09_29_23_DSH_EHR_Q_A_Set2.pdf

Document ID #

(Solicitation Section, Exhibit, or Attachment number)

Page # Solicitation Reference

Bidder Submitted Question and

Proposed Changes

State's Response

1 Phase 2 Eval Workbook

POC 1 -ETP

1.02 Did the system allow a user to message notify the Office of Patients' Rights of the patient's referral? The State has reviewed the request and will modify the language to:

Did the system allow a user to message the Office of Patients' Rights of the patient's referral?

2 Phase 2 Eval Workbook

POC 1 -ETP

1.03 Did the system allow a user to message notify the Office of Patients' Rights of the patient's referral? The State has reviewed the request and will modify the language to:

Did the system allow a user to message the FNAT Supervisor to review the referral?

Note: Bidder submitted question is in relation to the evaluation criteria for POC Scenario Step number 1.02, when they were actually referring to 1.03.

3 Phase 2 Eval Workbook

POC 1 -ETP

1.04 Did the system allow a user to message notify the ETP Referral Coordinator that the referral was received? The State has reviewed the request and will modify the language to:

Did the system allow a user to message the ETP Referral Coordinator that the referral was received?

4 Phase 2 Eval Workbook

POC 1 -ETP

1.09 Did the system allow a user to message notify the Office of Patients' Rights that a hearing is pending?

The State has reviewed the request and will modify the language to:

Did the system allow a user to message the Office of Patients' Rights that a hearing is pending?

5 Phase 2 Eval Workbook

POC 1 -ETP

1.11 Did the system allow a user to message notify the FNAT Supervisor they could proceed to schedule the hearing?

The State has reviewed the request and will modify the language to:

Did the system allow a user to message the FNAT Supervisor they could proceed to schedule the hearing?

6 Phase 2 Eval Workbook

POC 2 -PC1370

1.16 Did the system allow a user to message place the patient in the previously reserved bed and admit them to the ETP?

The State has reviewed the request and will modify the language to:

Did the system allow a user to place the patient in the previously reserved bed and admit them to the

ETP?

7 Phase 2 Eval Workbook

POC 2 -PC1370

1.02 Did the system allow a user to message notify at least 2 treatment team member that the patient had been assigned to their caseload?

The State has reviewed the request and will modify the language to:

Did the system allow a user to message at least 2 treatment team members that the patient had been assigned to their caseload?

8 Phase 2 Eval Workbook

POC 2 -PC1370

1.09 Did the system allow a user to message notify the physician that approval was needed and approve the group enrollment, and the patient successfully enrolled?

The State has reviewed the request and will modify the language to:

Did the system allow a user to message the physician that approval was needed and approve the group enrollment, and the patient successfully enrolled?

9 Phase 2 Eval Workbook POC 4 -Seclusion & Restraint

1.11 System AutomationData Entry The State has reviewed the request and will modify the Evaluation workbook Evaluation Criteria from "System Automation" to "Data Entry".

10 Phase 2 Eval Workbook POC 4 -Seclusion & Restraint

1.11 Did the system allow a user to suspend all appointments and previously ordered enhanced observation during the duration of the restraint order?

The State has reviewed the request and will modify the language to:

Did the system allow a user to suspend all appointments and previously ordered enhanced observation during the duration of the restraint order?

11 Attachment 22, Non-Functional Requirements

NFR-068 The solution, where prompting for a password is applicable, must disable by default options to remember the user’s credentials. Options include, but not limited to, saving password to Google’s password Vault

The State has reviewed the request and determined that it is not in the State’s best interest to make this change. There is no requirement for the solution to be browser based.

12 Attachment 22, Non-Functional Requirements

NFR-132 The Solution must enforce a configurable limit of five (5) consecutive invalid access attempts by a user during a 60 second configurable time period. The information Solution automatically locks the account/node for a five (5) configurable minute time period when the maximum number of consecutive unsuccessful attempts during the configured time period is exceeded.

The State has reviewed the request and determined that it is not in the State’s best interest to make this change.

