implementation of the software for a customer the size of TCHD. Show the expected associated timeframes and level of involvement/collaboration of TCHD staff. List the TCHD staff requirements including the anticipated level of expertise and list the parallel number of staff that will be members of your team including titles; focus on continuity and stability of the project.

1.13 Describe all third-party software used with the core software and its functionality. Note: We understand any required customizations may entail the use of non-standard third-party products.


1.14 Describe your support/help desk processes and availability and current service level agreement (SLA) terms.


2. Third Party Tools and Interfaces


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Yes, Addtl. Cost


2.1 The System will interface with the Pharmacy interface software (TBD) via a bidirectional HL7 standard messaging and communications channel. The HL7 messages that will be transmitted include but are not restricted to: (1) Use Case 1

1) Patient information sent from EHR to populate their tables

2) Prescriptions entered into EHR interface and sent via widget control

3) Send control transmits prescription from EHR to Pharmacy interface software (TBD) and alerts Pharmacist

4) Pharmacist receives the prescription and fills it both physically and in Pharmacy Interface software (TBD) that returns an alert to EHR when prescription is ready to be picked up by patient

5) Patient picks up prescription, this is entered in the pharmacy interface software (TBD) kicking off an alert to EHR for provider that prescription has been retrieved

6) Billing and inventory messages are TBD

(2) Use Case 2 involves the patient walking a paper prescription to the pharmacy but this is likely an exception use case



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Yes, Addtl. Cost


2.2 The System will interface with the Lab interface software (TBD) via a bidirectional HL7 standard messaging and communications channel. The HL7 messages that will be transmitted include but are not restricted to: (1) Use Case 1

1) Patient information sent from EHR to populate the Lab interface software (TBD) tables

2) Patient is sent to lab by provider to give sample

3) Lab orders are entered into EHR interface and sent via widget control

4) Send control transmits lab order from EHR to the Lab interface software (TBD) and alerts Lab technician

5) Lab technician receives the order and runs the test

6) Results are transmitted to the Lab interface software (TBD) automatically from test machines and reviewed by tech

7) If good result, widget control sends result from Harvest to EHR with alert to provider and simultaneously bills to PM system

8) Inventory messages are TBD (2) Use Case 2 involves manual entry of test

results info.


2.3 The vendor will provide a hook or interface with the TCHD system for records management. Provide in detail your records management solution, including management of existing records, workflow records, retention schedules and search capabilities.


2.4 The System will interface with multiple printers for multiple uses, such as printed patient records, required letters, forms and also labels. Zebra specs can be found at: http://www.zebra.com/anim/G-Series/index.htm Note 1 Multiple labels are printed for lab specimen use. Note 2 Paper printers are networked – list of printers TBD


2.5 The System will interface with the TBD TCHD e-Signature system


2.6 The System will interface with the TBD TCHD palm scanner system


2.7 The System will interface with CO Web database via a bidirectional HL7 standard messaging communications channel


http://www.zebra.com/anim/G-Series/index.htm

http://www.zebra.com/anim/G-Series/index.htm


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2.8 The System will interface with NC Syndromic Surveillance System via a bidirectional HL7 standard messaging communications channel. Messages TBD. Note This work will not take place until Stage 2 of MU - please enter costs for this future work.


2.9 The System will interface with TCHD cash registers – TBD Note Vendors can offer third-party solutions as part of their overall offering.


2.10 The System will interface with multiple external labs as required


2.11 The System will interface with multiple handheld devices – TBD. This will be ongoing as TCHD becomes more electronic and automatic


2.12 The System will support connectivity to the CORHIO


2.13 The System will integrate with a GIS as a permanent and practical feature to provide more complete medical profiles. The link between the two systems is the patient, and the actual point of intersection is very basic--the patient’s address


2.14 The vendor will ensure that all third party tools and interfaces included with the system must fully support HIPAA security and privacy rulings


2.15 The System will support HL7, XML and other EDI standards as required


3. Data Conversion 3.1 Legacy data will be converted to the new

system. The quantity, level and type of data to be converted will be decided by the vendor and TCHD


3.2 Vendors will work with TCHD and TCHD IT staff to validate converted data.


3.3 Vendors will work with TCHD and TCHD IT staff to determine which data should be retained in the legacy system. This requirement will also include determining which data is unusable or not necessary.


4. Performance and Reliability 4.1 The System must support Web 2.0 technology.

Passive Web technology is unacceptable. ☐ ☐ ☐ Click here to enter text.

4.2 The System range and speed will depend on the TCHD IT network. Both the vendor and customer will work together to provide the best environment possible. Users = 100 to 5000 (see ER/PM-740) Central = Bandwidth ranges of 3 megabits per second (Mbps) (dual T1) and greater with latencies no greater than 100 milliseconds (ms) Regional/Distributed = Bandwidth ranges of 1.5 Mbps (T1) and greater with latencies no greater than 100 ms



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Yes, Addtl. Cost


4.3 The System will adhere to the following response times: − 0.1 seconds to display results – this is the

limit for having the user feel that the system is reacting instantaneously.

