3-Attachment B H25-25-150 Technical Business Characteristics.xlsx
XLSX spreadsheet 72 KB Posted
- Attached to
- Electronic Health Record (EHR) Solution State and local contract opportunity
- Solicitation number
- H25-25-150
- Issued by
- Cook County, Illinois
About this file
This is a Technical and Business Characteristics questionnaire attachment for Cook County Health's Electronic Health Record (EHR) Solution procurement (H25-25-150), an Illinois state and local contract opportunity. The document serves as a comprehensive response template for proposers seeking to provide a fully integrated EHR system across all Cook County Health facilities. The questionnaire is divided into Technical Design and Business Design sections, requiring proposers to complete detailed responses addressing general technical characteristics, security, lifecycle management, database requirements, interfaces, remote hosting, networking, enterprise data governance, reporting, and analytics capabilities. Proposers must provide responses in designated columns without altering question wording, formatting, or document structure, and may reference supplemental materials such as SOC 2 reports, architecture diagrams, and publicly accessible URLs. The document includes specific instructions for both internal stakeholders (Health Information Services, Business Intelligence, and principal stakeholders across clinical, pharmacy, surgery, corrections, nursing, and oral health areas) and external proposers, with a Change Requests tab for documenting identified modifications during the review process.
The questionnaire addresses critical operational and clinical requirements including specialty workflow support for perioperative services, anesthesia, oncology, behavioral health, correctional health, oral health, and employee health; advanced integration capabilities with third-party systems such as accounts payable, ERP supply chain, radiology PACS, medicine dispensing cabinets, referral management, credentialing, perioperative systems, research platforms, dental systems, patient engagement tools, and payer networks; robust security and compliance frameworks requiring HIPAA attestation, current HITRUST and SOC 2 Type II certifications, breach notification within 24 hours, and support for regulatory audits; comprehensive data governance including standards such as LOINC, SNOMED CT, RxNorm, and ICD-10; and extensive reporting and analytics capabilities for population health, revenue cycle, provider productivity, and quality metrics. The change requests submitted by the Nursing Steering Committee and Oral Health representatives identify additional requirements including home-based physiological monitoring, chronic care management and annual wellness visit billing, multi-site provider scheduling, e-prescribing integration with Surescripts, expanded analytics beyond population outcomes, operating room dental documentation workflows, standardized dental diagnostic tools, oral health risk assessment, lab case management tracking, and correspondence logging functionality.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| 7-Attachment F H25-25-150 CCH Insurance Requirements.pdf | ||
| 1-H25-25-150 EHR RFP FP11182025.pdf | ||
| 2-Attachment A H25-25-150 Proposer General Questionnaire.xlsx | XLSX spreadsheet | |
| 9-Attachment H H25-25-150 Economic Disclosure Statement Form.pdf | ||
| 4-Attachment C H25-25-150 Information Technology Security Interrogative.pdf | ||
| 10-Attachment I H25-25-150 Addendum Acknowledgement.pdf | ||
| 8-Attachment G H25-25-150 Master Services Agreement-Sample.docx | DOCX document | |
| 6-Attachment E H25-25-150 PriceProposal.xlsx | XLSX spreadsheet | |
| 5-Attachment D H25-25-150 MWBE Utilization Form.pdf |
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Text version
Directions Questionnaire Directions:
Technical and Business Characteristics
| Ownership and responsibilities |
| Technical Design |
| Owner: Health Information Services (HIS) and Business Intelligence (BI) |
| Action: HIS completes the comments column and coordinates inputs across technical SMEs |
| Business Design |
| Owner: Principal stakeholders |
| Action: Principal stakeholders complete and review the comments column for business topics. Principal stakeholders must also review the Scope of Services and Information System Environment tabs and confirm alignment, gaps, and risks. |
| Principal Stakeholder Areas |
| Clinical Advisory: Ambulatory and Outpatient Clinics |
| Clinical Advisory: Pharmacy |
| Clinical Advisory: Surgery |
| Corrections |
| Data and Analytics |
| HIS Leadership |
| Medical Administration |
| Nursing Steering Committee |
| Oral Health |
| How to complete |
| Only enter content in the “Comments” in column C. Do not alter the “Q&A Section” prompts |
| Respond directly and concisely |
| If an item is not applicable leave the comment section blank |
| Use consistent terminology. Define any proprietary terms on first use |
| Change requests |
| If you identify any changes while reviewing this section, please record them in the Change Requests tab. Complete all required fields to ensure your feedback is properly reviewed. |
| File control and versioning |