This function must exist for both local and Active Directory synced accounts. While Department of State Hospital's Identity Platform can manage lockouts, the solution must manage this function for local accounts.

13 Attachment 22, Non-Functional Requirements

NFR-135 The Solution must notify the user, upon successful logon, of the date and time of the last logon, and the number of unsuccessful logon notify the user, upon successful logon to the Solution, of the date and time of their last successful logon and the number of unsuccessful logon attempts since that last successful logon.

The State has reviewed the request and determined that it is not in the State’s best interest to make this change.

The data must be fed into The Solution via our Identity Management Platform, but must still be presented to the user within The Solution.

14 Attachment 22, Non-Functional Requirements

NFR-292 The Solution must adhere to security controls in NIST 800-53 most current version designated as impact level HIGH Moderate, including organizationally defined settings set by State.

The State has reviewed the request and determined that it is not in the State’s best interest to make this change.

15 Attachment 22, Non-Functional Requirements

NFR-005 The Solution must allow authorized users to configure the data retention and archive parameters, including the data retained, location data is retained, e.g., Cloud online, Cloud archive / "near line," On- Prem, Backup, etc. and the timeframe for retention, in accordance with DSH records management policies.maintain all client data.

The State has reviewed the request and determined that it is not in the State’s best interest to make this change.

16 Attachment 22, Non-Functional Requirements

NFR-091 The Solution must automatically route electronically exchanged EMR data only from and to known sources and destinations and only over secure networks leveraging FIPS 140-3 2 encryption compliancy.

The State has reviewed the request and will modify the language to:

The Solution must automatically route electronically exchanged EMR data only from and to known sources and destinations and only over secure networks leveraging FIPS 140-2.

17 0.Complete Package Attachment 15, POC Scenario

The POC Narrative Response must be in Ariel 12 font, should follow the outline provided in paragraph B.

below, and should not exceed eight (8) sixteen (16) pages. Page limit does not apply to POC Progress Demonstration Schedule.

The State has reviewed the request and will modify the page limitation not to exceed sixteen (16) pages.

DSH Continuum-EHR, solicitation #2023-00466 Question and Answer set #2, 09/29/2023

(Solicitation Section, Exhibit, or Attachment number)

Page # Solicitation Reference

Bidder Submitted Question and

Proposed Changes

State's Response

DSH Continuum-EHR, solicitation #2023-00466 Question and Answer set #2, 09/29/2023

18 QA_Set 1

Response 46

Please provide a list, by DSH hospital, of information about lab orders:

•The Hospital’s Laboratory Information System (LIS) used to receive and process lab orders •All external hospitals that receive and process lab orders for the Hospital •Any contract lab organizations that receive and process lab orders for the Hospital Information as represented in the grid below:

Response to question #18 can be found in Tab titled "Questions 18, 19, 20".

20 0.Complete Package,

2.3 Proposed New System

P19

Please provide the following information.

•Number of prescribers (licensed individual that can place a medication order) by hospital •Number of non-prescribers (individual that participates in the ordering process but is not licensed to place a medication order) by hospital •Number of Prescribers that prescribe controlled substances by hospital

A separate table to provide this information has been included for your convenience.

Bidder Solicitation Question #3 –Prescribers Information per Hospital

Response to question #20 can be found in Tab titled "Questions 18, 19, 20".

21 0.Complete Package / 2.3 Proposed New System

P65

DSH added the requirement of a Radiology Information System (RIS). There are minimal details provided about the Department’s radiology services other than the devices DSH owns. Please provide the following details:

Atascadero -CT Scans: 0 -MRIs: 0 -X-rays: ~400 per month Other services: N/A

Coalinga -CT Scans: 0 (sends ~32 CT scans out to external medical per month) -MRIs: 0 (sends ~22 MRIs out to external medical per month) -X-rays: ~146 per month Other services: Ultrasound services and Bone Density Scans Napa -CT Scans: 0 (sends ~11 CT scans out to external medical per month) -MRIs: 0 (sends ~7 MRIs out to external medical per month) -X-rays: ~75 plain films per month Metropolitan -CT Scans: 0 (sends ~7 CT scans out to external medical per month) -MRIs: 0 (sends ~6 MRIs out to external medical per month) -X-rays: ~90 per month Other services: Ultrasounds - ~3/month; DEXA scans - ~3/month; Echocardiograms - ~6/month Patton -CT Scans: 0 (sends ~15-25 scans out to external medical per month) -MRIs: 0 (sends out ~15-20 MRIs out to external medical per month) -X-rays: ~100-150 per month -Other services: Dexa Scan - 20-30/month; Mammograms - 20-30/month; Ultrasound - 10-15/month

Response to question #19 can be found in Tab titled "Questions 18, 19, 20".19 0.Complete Package,

2.1 Background Proposed New System

P17

Please provide, by hospital, the number of staff/users by the roles listed below:

•Nurses •CNAs •Therapists •Psychologists •Psychiatrists •Physicians •Nurse Practitioners •Physician Assistants •Radiology Technicians •Pharmacists •Pharmacist Technicians •Other clinical staff with role breakdowns •Administrative/Billing •Other non-clinical staff with role breakdown

A separate table to provide this information has been included for your convenience.

Bidder Solicitation Question #2 –Staff/Users by Role per Hospital

(Solicitation Section, Exhibit, or Attachment number)

Page # Solicitation Reference

Bidder Submitted Question and

Proposed Changes

State's Response

DSH Continuum-EHR, solicitation #2023-00466 Question and Answer set #2, 09/29/2023

22 0.Complete Package / 2.3 Proposed New System

P65

Please provide the following details:

DSH Employed Radiology Techs:

Atascadero: 2 employed Coalinga: 2 employed and 1 contracted Metropolitan: 2 employed Napa: 2 Patton: 2 employed and 2 contracted

23 0.Complete Package / 2.3 Proposed New System

P65

Please provide the following details:

• Number of users who will process a radiology order (Radiology Tech) in the EHR (exclude those that use a non-DHS radiology system)

Twelve (12)

24 0.Complete Package / 2.3 Proposed New System

P65

In the answer to Question #32 of QA_Set _1 DSH indicates it is implementing Centricity’s ZFP PACS Universal Viewer.

Does the State already have an RIS system that hospitals are utilizing as part of this implementation or other?

GE Centricity also offers an RIS system. Is the State currently implementing this or any other RIS system?

DSH does not currently have an RIS that we are utilizing as part of this implementation. DSH does not have plans to purchase an RIS as part of the GE Centricity PACS roll out.

25 0.Complete Package / Functional Requirements #10

P90

As stated in QA_Set1, a Laboratory Information System (LIS) system is required, however the revised documents still require integrations to current LIS systems. Will those integrations still be required, or is DSH going to migrate solely to the Bidder’s LIS system?

DSH intends to use the bidder's LIS for all internal labs. Additionally, DSH is in the process of implementing a statewide contract for all external labs with Quest and LabCorp and we want to integrate with their LIS solutions.

26 0.Complete Package / Functional Requirements #10

P90

Please provide answers to the questions below regarding the requirement for the Bidder to provide a Laboratory Information System (LIS).

• Confirm that each Hospital has their own lab department and requires an LIS

Atascadero: Has their own lab. Current LIS used to receive and process lab orders is Orchard Trellis (or Point of Care).

Coalinga: Has their own lab. Current LIS used is Orchard Harvest LIS.

Napa: Napa has their own lab. Currently uses an in-house/homegrown system called POS (Physician Ordering System) to track labs.

Metropolitan: Metropolitan has their own lab. Current LIS used is Orchard.

Patton: Does not have a lab department.

27 0.Complete Package / Functional Requirements #10

P90

• How many concurrent users are there within each Hospital’s lab department? Atascadero: Seven (7) staff Coalinga: Ten (10) staff Napa: Six (6) staff Metropolitan: Nine (9) staff Patton: Zero (0) staff. Does not have a lab department.