− 1.0 second to display results is acceptable – this the limit for the user’s flow of thought to stay uninterrupted, even though the user will notice the delay – this includes error messages and error resolution

− 10 seconds is about the limit for keeping the user’s attention focused on the dialogue

− For longer delays, users will want to perform other tasks while waiting for the computer to finish, so they should be given feedback indicating when the computer expects to be done

− Variation in response times must be avoided at all costs

− Stated response times apply to remote connectivity users


4.4 The System will support approximately 200 users at its busiest usage; most often the users will be 100 or less; we therefore do not anticipate workload latency of any kind. Please see Appendix C of the RFP for more information on TCHD users.


4.5 The system will scale as the increase in the system’s workload increases; we do not anticipate major scalability efforts within the next 5 years.


5. Supportability and Migration 5.1 Vendors must supply a copy f their formalized

SLA that includes but is not restricted to: − How TCHD data would be protected − What technical support is provided − What are typical response/resolution times − How many upgrades per year and how are

these tested and rolled out − If system fails how soon will it be back up? − What levels of support are provided? − Is your support offshore? If so, where?


5.2 The SLA must include related costs over the next 5 years.


6. Documentation


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5.1 The vendor will provide the following documentation: − An electronic library of help videos that

users can easily retrieve and follow − An electronic set of best

practices/practices and FAQ’s that users can easily retrieve and follow – the onus will be on the vendor to provide the FAQ’s and use the project to build on these

− An electronic library of best processes/procedures/ workflows that are specific to the end users – admin, clinic, program

Note: Paper or electronic “manuals” are no longer an acceptable form of documentation. It has been found that end users rarely use these tools to get help or find information as the manuals keep getting bigger and bigger with each release.


7. Testing and Validation 7.1 The vendor must provide an integrated test plan

with test cases. The plan should include the vendor responsibilities for testing/validation and the expectation of customer responsibilities for testing/validation. The plan should also include UAT.


8. Training


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8.1 The vendor will provide the following end user training before “go- live:” − Promote buy-in and acceptance of the new

system by fully explaining features and how it will help users do their work - the “what, where, why, when and how” approach

− Hands on, real-time training in a classroom setting at a level the end user can comprehend– preferably 10 or less in classroom

− One-on-one training when necessary or requested

− Training must include how users can personalize the system to make it easy for them to use

− Training must include best process/procedures/workflows for the users specific group – admin, clinic, program

− Training must include how to get to training videos and how to follow them to get the required results

− Training must include how to get help quickly from within the system

Note 1: All training will be performed at TCHD by professional trainers. Note 2: A mix of classroom and train-the-trainer approach is acceptable. Note 3: Training by PowerPoint or by technical staff standing in as trainers is unacceptable


9. State and Governmental Requirements 9.1 The System will support ICD-10 codes prior to

rollout and changes will be updated automatically. No manual updates will be acceptable. Please provide the cost of this upgrade and costs for further upgrades over the next 5 years.


9.2 The System will support the most recent CPT Codes and changes to the codes and related costs will be updated automatically. Should be able to set fee by sliding scale specified by program and be able to set fee by program. Please provide the cost of this upgrade and costs for further upgrades over the next 5 years.


9.3 The System must provide clear pathway for billing and receipt of payments. Note This requirement can be offered as eBilling Services – which is described in Phase III of the RFP.


9.4 The System must provide a clear for reporting purposes. Report correction and resubmission must also be provided.



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9.5 The System must fully support all MU criteria for both EHR and Eligible Professional (EP) and provide the necessary reports. See Reports section. Please include the price of all 3 stages of MU.


9.6 The System must fully support all HIPAA requirements for user access, data security using encryption of ePHI including data-at- rest, and patient privacy.


9.7 The system must connect and fully support the CO State HIE venture


9.8 The System will facilitate ARRA/HIPAA interoperability where providers are required to control the ways in which they use and disclose patients’ protected health information.


9.9 The vendor will perform a gap analysis between current state and federal requirements to ensure TCHD becomes qualified for funding. This analysis should also reveal data we are not currently collecting for legal, state, incentives criteria/reimbursement.



RFP# 20150615 59

Division/Program Specific Requirements


Yes, Addtl. Cost


1. Adult and Child Immunizations 1.1 The System will provide electronic workflows

specific to Adult and Child Immunizations and will support the required paper forms electronically.


1.2 The System will electronically submit data to the CIIS and retrieve immunization histories from the CIIS.


1.3 The System will electronically submit Syndromic surveillance data to the CO Syndromic Surveillance System. Note: This will not take place until Stage 2 of MU and so can be phased in when necessary. Please give costs for this work.

☒ ☐ ☐ Click here to enter text.