| Each principal stakeholder receives an individual copy of this workbook |
| Save and return using the file name with an underscore and initals: Filename_ Your Initials |
| Do not change columns or structure |
Proposer Directions
| Proposer Instructions: Attachment B Technical & Business Characteristics |
| Scope |
| Complete the Technical Design and Business Design tabs in this workbook |
| Provide responses in the Response column to the right of each question |
| How to respond |
| Keep answers concise |
| If a question does not apply, enter N/A with a brief rationale |
| When asked to describe, provide a short narrative and list any relevant product names, versions, and modules |
| When asked for confirmation, state Yes or No and include a brief qualifier if needed |
| When referencing documents, include document name and page number in your response |
| What not to change |
| Do not modify the wording of any question |
| Do not insert or delete rows or columns |
| Do not change cell locations, formatting, or filters |
| Attachments and links |
| If the proposer relies on supplemental materials (for example SOC 2 report, architecture diagram), list the file name in the response and include the file with the submission |
| If the response references a URL, ensure it is publicly accessible or provide access credentials in your submission package |
&"Aptos,Regular"&11Page &P of &N &"Aptos,Regular"&10H25-25-150 RFP for EHR Attachment B Technical & Business Characteristics
Technical Design
| Attachment B: Technical Characteristics Questionnaire | |
| Proposer Instructions | |
| Question | Proposer Response |
| This section presents questions related to the technical design of the system. This section also contains "objective |
requirements" that require a yes or no response and "additional requirements" that necessitate a short answer response.
Please answer each question completely, concisely, and accurately. For each response, indicate the number of the question to which it applies.
| General Technical Characteristics | |
| Question | Proposer Response |
| What additional costs are required to operate each third-party solution? | |
| Have all third-party costs been included in the pricing attachment? | |
| What technology standards are used now and planned for future releases? | |
| Which open operating systems are supported? | |
| Which relational database management systems are supported? | |
| Does the solution support SQL and ODBC, and how? | |
| Which web or middleware standards (for example REST or messaging frameworks) are supported? | |
| How does the solution support the Microsoft desktop environment? | |
| Which web standards (HTML, HTTP, JavaScript frameworks) are supported? | |
| Which other platform components (for example COM or .NET interop) are supported? | |
| Which interface standards are supported, including HL7 v2 or v3, FHIR, X12, DICOM, and IHE profiles? | |
| What are the minimum configuration requirements for workstations, servers, and platforms? | |
| What Windows service pack and OS versions are supported, and what is the support cadence? | |
| Which end-user devices and mobile OS versions are supported? | |
| Which printers and scanners are supported, and what is the solutions print architecture? | |
| Which general-purpose software products can operate on the platform? | |
| Which report writers are supported? | |
| Which spreadsheet tools are supported? | |
| Which word processors are supported? | |
| Which graphics or visualization packages are supported? | |
| Which database management tools are supported? | |
| Which email or messaging clients are supported? | |
| What third-party software or components are embedded in the system? | |
| What is the software release strategy, how often are releases issued, and do upgrades require downtime? | |
| Which web browsers and versions are supported? | |
| Which application programming interfaces are supported, including SDKs and webhooks? | |
| Which elements of the solution are not supported by VMware? | |
| Which elements of the solution are not supported by Citrix or virtual app delivery? | |
| What capabilities does the solution support to allow health care Student and health care trainee charting, including review and endorsement by instructors and preceptors? | |
| How is support for mobile capture and clinical media with secure device governance and policy controls? | |
| What digital wayfinding and patient kiosk capabilities are provided, and how do they integrate? | |
| What mobile device management services are provided or supported and how does the solution support management of personally owned devices using the systems? | |
| Does the solution offer offline modes for mobile devices and PCs? | |
| How does the solution support wayfinding and visitor management? | |
| How does the solution support consumer mobile device appointment scheduling? | |
| How are secure clinical handoffs supported within the EHR, including auditiability, retention, and mobile use? What handoff formats are part of your foundation system? | |
| What safeguards govern ambient or LLM scribe and dictation, including PHI handling, model hosting location, redaction, and note insertion? | |