28 0.Complete Package / Functional Requirements #10

P90

• What lab specialties are performed within each of the Hospital’s lab (i.e. microbiology, anatomic pathology, toxicology, etc.)?

Atascadero: CLIA Waived Laboratory, so only tests that are deemed CLIA-Waived are performed.

Coalinga: None reported. Coalinga does, however, perform tests on Lithium, Valproic, Tegretol, and Dilantin as drug levels for patients.

Napa: None reported.

Metropolitan: Chemistry, Hematology, Immunology, urinalysis, and Molecular testing for COVID-19

Patton: Does not have a lab department.

Atascadero:

- Sysmex XW100

- Piccolo Xpress

- Cepheid GeneXpert Xpress

- Clinitek Status

- Althelas One Coalinga:

- Dimension EXL 200

- Abbott Alinity I

- Sysmex XN 1000

- Sysmex CA-600 Series

- Clintek Advantus

- Cepheid GeneXpert Xpress Napa:

-5 Quest Diagnostics Horizon, Model: 642E Quest -1 Fisher Scientific Model, Accuspin 1R -1 ThermoFisher Scientific Model: Sorvall ST16 -1 AirClean Systems AirClean 600 workstation Model Number: AC632UPUV -1 Cepheid Model: GeneXpert Xpress IV -1 Barnstead Thermolync Speci-Mix Model Number: M26125 -1 Fisher Scientific Isotemp Model Number: MF25SS-SAEE-FS -2 Cepheid GenXpert Xpress IV Metropolitan:

-Vitros 5600 -Unicell DXH 600 -Siemens Clinitek Advantus (for urinalysis) -Cepheid GenXpert -Siemens DCA Vantage for HgA1c Back-Up and Microalbumin Patton: Does not have a lab department.

• List the instruments used within each lab for each Hospital?29 0.Complete Package / Functional Requirements #10

P90

(Solicitation Section, Exhibit, or Attachment number)

Page # Solicitation Reference

Bidder Submitted Question and

Proposed Changes

State's Response

DSH Continuum-EHR, solicitation #2023-00466 Question and Answer set #2, 09/29/2023

30 0.Complete Package / Functional Requirements #10

P90

Atascadero uses the following instruments outside of the lab department: Precision XCeed Pro Glucometer, Cepheid GeneXpert Xpress, and Athelas One. Atascadero performs annual competencies for all staff using these instruments and tracks these manually.

Coalinga uses Glucometer readers which are all used at point-of-care and handled by the Nursing Department.

Napa uses Glucometer readers which are all used at point-of-care and handled by the Nursing Department. Their training department completes the training and the supervisor ensures their employees training is updated annually via their training record.

Metropolitan uses Glucometers. They are operated by licensed nursing staff at the point-of-care locations. Staff receives annual updates by the Nursing Education Department.

Patton uses the following instruments outside of the lab department: urine pregnancy cup, urine drug screen cup, fasting blood sugar fingerstick testing, fingerstick testing for absolute neutrophil count for clozapine patients (with Athelas machine), Cephid GeneXpert Xpress for COVID-19, influenza, and RSV testing.

31 0.Complete Package / Functional Requirements #10

P90

• For each Hospital, what reference labs to the labs department are utilize? Name of reference labs. Atascadero: SLO County Public Health and Foundation Laboratory (Latara Enterprise, Inc.) Foundational Laboratory subcontracts with French Hospital Laboratory for all STAT Labs.

Coalinga: Foundational Lab, Adventist Medical Center, Coalinga Regional Medical Center, and UC Davis Coccidioidomycosis Serology Laboratory.

Napa: Providence-Queen of the Valley (Napa, CA) and Quest Diagnostic.

Metropolitan: University of California Irvine (UCI) Laboratory

Patton: No Point of care testing is done.

32 0.Complete Package / Functional Requirements #10

P90

Atascadero: Lab is open M-F, 0700-1530. All lab personnel work these hours.