1.4 Full registration forms, versus a speed form that only lists REQUIRED information for mass registration during a large clinic


1.5 Being able to tab to the next field on the form for speed, and indicating that it is a required field or not. Include drop down menu's


1.6 Print Patient label with Name DOB and service date and clinic name


1.7 For CIIS reporting and vaccine inventory reconciliation the following would be needed: − Vaccine inventory by lot number and

vaccine type including the total of each lot number and the total of each vaccine type (real time - current physical count)

− Expired wasted doses − Documented wasted doses − Undocumented wasted doses − Doses administered (based on a specified

date period and clinic site) − Incoming and outgoing vaccine including

adjustments


1.8 Can the user generate reports from EHR using ANY data field without having to wait on IT to create report function, and then I can simply run it? Click and drag a parameter for X and Y axis?


1.9 Can the user generate a report for all patients who are not up-to-date from CIIS and the system, and who have not been contacted in the last 2 months?


1.10 Can the system generate a printout of the vaccine record on a CDPHE approved format as an "official" record, or at least access CIIS to print a copy?


1.11 Can the user enter a note or comment about a patient if there were concerns, or specific reasons why a child was not immunized, or an adverse event was expected?



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Yes, Addtl. Cost


1.12 Ability to print receipts that exclude any services marked as Confidential (such as in FP)


1.13 Real time Private Insurance Eligibility Verification. FP has the "confidential" and the "US Citizen Flag" check mark access to capture legal status. Our Call Center schedules for FP, IZ and PE programs.


1.14 What is the ability of the EHR to track inventory of vaccine, in multiple locations, and when a user enters a vaccine in a patient record, will the vaccine subtract from inventory? What if the user deletes a vaccine will it add it back to inventory?


1.15 Does the system have a GUI feel like social media, such as face book? icons for different programs and activities?


2. Family Planning 2.1 Referral tracking ☐ ☐ ☐ Click here to enter text. 2.2 Lab tracking for abnormal labs like Pap

Smears ☐ ☐ ☐ Click here to enter text.

2.3 FP-Report generation, billing PMS, charge maintenance., clinic rosters, visit notes, hx, contact info, demographics, appointment, third party upload data to CDPHE


2.4 ICD-10 inclusion and support ☐ ☐ ☐ Click here to enter text.

2.5 Lab interfacing ☐ ☐ ☐ Click here to enter text.

2.6 The system is fast and does not frequently malfunction


2.7 Scan bar codes for meds to generate labels ☐ ☐ ☐ Click here to enter text.

2.8 Ability to keep current Insight data and be able to pull past data


2.9 Ability to provide clients copies of signed consents for procedures


2.10 Ability to print Title X approved literature for clients.


2.11 Pharmacy reports that meet Pharmacy Inspection standards for dispensing.


2.12 Must be able to make Family Planning services confidential for teens and others who request.


2.13 Itemized receipts ☐ ☐ ☐ Click here to enter text.

2.14 A means to enter multiple providers on an insurance claim.


2.15 Super Bill/ insurance claim routing to a biller /coder for review BEFORE submission.



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Yes, Addtl. Cost


2.16 EMR for Physical exam CAN NOT HAVE just Normal or Abnormal for documentation. According to auditors, Normal or WNL (Within Normal Limits) actually means- WAS NOT LOOKED AT! There must be multiple descriptors of an examination to choose from as normal and abnormal, plus areas to explain findings for each system reviewed and PE item documented. Auto population of all Normal or Abnormal requires time to erase and re-write which wastes time.


3. Administration (Registration & Billing) 3.1 Downloadable reports into csv or excel

formatting ☐ ☐ ☐ Click here to enter text.

3.2 On registration Module- Family Tab-Add a Sibling feature: this feature in Insight is often used to replicate one patient's demographic information to another for each family member when you register the first member of household. It is just one click away. This feature is extremely helpful when registering new patients during walk-in clinics and call center when we have a family size of more than one. This feature is a real time saver. There are only 4 pieces of information that do not cross over to the other family members demographic record and that is: Date of birth, first name, marital status and gender.


3.3 The vendor will perform a gap analysis of all administration workflows, determine the most efficient workflows and model the application to the workflows


3.4 The System will facilitate transmission of patient demographics data to multiple systems as required, including the EHR.


3.5 The System will map to all fields required by CO State for payment of Medicaid (eBilling). Provide in detail your electronic data interface (EDI) services.

3.6 The System will map to all fields required by multiple private insurers for payment (eBilling).


3.7 The System will support sliding scale payments.


3.8 The System will provide an alert to authorized users when accounts become past due.


3.9 The System will receive and post revenue amounts to TBD. Note Currently all monies are sent directly to TCHD Finance.



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3.10 The System will provide a calendar interface for authorized users to schedule, cancel, change, and reschedule appointments as necessary and alert providers when patient is checked in/ready.