| Does the solution maintain a formal process to monitor regulatory and standards changes that affect the product and services, and will the proposer notify Cook County Health of material impacts within 30 days with a remediation plan and timeline? | |
| Security | |
| Question | Proposer Response |
| How flexible is the solution;s access configuration model and what functionality does it provide? | |
| How is access to specific functions, files, and data elements controlled and limited by user or terminal? | |
| How are password and credential policies configured and maintained? | |
| How many security roles or levels are available, and are there licensing limits? | |
| Which security or audit reports are available? | |
| Are audit logs generated for all IAM events such as login attempts, provisioning, deprovisioning, privilege changes, and failed access attempts? | |
| What antivirus or endpoint protections are provided or supported? | |
| Can the solution enforce device-based access controls, blocking access from unauthorized endpoints? | |
| Can access be reconciled on a scheduled basis against Active Directory groups, HR systems, and defined role models? | |
| What is the policy and time limit for critical security patching on production systems? | |
| Does the EHR support direct integration with identity providers such as Okta, Entra ID, or Ping Identity for authentication and SSO? | |
| Can the solution platform integrate with Identity Governance solutions like SailPoint, Saviynt, or One Identity for automated provisioning and deprovisioning? | |
| Can the solution platform support real-time event-driven provisioning (e.g., new hires, job changes, terminations) from systems like Oracle EBS, Workday or PeopleSoft? | |
| Does the solution platform support attestation and certification reviews for access rights and privileged roles? | |
| Can session parameters such as timeout, forced re-authentication, or logoff triggers be configured by user role or location? | |
| How is the solution security maintained when integrating with external systems? | |
| How is data encrypted in transit and at rest, and how are keys managed? | |
| Is there support for RESTful APIs to facilitate external IAM tool integration? | |
| How is PHI segmentation handled for Employee or Occupational Health and other sensitive domains? | |
| What logical partitioning or separate instance options does your EHR offer to support organizational segmentation? | |
| How does the ssolution manage access to and control of cross-instance or cross-partition reporting, including the ability to “wall off” data to prevent unauthorized viewing or reporting across organizational boundaries? | |
| How does the solution support the ability to restrict, seal, or “wall off” sensitive patient information—such as weight data for eating disorder patients, abuse/violence documentation, or information for minors and vulnerable individuals—to ensure that only authorized users may access or report on such data? Please describe configuration options, portal visibility controls, and audit-logging capabilities. | |
| How is access auditing performed across partitions or instances? | |
| Describe how the solution provides comprehensive auditability and data security, including audit trails for all patient record access and modifications, monitoring of access across instances, and controls to prevent unauthorized data egress. | |
| How are data movement and de-identification controlled between instances? | |
| Does the proposer attest that the solution and services comply with HIPAA, Illinois privacy laws, and all other applicable state and Federal privacy laws in all Cook County Health jurisdictions, and will the proposer notify Cook County Health of any required variances and remediation plans? | |
| Will the proposer provide timely assistance during audits by Human Health Services (HHS) Office for Civil Rights, The Joint Commission, and other regulators, including document preparation, subject matter experts, evidence retrieval, and attendance per defined timelines? | |
| Does the proposer commit to notify Cook County Health within 24 hours of discovery of any actual or suspected breach of protected health information, and to provide required details and ongoing updates? | |
| Does the proposer maintain current certifications such as HITRUST and SOC 2 Type II for all in-scope services for the duration of the contract, and will you provide the latest reports or letters of attestation upon request? | |
| Does the EHR capture, enforce, and honor patient consents and restrictions, including 42 CFR Part 2, across all workflows, reports, and interfaces, and how are revocations propagated and audited? | |
| Does the solution provide Accounting of Disclosures for PHI disclosures to third parties, including date, recipient, purpose, data elements, filters, retention, and export options, and can the proposer provide sample reports? | |
| Do all proposer personnel with access to PHI complete annual HIPAA and privacy training, and will training attestation be provided as evidence to Cook County Health upon request? | |
| Lifecycle Management | |
| Question | Proposer Response |