Coalinga: Lab is open M-F, 0700-1700. All lab personnel work these hours.

Napa: Lab is open M-F, 0700-1730. All lab personnel work these hours.

Metropolitan: Lab is open M-F, 0600-1600. All lab personnel work these hours.

Patton: Does not have a lab department.

33 0.Complete Package / Functional Requirements #10

P90

Atascadero: Performs COVID testing in house. Syphilis, Hepatitis A,B,C are all completed by their reference lab. These are reportable Title 17 diseases. The Public Health Nurses complete a Confidential Morbidity Report (CMR) that goes to SLO County Public Health Department. The CMR then gets uploaded to CalREDIE.

Coalinga: No.

Napa: STAT positive COVID tests are performed at DSH-Napa Lab and the hospital's Public Health Department notifies the County Public Health Department.

Metropolitan: Performs many reportable tests and results are reported electronically to CDPH and other state agencies through their reporting portals.

Patton: Does not have a lab department.

34 0.Complete Package / Functional Requirements #10

P90

Atascadero: No.

Coalinga: No.

Napa: No.

Metropolitan: No.

Patton: No

35 0.Complete Package/ 2.1.2.4

Also: Attachment 17, Proposed Solution #4

P90

P239

The State’s QA_Set1 document states that DSH has a current PACS system that Bidders could integrate.

2.1.2.4 lists a PACS system is a mandatory requirement to be included by the Bidder.

• Does the State require a PACS? If not, can the State update the requirement?

DSH is currently in the process of a statewide implementation of the GE ZFP Universal Viewer PACS solution. As such, bidders are not required to provide a PACS solution but are required to integrate with the State's PACS. Attachment 17 and the SOW will be revised to reflect this change in Amendment 2.

36 0.Complete Package, section 2.8.7.3

P129

What Learning Management System does DSH utilize today? DSHLearn is DSH's new Learning Management System (LMS), built in collaboration with Blackboard, which was recently purchased by Antholog.

37 Attachment 22

Removed requirements

DSH removed approximately 42% of functional and approximately 5% non-functional requirements in Addendum 1 which no vendor indicated concerns about.

• Please explain why the requirements were removed if there were no vendor challenges related to the requirements?

Given no vendor requested that these requirements be removed, will the State add those requirements as desirable so the State can evaluate the full functionality of the Bidders proposed solution?

The State has reviewed the request and determined that it is not in the State’s best interest to make this change.

DSH removed approximately 42% of functional and approximately 5% non-functional requirements in Addendum 1 for the following reasons:

-Redundant requirements: Requirements were initially collected by discipline workflow rather than by software functionality, which resulted in a large number of repeated requirements.

-Updated project decisions: Some requirements were removed due to the evolution of project decisions regarding legacy application integration/retirement and paper business processes now anticipated to be rendered obsolete by an EHR.

-Typographical or clerical errors

These requirements were removed in order to more clearly communicate DSH’s business needs to the vendors and reduce the likelihood of any confusion.

38 Attachment 22 Non-Functional Requirements

NFR-018

NFR-211

NFR-212

NFR-213

Please provide at least two examples of delegating approval rights for another user.

Some examples where a user with approval powers, if absent, would need their approval powers delegated to another user are:

• Student or intern work must generally be approved by the individual's supervisor before being entered into the medical record.

• Only specified individuals may approve non-formulary medications, usually the P&T chair, chief physician, chief psychiatrist, or another designated physician. When these individuals are on leave, it is normal for them to appoint other individuals to approve medications in their stead.

• DSH can be ordered by a court to execute a clinical process requiring internal approval within 24 hours, over a weekend during which the approver is not in the office.

(Solicitation Section, Exhibit, or Attachment number)

Page # Solicitation Reference

Bidder Submitted Question and

Proposed Changes

State's Response

DSH Continuum-EHR, solicitation #2023-00466 Question and Answer set #2, 09/29/2023

39 Attachment 22 Non-Functional Requirements

NFR-036

NFR-40

NFR-41

NFR-46

Can the State provide an overview of all the different use cases, events, data types, message types and formats that you are wanting to exchange information?