3.11 The System will support multiple calendar views (daily, weekly, monthly or for a specific provider) and printing of such by authorized users.


3.12 The System will provide a calendar interface for authorized users to schedule, cancel, change, and reschedule appointments as necessary and alert providers when patient is checked in/ready.


3.13 The system has to check for patient eligibility for Medicaid to show us if they have active benefits or not from within the EHR application.


4. Clinics/Programs – some requirements will flow across clinics and programs, others will be specific to a clinic or program – discovery of these will occur in the workflow analysis phase

4.1 The System will record changes in height, weight and blood pressure.


4.2 The System will calculate BMI and plot and display growth charts including changes in BMI.


4.3 The System will associate the correct ICD procedure and CPT billing codes with each diagnosis and treatment pathway selected by the provider.


4.4 The System will transmit provider prescriptions to the Pharmacy QS1 software and must meet federal incentives criteria


4.5 The System will transmit provider lab orders to the Labs

4.6 The System will enable authorized users to create clinician time sheets and submit them to the managers and/or the PM system on a regular and timely basis.

5. Child & Maternal Health (Family Planning, Care Coordination for Children-CC4C, Pregnancy Care Management/Prenatal)

5.1 The System will provide electronic workflows specific to Child & Maternal Health programs and will support the required paper forms electronically.


6. HIV/STI Screening 6.1 The System will provide electronic workflows

specific to HIV/STI screening and related programs and will support the required paper forms electronically.


6.2 Interface with AIRES and Eval Web ☐ ☐ ☐ Click here to enter text.

7. HIV Linkage to Care 7.1 The System will provide electronic workflows

specific to HIV linkage to care and related programs and will support the required paper forms electronically.



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8. Breast and cervical cancer screening and referral 8.1 The System will provide electronic workflows

specific to Breast and cervical cancer screening and referral and related programs and will support the required paper forms electronically.


8.2 Interface with E-Cast, Wise Woman and WWC ☐ ☐ ☐ Click here to enter text. 8.3 Interface with PCP ☐ ☐ ☐ Click here to enter text.

9. MCH: Health Care Program for Children with Special Needs, Child Health, Perinatal Health 9.1 The System will provide electronic workflows

specific to MCH and related programs and will support the required paper forms electronically.


9.2 Way to document Omaha System without creating multiple custom notes, i.e. the way we are doing it now.


9.3 Ability to track significant events in the HCP referral process. Such as when the referral was received, when the client was first contacted, outcome of the referral, was a care coordinator assigned to the client, and when and how come the case was closed.


9.4 The System will provide electronic workflows specific for Care Coordination for Children with Special Needs


10. Nurse Family Partnership (NFP) 10.1 The System will provide electronic workflows

specific to NFP and will support the required paper forms electronically.


11. Nursing case management programs specific to Adams and Arapahoe Counties 11.1 The System will provide electronic workflows

specific to Nursing case management programs specific to Adams and Arapahoe Counties and will support the required paper forms electronically.


12. Access to Care program; Presumptive eligibility and Healthy Communities 12.1 The System will provide electronic workflows

specific to Access to Care program; Presumptive eligibility and Healthy Communities and will support the required paper forms electronically.


13. Care Coordination for Children 13.1 The System will provide electronic workflows

specific for Care Coordination for Children ☐ ☐ ☐ Click here to enter text.

14. Labs 14.1 The System will provide electronic workflows

specific to lab functions and will support the required paper forms electronically.



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Practice Scenarios The project team created business scenarios that describe processes that the new EHR/PMS solution should address. A written response by the Vendor to these scenarios is requested. The Evaluation and Selection Committee will use the responses to the business scenarios to judge the ability of the prospective vendor’s proposed solution to meet Wilder’s general operational and reporting requirements. The Vendor should indicate whether the functionality is delivered by the software off the shelf or with modifications to fulfill the requirement. Include sample output of any reports requested in the scenario. If modifications or additional software (e.g., custom interfaces not included in software package) are required to achieve full functionality, additional explanation or screen samples, etc. may be attached to this section. Reference the scenario ID for all explanations. Selected business scenarios will also be used during on-site demonstrations and scored by the participants. Business Cases are detailed in the following table.

Scenario Area Background Key Points System Approach to Scenario Immunizations Bar code

reader/generator Can it make bar codes for individual patients, and or vaccines specific to lot # and expiration date, and vaccine type - Could hopefully reduce need for data entry, if nurse could also scan route location (Rt Deltoid, Lt Lateral Thigh)?


Immunizations Bar code reader/generator

Can it make labels and read labels based upon vaccine lot#, expiration date, and vaccine type / name?


Immunizations Bar code reader/generator

Can it make labels and read labels based upon vaccine lot#, expiration date, and vaccine type / name?


Immunizations Data Entry Can print patient labels for charts and papers, could it have a barcode that links to patients’ record if scanned?