| How is automated user lifecycle management (onboarding, role changes, termination) implemented and monitored? | |
| What is the average time it takes for role changes or terminations in HR systems to reflect in the EMR access controls? | |
| Can the solution detect and automatically remediate orphaned accounts (e.g., accounts not linked to an active user or an account that has not been used for a predefined amount of time)? | |
| Confirm whether or not the system enforces the minimum necessary standards for PHI access by role. | |
| Is there workflow support for multi-step approval of access changes or escalations? Can this be integrated into a IGA platform such as SailPoint, Saviynt, or One Identity? | |
| Database | |
| Question | Proposer Response |
| Which database platforms are supported? | |
| How does the database scale, and can you provide large-customer performance references? | |
| Can customer DBAs create or modify indexes, and what are the support or maintainability impacts? | |
| Does the solution comply with HIPAA and federal security baselines, and are any deviations required with mitigation? | |
| How many databases are required in an enterprise deployment, and what tenancy model is used? | |
| What read-replica, hot-standby, and transactional replication options are available, and what are the RPO and RTO? | |
| Data Dictionaries and File Design | |
| Question | Proposer Response |
| Which dictionary standards are supported? | |
| Is the DBMS standard or proprietary in each component? | |
| Are archiving and purging established functions, and how are they scheduled? | |
| Can administrators perform disk compression and storage administration tasks? | |
| Does the proposer support disk mirroring or shadowing, and is it proposed? | |
| How do caregivers access clinical data when the main database is down, and is access inquiry-only? | |
| What single points of failure exist, and how can availability be maximized? | |
| What are the limits on concurrent users, and what testing supports those limits? | |
| What clinical reference libraries are provided? | |
| What capabilities does the solution offer to facilitate the governance and review of clinical content such as order sets and note templates? | |
| How are versioning, approvals, and multi-entity propagation handled? | |
| Are eForms, eConsent, and templates with audit trails supported? | |
| How is shared content balanced against local variation controls? | |
| How is content lifecycle and rollback managed? | |
| Data Access and Storage | |
| Question | Proposer Response |
| What data model is used, and do modules support imports and exports? | |
| Which storage models are used, such as relational, network, or hierarchical? | |
| Do modules accept data imports, and how? | |
| Do modules support data exports, and how? | |
| Which interchange and storage standards are used? | |
| How are HL7 or FHIR used for interchange? | |
| How are storage standards such as ASTM or CDA used? | |
| Can master files be shared across secured entities? | |
| Are required fields user-definable and variable across entities? | |
| What utilities or APIs are available for query and data movement, and can data be transferred to other systems? | |
| How does the solution address high availability, fault tolerance, and disaster recovery? | |
| What disaster recovery functionality and services are offered, and how are they tested? | |
| Are software upgrades included in the support contract? | |
| What is the upgrade process, including change windows, rollback, and validation? | |
| Is downtime required for upgrades or patching, and how is user impact minimized? | |
| What is the average downtime for upgrades based on recent history? | |
| How are enhancement and customization requests handled? | |
| What backup capabilities and platforms are supported, what downtime is required, and what is the performance impact? | |
| What regularly planned downtime windows exist and how are they communicated? | |
| Interfaces | |
| Question | Proposer Response |
| Does the solution support the use of interface engines, and which engines are supported? | |
| Are the interfaces compliant with HL7 v2 or v3 and FHIR, and which versions are supported? | |
| Must customers purchase the solution interface engine to connect external systems? | |
| Will the proposer provide documented API and interface specifications so third parties can develop integrations without an NDA and without royalties or licensing fees? | |
| Are there restrictions on data elements that can be exchanged with external systems, and what are they? | |
| Can the proposer provide process flow diagrams and specifications? | |
| Can the proposer provide data flow diagrams and specifications? | |
| What messaging capabilities are supported at the application level, including HL7, FHIR, XML or JSON REST, Web Services, EDI, DICOM, X12, and IHE? | |
| Which HL7 versions and transaction types are supported? | |
| How are HL7 and FHIR capabilities configured, including field mappings, code sets, acknowledgements, retries, and monitoring? | |
| Does the solution support an event bus or webhooks for real-time notifications, with retry, dead-letter handling, and failover? | |
| What is the plan to support new FHIR resources and bulk or Flat FHIR? | |