Does the State plan to use industry standard HL7 FHIR resources services for future exchanges of information?

DSH cannot provide an exhaustive overview of use cases or data interchange definitions.

Example use cases for data exchange between the Solution and other systems over API and ESB might include:

• Exporting data to a Clinical Risk Management system, which must combine data from the Solution and a Patient Incident Management system, which is necessarily separate from a patient's medical records

• Transmitting data related to a patient's medical record to a system which manages an automated dispensing cabinet

DSH is interested in utilizing the HL7 FHIR API and Resources in the future but may start off with HL7 v2 or v3 messages initially

40 Attachment 22 Functional Requirements

NFR-078A to

NFR-078F

Please provide the specific NIST references for each of these requirements (NFR-078A to NFR-078F)?

Will the State remove the NIST 800.53 High controls, so that it aligns with the RFP required FedRAMP Moderate which is based on NIST 800.53 Moderate controls?

These concepts are defined in NIST SP 800-57 Part 2 Rev 1, and can be met by the outline of NIST's "The Five Functions. The state will not remove the NIST 800.53 High controls.

41 Attachment 22 Functional Requirements

NFR-132

The RFP requires that the proposed solution allow for a federated identity management capability to be used with the State’s identity provider. The authentication functionality would be provided and controlled by the State. If that is the case, please remove or rephrase this requirement?

Please provide the name of the State’s Identity management provider and solution (i.e. Okta, Azure AD, etc.) and if it is SAML 2.0 compliant.

This function should exist for both local and Active Directory synced accounts. While Department of State Hospital's Identity Platform can manage lockouts, the solution must manage this function for local accounts.

The State's Identity Management provider is Azure AD.

42 Attachment 22 Non-Functional Requirements NFR-216

Please provide examples of the State defines as workflow activities. Requirement NFR-216 has been removed, please reference NFR-215 regarding auditing.

43 Attachment 22 Non-Functional Requirements

NFR-218

Please provide examples of what the State defines as the workflow templates to be saved and reused. A few examples of what we would define as workflow templates are:

- A saved copy of a workflow intended to be used as a "starting point" for creating new workflows with similar forms

- A "stub" version of a workflow with variables in place of specific operations, which can be replaced by workflow designers and saved as a new workflow

- A small "building block" workflow, too small to be run on its own, intended to be connected together with other blocks or workflow items as part of a larger workflow.

We would expect to use workflow templates in manners similar to the above for creating workflows around common patterns in healthcare processes such as admissions, discharges, transfers, prescriptions, medication administration, and similar.

44 Attachment 22 Non-Functional Requirements

NFR-329

Please describe what is meant by “record publication”. Record productions (not "publications") include but are not limited to any State and Federal required productions or disclosures, responses to Subpoena Duces Tecum and other litigation discovery, as well as responses to Public Record Requests.

45 Attachment 22 Functional Requirements

FR-596

Does DSH want to include co-insurance days or lifetime reserve days as part of the Medicare eligibility data that needs to be entered into the Solution?

Yes.

FR596 will be modified in Addendum 2 as follows, "The Solution must allow users input Medicare eligibility data, including co-insurance days and any lifetime insurance days."

46 Attachment 22 Functional Requirements

FR-605

Please clarify the requested interface for the following:

• Does this existing patient account data only include private or self-pay balances?

FR-605 was removed in Addendum 1. See response to question #37 for additional information.

47 Attachment 22 Functional Requirements FR-605

• What specific data elements from the system and how is it defined that needs to be migrated from CRS? FR-605 was removed in Addendum 1. See response to question #37 for additional information.

48 Attachment 22 Functional Requirements FR-624

Related to billing for durable medical equipment, please provide:

• A list of what DMEs need to be billed.

The list of DME has been added to bidders library.