Immunizations Data Entry Can I upload a large amount of data from an Excel spreadsheet, to be mapped with data in our system to create a patient record and intervention (Example, 300 patients received a Tdap on 1/26/15?


Immunizations Data Entry Can we have email, and cell phone text numbers added so we can message patients if need to contact them? Is there a function to mark that the patient consented and has a preference for email or Text message, or voice message?


Immunizations Data Entry Can we incorporate scans of each clinic form the patient completes on-site into the EHR as part of that specific visit, to use as documentation from patient? What about an electronic copy if we are able to have them complete forms on the web ahead of time?



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Scenario Area Background Key Points System Approach to Scenario Immunizations Data Entry − Does it have a fast and easy

immunization data entry through immunization module not encounter module?

− Can we open Vials system to pre-populate vaccine inventory when entering vaccine data?

− Is there an easy procedure (code) to allow us to enter refugee visit $25 I-693 paperwork?

− Are we able to discharge patients? − Is there vaccine deletion authority

access only for Head clerks? − Is there something similar to our

Add-ons button in Insight, to be able to link to Medicaid, CIIS, etc.. Websites without having to type web address every single time? (Nice to have.)


Immunizations Data Entry In Language box enter first letter of the language to advance, e.g., would show Cambodian first, if hit again would it show Chinese, etc.?


Immunizations Data Entry Does the system allow the nurse to type notes for each specific vaccine if the patient declines a recommended vaccine?


Immunizations Data Entry Does the system allow the nurse to “recommend” a specific vaccine, and show this on the EHR, but still allow the parent to decline the vaccine? Ultimately, would it show the nurse recommended it, but the family declined the vaccine?


Immunizations Families and Households / Staff Scheduling

Can we link family members to be in a "household" so we can visually see what the family history of visits to our office is, and who is or is not up to date with vaccines? (Important around re-call, so we only calling each household once, about potentially several family members.)



Can we link the household to a specific provider and/or clinic to generate reports on which patients report to which providers outside of TCHD?



Can system store outside provider data like: clinic address, hours, contact info, scanned fliers, provider names; child care centers, with patients we have audited or have seen in clinic?



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Scenario Area Background Key Points System Approach to Scenario Immunizations Families and

Households / Staff Scheduling

Can we incorporate staff scheduling for clinics into the system, along with patients. Is there a GUI calendar that allows us to sign-up or assign nurses to clinics for all TCHD IZ clinics? (Currently we use W2W.)



Does the system have a "Home Page" based upon the type of user that logs in? Could we customize reminders, messages, or notes on this screen as a way to keep staff up-to-date with rapidly changing information, such as vaccine supply status, recalls, outbreaks?


Immunizations CIIS Data Can the system upload to CIIS after we enter into EHR in real time, or at least daily?


Immunizations CIIS Data Can the system download CIIS data specific to patients to update our records, to avoid duplicating time in researching in EHR and CIIS?


Immunizations CIIS Data Can the system show the CIIS recommendations, and "predict" what a specific patient needs during their visit, (i.e., Tdap, MMR, Var, etc.) including doses that need to be repeated because they were administered too close together?


Immunizations Reports Can we run a report that will show graphs and charts instead of just Excel-type data tables?


Immunizations Reports Does the system address medication errors? Can we create a form that the nurse completes if there is an adverse event and we need to document it? Can this report automatically be sent to the nurse manager without having to print a copy? Can these reports be tracked to show nurse with errors, or number of Tdap errors in a given date range to look for trends, or future educational needs?


Immunizations Reports Can we create an Excel spreadsheet of names, with DOB and upload or enter that into the system in one place to generate a report of missing vaccines, without having to look up each patient individually, (e.g., childcare audits)?


Immunizations Reminder Recall / Patient Contact

Can we set reminders to recall patients who miss a deadline based upon a missing immunization and their age?



Does the system have a way to "flag" people who do not wish to be contacted by phone, mail, email, etc.?



RFP# 20150615 67

Scenario Area Background Key Points System Approach to Scenario Immunizations Reminder Recall /

Patient Contact Can the system generate a "post card" that is completed with a specialized message for the parents of the child that could be printed and postage added?



Can we send out a Tweet, or do any kind of mass notification via a customized phone message system, or email, or text?


Immunizations Incoming calls / Patient Scheduling

Does the system have the ability to track incoming calls in ENG and SPA, for different programs, and allow us to only have to log into one system when taking phone calls for all programs? – Centralized scheduling


Immunizations Incoming calls / Patient Scheduling

Can the system send a text, or phone call message to the phone number for a reminder, or will we have to generate a report and use another system for this? Is the reminder/recall system built into the system?


Immunizations Tracking patients who made appointments

If a patient made an appointment and then comes to a walk-in clinic, will it flag us that the patient already came, and we can free up that appointment slot?


Immunizations Vaccine Inventory Will the system allow us to enter a vaccine that is not currently in our inventory? Is there a way to get our system to communicate with CIIS IZ tracking?