| What experience does the proposer have interfacing with accounts payable and ERP supply chain, including implant and supply tracking to charge and inventory, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with general ledger systems, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have with interfacing with materials management systems and supply cabinets, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with fixed-asset, facilities, and biomedical asset management systems, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with human resources and time or attendance systems for Employee Health workflows, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with radiation oncology systems, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with radiology or cardiology PACS and VNA, including DICOM MWL or MPPS and dose tracking, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing for radiology peer review workflows, scoring, discrepancy tracking, and linkage to dose analytics, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with medicine dispense cabinets and ADC inventory solutions such as Pyxis or Omnicell, with inventory visibility to billing, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with referral management systems for closed-loop referrals internal and external, how many live interfaces exist today, and what information is exchanged? | |
| How will the solution support cross organization workflows for providers practicing at non Cook County Health locations and ingest payer data for managed members? | |
| What experience does the solution have interfacing with credentialing systems, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with OB ultrasound and perinatal monitoring systems, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with perioperative systems including AIMS, OR scheduling, preference cards, implants, robotics, and sterile processing, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing for end-to-end implant and UDI capture from scan through charge capture, inventory, recall, and analytics, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have integrating devices such as smart pumps, vitals, and monitors using IEEE or HL7 standards, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with health information exchanges and public health registries, including corrections or justice health exchange, how many live interfaces exist today, and what information is exchanged? | |
| Which specialty and external systems are supported for secure text messaging and telephony applications? | |
| How many live interfaces exist today with information shared for secure text messaging and telephony? | |
| Which specialty and external systems are supported for alarm management solutions? | |
| How many live interfaces exist today with information shared for alarm management? | |
| Which specialty and external systems are supported for jail management systems? | |
| How many live interfaces exist today with information shared for jail management? | |
| Which specialty and external systems are supported for safety reporting? | |
| How many live interfaces exist today with information shared for safety reporting? | |
| Which specialty and external systems are supported for patient experience tools? | |
| How many live interfaces exist today with information shared for patient experience? | |
| What experience does the solution have interfacing with research systems including CTMS, LIMS, EDC, REDCap, eConsent, PROs, and DSMB reporting, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing for ePRO ingestion and validation, wearable or remote sensor data, and mobile app registration, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing for data quality checks, source tagging, and consent management, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have implementing IRB or 21 CFR Part 11 controls across interfaces, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with dental imaging and charting systems, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing using DICOM for intraoral, panoramic, and CBCT, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing for tooth-numbering schema and cross-mapping to CDT billing, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing to dental scheduling and treatment planning systems, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with digital wayfinding and patient kiosk platforms, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with patient engagement platforms for messaging, refills, and surveys, how many live interfaces exist today, and what information is exchanged? | |
| How will messaging, reference content and collaboration tools consolidate within the EHR to reduce multiple logins and fragmented conversations? | |
| What experience does the solution have interfacing with portal workflows for refills and secure messaging, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing for e-prescribing payer or formulary checks and electronic prior authorization networks, including success metrics and typical durations, how many live interfaces exist today, and what information is exchanged? | |