49 Attachment 22 Functional Requirements FR-624

• Are DMEs billed for only for individual’s patient/self-pay account? DMEs will be billed for self pay accounts as well as to insurances for reimbursement.

50 Attachment 22 Functional Requirements FR-624

• Are DMEs billed under a rental agreement or a one-time charge? DMES will be billed as a one time charge or as a rental agreement.

51 Attachment 22 Functional Requirements FR-624

• Are there any DMEs being billed outside of Medicare Part A coverage? Yes.

52 Attachment 22 Functional Requirements

FR-665

Please clarify and provide a user case for when an active secondary or tertiary payor would be rejected. Patient with Medicare coverage and specifically part of the Qualified Medicare Beneficiary program are not liable for their cost sharing. The state wants to ensure any cost sharing would not be forwarded to secondary or tertiary parties including the patients.

53 Attachment 22 Functional Requirements

FR-683

Please clarify the functionality expected to group services according to CMS guidelines in addition to which specific CMS guidelines are being referred to (e.g., document link, regulatory number, etc.).

Does this requirement also cover:

Are there specific Prospective Payment Systems that need to be supported? (i.e., Acute Inpatient PPS;

Inpatient PPS PC; Inpatient Psychiatric Facility PPS; Inpatient Rehabilitation Facility PPS; Long-Term Care Hospital PPS; or Skilled Nursing Facility PPS).

This is not for Case mix groups or Relative Value units. The state wants the capability to support billing any of the Prospective Payment System (PPS) such as: patient PPS, Inpatient Psychiatric Facility PPS, Inpatient Rehabilitation Facility PPS, Long-Term Care Hospital PPS, or Skilled Nursing facility PPS. See Social Security Act 1886 and 1866D for additional information.

54 Attachment 22 Functional Requirements

FR-684

Does DSH have an existing vendor or software that is utilized for medical coding?

If so, who is that vendor/service or software provided by?

The state uses SelectCoder by Decision Health for medical coding.

Functional Requirement-684 was removed in Addendum 1. Please see the response to Question #37 for additional information.

55 Attachment 22 Functional Requirements

FR-721

In the Interfaces category, can DSH clarify if there is an existing vendor or software currently utilized for medical necessity checking?

If so, what is that product and does the proposed solution need to integrate with that existing solution?

The state currently uses SelectCoder by Decision Health for medical coding and uses the CMS fee schedule lookup for Medical necessity verification.

It is not a requirement that the system intigrate with SelectCoder.

56 Attachment 22 Functional Requirements

FR-743

Please provide the specific data elements that make up the historical data that is required to be captured from earlier Solutions.

Please provide the name of earlier Solutions and their current/past functionality that are related to this requirement.

These data elements consist of a very large spread sheet that captures balances owed by hundreds of patients (Confidential Information). Many of these patients are no longer under DSH care. In addition to the size and scope of this information, it is constently being updated.

Functional Requirement-743 was removed in Addendum 1. Please see the response to Question #37 for additional information

(Solicitation Section, Exhibit, or Attachment number)

Page # Solicitation Reference

Bidder Submitted Question and

Proposed Changes

State's Response

DSH Continuum-EHR, solicitation #2023-00466 Question and Answer set #2, 09/29/2023

57 Attachment 22 Functional Requirements

FR-796

Is the purpose of this requirement to allow managers and executives to have a high-level view of activities for resource planning?

No, this requirement is not just for a high level view for executives This requirement serves several purposes.

Unit Level: Review of attendance of appointments. Treatment Team and follow up on missed appointments.

Program Level: Resource planning, review of attendance of appointments, data collection, risk management Facility Level: Data Collection and quality measures to comply with TJC standards.

58 Attachment 22 Functional Requirements

FR-803

Please provide the specific integration requirements and/or a specification document.

We need to understand the specific message types that will be sent bi-directionally including, the fields, field location, required and non-required fields, connection type and triggers for the message type.

The State will provide this information in Addendum 2.