Immunizations Vaccine Inventory Does the system allow us to add NDC codes that correspond with billing CPT codes and procedures


Immunizations Vaccine Inventory Does the system have the ability to track and monitor vaccine temperatures? (TCHD has a separate system that calls specific staff if the power goes out, or if the vaccine temperatures move out of range.) Is the system capable of calling a group of nurses, with acceptance of an acknowledgement code entered once phone call has been received?


Immunizations Vaccine Ordering Can the users interface with CIIS and manufacturers to order vaccine from different spots through the system, (i.e., TCHD privates, VFC, 317, etc., funding sources)?


Immunizations Billing Does your system allow billing for MDK, CHP+ (manual) Cigna and other private insurances? Does the system have a way to check on patient eligibility for insurance status for billing?



RFP# 20150615 68

Scenario Area Background Key Points System Approach to Scenario Immunizations Billing Could TCHD incorporate credit card

payments through this system and the billing components, so the user would only need to type in the CC # and expiration date and have patient sign?


Immunizations Mobility Could the user access the system with a hand-held device like an iPad, or mobile phone, to enter vaccines and track clients in offsite clinics?


Immunizations Mobility Is there an interface for patients, if the users use hand-held devices that they can access their records from the waiting area, enter and or update their information, complete screening forms, etc.?


Immunizations Mobility Is there a way for the system to store patient data on a device that did not have VPN or internet access, so it could be uploaded into the system at a later time for things like registration forms, and vaccines administered? Is this HIPAA compliant and protected?


Immunizations Mobility Could the system take a .PDF form created for a future clinic that was posted on our web page, have it emailed to an address, and upload the information into the system? Or do you have a patient portal that we could allow clients to have access to general registration forms that they can complete ahead of time?


Immunizations Mobility Is there a component to collect patient information about childcare centers, schools that children attend, etc., so that we can instantly send updated information to the school nurse when they are updated on vaccines after a clinic visit?


Immunizations Lab Values Does the system allow us to enter Immunization Titer lab values for specific vaccines? Does the system allow us to enter a history of the disease in place of a vaccination?


Immunizations Quality Improvement

Can we scan immunization records into the system, and when we are doing QI audits, can we directly reference a patient to an RN and ask them to review the chart, and explain why they may have missed a vaccine, or gave an extra dose, based upon all documents they were presented with at the time of visit?


Family Planning Click here to enter text.

Can we seamlessly share records between clinics, programs, and other outside care providers?



RFP# 20150615 69

Scenario Area Background Key Points System Approach to Scenario Family Planning Click here to

enter text. For pharmacy tracking/dispensing, is there a means to set limits for items dispensed? (For Medicaid, we are only reimbursed for six (6) months of supplies. For self-pay, we are reimbursed up to 13 months. If we dispense 13 months to a Medicaid client, we lose the money. We currently have a visual trigger with different types and colors of billing sheets. If we are EMR- we do not have the visual trigger.)


Family Planning Is there a pharmacy feature for tracking medication given, printing labels on demand, etc.? Can the system track RX to sync up inventory counts?


HIV Opt-in to view HIV test results

HIV Does the system interface with AIRES and Eval Web?

CVD Does the system interface with PCP offices and data download that allows reporting?

PEAK Is there an E-Cast interface?

PEAK Does the system allow algorithm and notices?

Appendix D – Enter Company Name

RFP# 20150615 70

Appendix D: Cost Estimate Template For each proposed product, please provide cost estimates based upon a typical installation. To allow us to be able to compare responses, please assume that the product is going to be used at number of site(s) with number of providers. Also, any additional details regarding cost or pricing that may be helpful in our analysis should be included as well.

Please use the following template, if possible—or attach a cost estimate proposal that includes answers to each question below — and provide it as a separate, sealed document within the RFP response.

One time fees One time implementation fees: Click here to enter text. Training fees: Click here to enter text. Consulting fees: Click here to enter text. Initial year costs (include all fees for license, use, access, etc.) For x providers: Click here to enter text. For each additional provider: Click here to enter text. Please provide the pricing algorithm used to calculate this cost.


Ongoing annual costs (include all fees for maintenance, support, use, access, etc.)

For x providers: Click here to enter text.

For each additional provider: Click here to enter text.

Please provide the pricing algorithm used to calculate this cost. Also, please provide your policy regarding price increases.


The cost per claim for your required clearinghouse Click here to enter text.

Five (5) year cost of ownership Please indicate the estimated TCO ("total cost of ownership") for the product over a five-year period.


Training fees: Click here to enter text.

Cost of Modules/Apps Please indicate the cost associated with purchase of any further Modules or Apps.


Appendix E

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Appendix E: TCHD IT Current System Environment Overview

The Tri-County Health Department (TCHD) enterprise network consists of eleven sites connected to a core Data Center by 10 MB circuits.

Sites are also supported with a secured wireless networks and wireless public Internet access available.