| What experience does the solution have interfacing with patient flow solutions for transport, bed or census, and EVS, including HL7 and REST event exchanges, how many live interfaces exist today, and what information is exchanged? | |
| What is process to ensure updates to clinical documentation, etc. flow to downstream systems? | |
| How does the solution ensure timely communication bewtween clinical and coding systems? | |
| Does the EHR support recording and enforcing patient confidential communication requests, including alternate mailing addresses and secure messaging preferences, and how are these enforced across print, portal, SMS, email, and downstream interfaces? | |
| Remote Hosting | |
| Question | Proposer Response |
| What is the scope and requirement set for the hosting solution and shared responsibility model? | |
| What are the requirements to host associated third-party applications? | |
| How many hosted contracts were signed in the last three years and how many implementations were successful? | |
| If system is hosted in the cloud, does the environment meet FedRAMP Moderate or equivalent security requirements? | |
| What options exist for logical partitioning or separate instances for Employee Health and other segregated populations? | |
| How are cross-instance reporting controls and data boundaries enforced? | |
| Is all PHI stored, processed, and backed up only in approved U.S. data centers unless Cook County Health authorizes otherwise in writing, and will the proposer list primary regions, backup locations, and any remote administrative access locations? | |
| Network | |
| Question | Proposer Response |
| Can all required network devices be managed centrally? | |
| Can devices receive TFTP loads of images and configuration files? | |
| Do devices allow out-of-band management? | |
| Are devices SNMP manageable? | |
| What network architecture is required for LAN user access, LAN backbone, and WAN? | |
| What LAN and WAN protocols are required, and how is QoS handled for imaging, telehealth, and device streams? | |
| How does the solution support remote patient monitoring connectivity and mobile device management? | |
| Enterprise Data | |
| Question | Proposer Response |
| Which semantic interoperability standards are applied such as LOINC, SNOMED CT, RxNorm, CVX, and ICD-10? | |
| How will a single source of truth be maintained through structured capture, validation, de duplication, master patient index governance and use of standards such as SNOMED CT, LOINC, ICD 10 and CPT? | |
| How will a single source of truth be maintained through structured capture, validation, de duplication, master patient index governance and use of standards such as SNOMED CT, LOINC, ICD 10 and CPT? | |
| How will the system reconcile clinical and billing datasets, prevent duplicate records across sites, ensure registry connectivity and favor discrete result integration over PDFs? | |
| Does the solution apply proprietary business logic to data, and how is it governed? | |
| Will the proposer share your proprietary logic with Cook County Health? | |
| Can the final curated data be shared with Cook County Health? | |
| Can final data be extracted on a set frequency by direct database query or secure bulk API? | |
| Does the solution de-identify according to HIPAA 164.514(b) Safe Harbor or Expert Determination, and how is that implemented? | |
| What technical documentation is available, including ERDs, data models, flows, transformations, dictionaries, and mappings? | |
| Is the solution data required at point of care for clinical decision support, and how is it displayed in workflow? | |
| What data governance documentation is available, including definitions and calculations? | |
| Is a comprehensive data dictionary available for all fields and modules? | |
| How are EDW extracts scheduled, what formats are supported, and what is the impact on source performance? | |
| Describe the controls and approvals required for re-identification of de-identified datasets, including key management, segregation of duties, and audit trails. | |
| Does the EHR support HIPAA Right to Amend workflows for patient record corrections, including routing, approvals, provenance tracking, and patient notification, and how are amended entries displayed and reported? | |
| Enterprise Reporting | |
| Question | Proposer Response |
| What pre-defined reports are available? | |
| Does the solution provide exception or alert reporting, and how is it configured? | |
| Can reports be scheduled for automatic execution and distribution? | |
| Can users create self-service reports, and how is a governed semantic layer provided? | |
| What training is available for user reporting tools? | |
| Does the solution provide visit analytics and in-EHR “note completion status” views? | |
| Enterprise Analytics | |
| Question | Proposer Response |
| Which tools or modules are used to create analytics or BI content such as dashboards and visualizations? | |
| What pre-defined analytics content is available? | |
| What statistical analysis capabilities are supported? | |
| Can customer-defined fields be incorporated into analytics, and how? | |