59 Training

Multiple

Do you anticipate using the same train-the-trainer resources for all facilities? Because each DSH facility has its unique culture and hospital-specific workflows, Trainers will be identified from each hospital for training the staff at that hospital. There may be a small number of Trainers (~30) from DSH-Sacramento and other facilities that have already implemented the solution that will be involved in training at other facilities.

60 Training

Because it is most beneficial to end users to receive training as close as possible to system go-live (just-in-time-training delivery), would the State be willing to change the requirement that training be completed 30 days prior to go-live?

The State has reviewed the request and will change the deliverable date for training to be completed seven (7) days prior to go-live.

61 POC, Key Action Dates

227, 248

As the Key Action Dates indicate 90 days for POC demonstration, please confirm that Attachments 15 and 17 should be updated to say 90-days instead the 60-days they currently state.

Yes, Attachments 15 and 17 will be updated to a 90 calendar day POC demonstrations (workshop).

62 1.2.1. Attachment 14: Bidder Qualification Form

State’s answer to Question #50 from the Question and Answer set #1, 08/21/2023, seems to indicate that only EHR product companies can be the Prime Contractor. This is because the CEHRT 2015 Edition Health IT Certification is only available to EHR products, and the solicitation requires that the Prime Contractor have a certified EHR product.

Request:

We request that you allow a Systems Integrator to be the Prime Contractor, as long as the team they propose includes a strong EHR product vendor with the CEHRT 2015 Edition Health IT Certification and they together provide the three required references.

The Bidder’s proposed EHR solution must have a valid and current Certified Electronic Health Record Technology (CEHRT) 2015 Edition Health IT Certification, per Attachment 14: Bidder Qualification Form, #11.

Bidder Qualifications and Bidder's client references cannot be met by subcontractors, per Attachment13:

Bidder Qualification Form Instructions.

63 ATTACHMENT 3: CONFIDENTIALITY

STATEMENT

The company shall be responsible for ensuring the compliance by all personnel it assigns to this project with the Oath of Confidentiality in Exhibit J, in lieu of requiring that each individual separately sign a document in the form of Exhibit J. The purpose is to ensure that the State of California, Department of State Hospitals is fully protected by the terms of Exhibit J without necessitating (i) administrative oversight by the company and State, and (ii) employment law implications of requiring employees to accept personal liability for actions performed in the course of their employment.

The State will provide this information in Addendum 2.

64 ATTACHMENT 3: CONFIDENTIALITY

STATEMENT

Is the State willing to consider an update to the section per the language below?

The company shall be responsible for ensuring the compliance by all personnel it assigns to this project with the Oath of Confidentiality in Exhibit J, in lieu of requiring that each individual separately sign a document in the form of Exhibit J. The purpose is to ensure that the State of California, Department of State Hospitals is fully protected by the terms of Exhibit J without necessitating (i) administrative oversight by the company and State, and (ii) employment law implications of requiring employees to accept personal liability for actions performed in the course of their employment.

See response to question# 63.

65 Q/A set 1, # 236f, and 272. Will the state wish for the bidder to play a role in any internal business processes (e.g., change requests, staff realignment, etc.)? I ask this to expand on our service available to you so we may act more as a partner throughout the duration of the contract with workflows and processes, not just implementation.

(Reference Question # 236f, and 272 - Q/A Set 1)

The state does not wish for the bidder to play a role in any internal business processes related to the awarded contract. (e.g., change requests, staff realignment, etc.).

66 Q/A set 1, #125 Can the state expand on what their requirements might be in an emergency backup plan for a cloud-based platform, in the event of a rolling blackout, or other natural disaster? (Reference Question # 125 - Q/A Set 1)

See the State Model Cloud Computing Services Special Provisions (SaaS) Effective 3/15/18.

Provisions:

• 1.g – Recovery Point Objective (Page 1)

• 1.h – Recovery Time Objective (Page 1)

• 3 – Data Availability (Page 2)

• 6 – Data Location (Page 3) •10.b – Disaster Recover / Business Continuity (Page 5) and; Exhibit D: SLA

Q&A set 2