Basic network standards include: Microsoft (MS) OS servers 2008r2; MS SQL 2008r2, 2012; MS IIS and .Net; MS Exchange 2010 and Windows7 client systems) loaded with MS Office 2010. The email platform is MS Outlook 2010. Users are NOT local administrators. Proposed solutions must have been tested on Windows 7 workstations and should not require user account control (UAC) to be disabled.

County-wide workstations are IBM-compatible PC’s (current standard is Dell).

Servers are on a virtualized platform (VMware/vSphere 5 Enterprise Edition). Servers should run on a minimum of Windows 2008 and SQL 2008..

The network supports IP telephony solutions, Cisco Call Manager; and numerous departmental applications as well as Internet access for all employees.

TCHD has a strong preference for solutions that store data in databases that meet the standards are provided under the latest release of SQL Server. Allowance must be made for integration and reporting by TCHD staff where appropriate.

Note 1: TCHD reserves the right to purchase hardware and/or software separately from this proposal.

Note 2: TCHD Network architecture is confidential information.

Note 3: Credit Card Processing shall not occur on TCHD IT servers. POS and credit card information should involve offsite processing.

Appendix F

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Appendix F: Current System Information and Users

The current Insight system is from Netsmart Technologies, Inc. and was implemented at TCHD in 2005. Currently,

Insight interfaces are as follows:

• EDI Files – standard HIPAA compliant files created in batch mode in Insight and sent to the state Immunization and iCare systems via SFTP.

The total number or providers assigned are as follows: MD’s: 2, Director of Nursing: 1, Associate Director of Nursing: 1, Nurse Manager: 7, Informatics Manager: 1, Admin Asst. II: 1. Nurse Special Programs Coordinator: 1, Program Coordinator: 1, Nurse Program Coordinators: 14, Certified Medical Coder: 1, NP’s: 6, PA’s: 1, CNM’s (Midwives): 5 (subject to change), PHN I’s: 3, PHN II’s: 58, PHN III’s: 9, Nurse Supervisors: 5, Lead Program Support: 1, Lead Clinical Support:1, Lead Clinical Support/CC:1, Business Support: 7, Clinical Support/CC:8, Dental Assistants: 2, Dental Hygienist: 1, Dentists: 2, Medical Assistants: 13, Medical Assistant Lead: 1, Clinical Advisor: 1, Nurse Practitioners: 8, Program Assistants: 3, Health Educator: 1, Dietitian: 4, Nutrition Coordinator: 1, Family Health Coordinators: 8, Health Community leader: 1, Clinical Outreach Worker:1, WIC Educator:1, WIC RD II Liaison: 1, Prev. Spec II: 1. While all of these providers will need access to the system, they all not all assigned billing provider numbers.