| Does the solution support modeling such as predictive, optimization, and risk stratification, and what ambient or NLP or AI is used? | |
| What predictive and artificial intelligence capabilities are available including ambient dictation, transcription, chart review, smart templates, calculators, dose tracking and models for readmissions and chronic disease with validated sepsis performance evidence? | |
| Can users create their own analytics content, and how is it governed? | |
| What training is available for analytics tools? | |
| What population health and SDOH analytics and safety or outcomes tracking are supported? | |
| What provider productivity, workload, and revenue cycle analytics are supported? | |
| What tools does the solution have for direct submission to regulatory bodies including CMS, etc. for quality-reported indicators? | |
| Are there abstraction tools for quality reporting? | |
| Are there tools to report out on quality performance? | |
| Enterprise Reporting and Analytics - Usability | |
| Question | Proposer Response |
| Who are the target users for the solution data, reporting, and analytics? | |
| How do users access data, reporting, and analytics such as portal, hyperlink, local app, mobile app, or in-EHR? | |
| Can users add comments or annotations to reporting or analytics for others to consume? | |
| Can users write back to operational systems from reporting or analytics, and how is this controlled? | |
| Does the solution track, log, and report usage statistics, and how are they accessed? | |
| What accessibility and localization capabilities are supported? |
&"Aptos,Regular"&10Page &P of &N &"Aptos,Regular"&10H25-25-150 RFP for EHR
Business Design
| Attachment B: Business Characteristics Questionnaire |
| Proposer Instructions |
| This section presents questions related to the business design of the system. This section also contains "objective |
requirements" that require a yes or no response and "additional requirements" that necessitate a short answer response.
Please answer each question completely, concisely, and accurately. For each response, indicate the number of the question to which you are responding.
| Usability and Workflow | |
| Question | Proposer Response |
| How will the solution reduce clicks and duplicate documentation needs, while providing a modern interface and enabling smarter note tools and nursing task management? | |
| How will the solution simplify navigation to a single patient view, minimize manual workarounds and allow safe configuration without custom builds? | |
| Revenue Cycle and Charge Capture | |
| Question | Proposer Response |
| How does the solution enable accurate point of care charge capture including barcode scanning for medications, implants and supplies with linkage to the charge description master and documentation driven coding? | |
| How will the solution support dental billing with CDT codes, research billing segregation and audit trails, lab charge reconciliation and new Medicaid workflows for corrections? | |
| What patient financial tools are provided including estimates, online bill pay, financial assistance and prior authorization transparency? | |
| How will eligibility, claims and authorization workflows integrate for payer and provider operations including show rate tracking in corrections? | |
| Is there an embedded reconciliation/alert process to ensure alignment between clinical and financial systems? | |
| Inventory and Supply Chain | |
| Question | Proposer Response |
| How will inventory integrate with supply chain and financials to provide real time visibility, barcode tracking, bedside verification and reconciliation that keeps the charge description master and charges in sync? | |
| Scheduling and Access | |
| Question | Proposer Response |
| How will enterprise scheduling support inpatient, outpatient and surgical settings including multi provider resources, recalls, referral tracking and same day access? | |
| What native capabilities exist for patient self scheduling and consolidation of scheduling across portals? | |
| Orders, Decision Support and Governance | |
| Question | Proposer Response |
| How will standardized order sets, evidence based guidelines and governance be created, versioned and enforced across care settings? | |
| What configurable alerts and reminders are available including preventive care prompts, antibiotic prophylaxis, research charge segregation and lab reflex rules with links to required documentation? | |
| Patient and Community Engagement | |
| Question | Proposer Response |
| What patient portal capabilities are available in the solution including scheduling, secure messaging, refills, results, care plans, education, proxy and multilingual support with adaptations for corrections and oral health? | |
| How will wayfinding, kiosk check in and real time wait time communication integrate with scheduling and visits? | |
| TeleHealth and Virtual Care | |
| Question | Proposer Response |
| How will integrated telehealth support secure video visits, virtual nursing and sitting, remote monitoring, mobile devices and reimbursement capture while improving on the current experience? | |
| Devices and Barcoding | |
| Question | Proposer Response |