Program Title Type Count

ADMIN

DIR, NURSING FT 1

ASSOC DIR, NURSING FT 1

ADMIN ASST II FT 1

NURSE MANAGER FT 2

PT 2

INFORMATICS MGR FT 1

NURSE SPEC PRGMS COOR FT 1

CERTIFIED MED CODER FT 1

PH NURSE III FT 1

PT 1

CORE

BUS SUPP II FT 1

BUS SUPP III FT 1

PT 1

NURSE PRG COOR FT 1

PH NURSE I FT 1

PH NURSE II FT 2 PT 3

PH NURSE III FT 1

DENTAL DENTAL ASST II FT 2 DENTAL HYGIENIST PT 1 DENTIST II HR 3

FP LEAD CLIN SUPP FT 1

MED ASST I FT 5 PT 2

Appendix F

RFP# 20150615 73


MED ASST II FT 4

MED ASST, LEAD PT 1

NURSE CLIN ADVR FT 1

NURSE MANAGER FT 1

NURSE PRAC FT 1

HR 4 PT 4

NURSE PRG COOR FT 1

NURSE SUPV FT 3

PH NURSE I PT 1

PH NURSE II

FT 3

HR 1

PT 2 PHYSICIAN HR 2

HCP

BUS SUPP III PT 1

DIETITIAN II PT 1

NURSE PRG COOR PT 1

PH NURSE II FT 2 HR 1 PT 2

HEALTH COMM

FAMILY HEALTH COOR FT 8

HEALTH COMM LEADER FT 1

NURSE PRG COOR FT 1

NURSE SUPV FT 1

PH NURSE II PT 1

HHTC

CLIN OUT WORKER FT 1

DIETITIAN I FT 1

DIETITIAN II PT 2

HEALTH EDUCATOR FT 1

MED ASST I PT 1

MED ASST II FT 1

NURSE PRG COOR FT 1

NUTRITION COOR FT 1

PH NURSE II FT 1

PT 1

PH NURSE III PT 1

PROGRAM ASST FT 1

WIC ED II FT 1

WIC RD II LIAISON FT 1

HIV/STI NURSE PRG COOR FT 1

Appendix F

RFP# 20150615 74


PH NURSE III FT 1

PREV SPEC II FT 1

PROGRAM ASST FT 1

IZ

CLIN SUPP III FT 1

CLIN SUPP/CC I FT 1

PT 1

CLIN SUPP/CC II FT 2 PT 2

CLIN SUPP/CC III FT 1

LEAD CLIN SUPP/CC FT 1

LEAD PROGRAM SUPPORT FT 1

NURSE MANAGER FT 1

NURSE PRG COOR PT 2

NURSE SUPV FT 1

PH NURSE I FT 1

PH NURSE II

FT 4 HR 1

PT 1

PH NURSE III FT 1

MCH - CH

PROJECT COORDINATOR FT 1

NURSE MANAGER FT 1

NURSE PRG COOR PT 1

MOF - AD

NURSE PRG COOR FT 1

PH NURSE II FT 1

PT 2

MOF - ADULT FIRST BUS SUPP III FT 1

NURSE PRG COOR FT 1

MOF - ADULT NSP PH NURSE III FT 1

MOF - AR PH NURSE II FT 2

MOF - CHILD FIRST/CCR NURSE SUPV PT 1

MOF - CHILD NSP PH NURSE II

FT 1

PT 2

PH NURSE III FT 2

NFP

BUS SUPP III FT 2

NURSE PRG COOR FT 2

PT 1

PH NURSE II FT 21 HR 2 PT 2

PROGRAM ASST FT 1

Appendix F

RFP# 20150615 75


Total 176

Eligible Providers:

NP %Time NP1 60% NP2 100% NP3 40% NP4 50% NP5 60% NP6 60% NP7 5% NP8 100% NP9 60% NP10 50%

Total Count 10 MD

MD1 5% MD2 20%

Total Count 2 Dentist

Dentist1 20% Dentist2 40%

Total Count 2

The following table shows the total number of system users, including both clinicians and administrators:

Number of users who currently have User IDs for Insight

Clinic/Department Numbers Administration 9

Billing 5

Core Nursing 12

Dental 6

Family Planning 36

Health Care Program for Children with Special Needs 10

Healthy Communities 11

Heart Healthy Tri-County 14

HIV and STI Testing 4

Information Technology 5

Immunizations 21

Maternal and Child Health 2

Mothers First Programs 8

Nurse Family Partnership 15

Total 158

The following Insight modules were purchased but not all were implemented:

Appendix F

RFP# 20150615 76

Insight Module Used? Owner/Dept Description Needed In

New System(s)

Appointment Scheduling ☒ Global Assigned users enter patient appointments ☐

Electronic Remit (X12 – 835) ☐

Not used ☐

Electronic Claims (X12 – 837) ☐

Not used ☐

Encounter Processing ☐ Administration Assigned users enter encounter information ☐

Family Planning ☐ FP & MH Assigned users enter FP information ☐

Immunization Tracking and Inventory

☐ IM

Assigned users enter immunization information

☐

Maternal Prenatal Health ☐

Not used currently by Pharmacy but future system should connect via HL7

☐

Maternal Prenatal Health State Reports

☐ Not used currently by Pharmacy but future

system should connect via HL7 ☐

Medical Records ☐ Global Not Used ☐

Notes ☐ Global Assigned users enter notes ☐

Patient Billing ☐ Administration Assigned users enter patient payments ☐

Patient Search ☐ Global Searches ☐

Patient Registration ☐

Administration

Assigned users enter patient demographic and billing information

☐

Reporting ☐ Global Generates reports for various clinics ☐

Title X Reporting and Extract ☐ FP Not Used ☐

Appendix G

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Appendix G: Acronyms and Abbreviations

ASP Application Service Provider

ARRA American Recovery and Reinvestment Act of 2009

CC4C Care Coordination for Children

CD Communicable Diseases

CPT Current Procedural Terminology

TCHD Tri-County Health Department

TCHD IT Tri-County Health Department Information Technology

EHR Electronic Health Record

EP Eligible Professional

ePHI Electronic Protected Health Information

GIS Geographic Information System

GUI Graphical User Interface

CORHIO Colorado Regional Health Information Organization

HL7 Health Level 7

ICD-10 International Classification of Diseases – 10th rev

ID Identification

LIS Laboratory Information System

MU Meaningful Use

Colorado Electronic Disease Surveillance System

CIIS Colorado Immunization Registry

OB Obstetrics

PDA Personal Digital Assistant

PM Practice Management

RFP Request for Proposal

TB Tuberculosis

TBD To be determined

UCC Uniform Commercial Code

SaaS Software as a service

ONC-ATCB Office of the National Coordinator – Authorized Testing and Certification Body

SLA Service Level Agreements

GUI Graphical User Interface

Appendix H

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Appendix H: Forms

Non-Collusion Affidavit.pdf

Signed Proposal Signature Sheet.doc

Blank W-9.pdf

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