| Describe how bedside barcoding will be integrated into the solution for medication administration, specimens and implants with reliable workflows. | |
| How will the device ecosystem integrate into the solution, including vital sign monitors, smart infusion pumps, medication and supply dispensing cabinets, smart beds, nurse call systems, intraoral cameras, patient-monitoring wearables, and kiosks? Please address mobile device standardization and chain of custody. | |
| Imaging and Media | |
| Question | Proposer Response |
| How will imaging and clinical media be captured, stored and viewed within the EHR with DICOM compliant workflows across radiology, dental and pathology and with wound photo support? | |
| How will images such as radiology, pathology, and burn documentation be shared across specialties and made available in the patient portal? | |
| How will the system provide providers with dashboards that show what has been completed, what is pending, and productivity or workflow metrics? | |
| Change Management and Training | |
| Question | Proposer Response |
| What training environments, super user networks, adoption monitoring and best practice content will be provided along with governance for access approvals? | |
| Care Coordination and Transitions | |
| Question | Proposer Response |
| How will handoffs and transitions be standardized across emergency, inpatient, perioperative, ambulatory, long term care and corrections including referral and follow up scheduling? | |
| How will shared documentation, integrated care plans, secure messaging and external record sharing support coordination with community providers and payers? | |
| Multi Site and ADT | |
| Question | Proposer Response |
| Describe how the solution handles complex ADT movements across multiple facilities (including correctional health). | |
| Describe how the solution prevents duplicate MRNs through enterprise master patient index (MPI) functionality. | |
| Describe how the solution keeps financial/account numbers distinct by location or encounter. | |
| How do you ensure all systems are in sync? | |
| Specialty Workflow Capabilities | |
| Question | Proposer Response |
| Which specialty workflows are natively supported by the solution (e.g., perioperative services, anesthesia, oncology, behavioral health, correctional health, oral health, and employee health)? | |
| Describe how the solution supports perioperative workflows, including block scheduling, anesthesia documentation, and intraoperative workflows. | |
| How does the solution integrate with clinical trial management systems, and how are research-related encounters, charges, and billing segregated from standard patient care? | |
| How does the solution support charge capture and billing requirements unique to specialty areas (e.g. oncology drug administration, behavioral health documentation, correctional health, dental coding, and employee health services)? | |
| Operations | |
| Question | Proposer Response |
| What enterprise operational dashboards and virtual features will provide throughput visibility such as operating room turnaround, bed turnover, emergency department boarding and length of stay while improving patient communication? | |
| How will organized work queues, task routing and electronic attestations support clinicians and administrative teams including unsigned orders, outstanding notes and coding or health information management workflows and student nurse routing? | |
| Data & Analytics | |
| Question | Proposer Response |
| What standard reports/dashboards will be available? | |
| Can data feeds be sent externally to an EDW? | |
| How is external data integrated into EHR? | |
| What population health/VBC tools are included? | |
| Are there self-service reports available? Training? Governance? | |
| Is clinical documentation discrete and extractable? | |
| What tools are in place to faciliate adherence to processess and documentation? | |
| Is there a standard command center dashboard? |
&"Aptos,Regular"&11Page &P of &N &"Aptos,Regular"&10H25-25-150 RFP for EHR
Change Requests
| Change Requests | |||
| Please answer the questions below so we can identify the changes needed in this document | |||
| Which tab needs the change? | What row needs change? | What needs to be changed? | Which area do you represent? |
| Scope of Services | Add to core ambulatory | Area: Home based physiological monitoring. Short Definition: Encorporate home-based physiological monitoring into provider, nursing, and care planning documentation | Nursing Steering Committee |
| Business Design | Revenue Cycle and Charge Capture | How will this system support billin for Chronic Care Management and Annual wellness visits | Nursing Steering Committee |
| Business Design | Scheduling and Access | How will enterprise scheduling support providers working at multiple sites with complex schedules? | Nursing Steering Committee |
| Scope of Services | New- Eprescribing | E-Prescriptions: Linkage of all current atient RX's and the ability to create electronic prescriptions and send them to patients and pharmacies via an e-prescription pad linked with Surescripts or other services. | Oral |
| Scope of Services | New-Analytics | A seperate line to discuss what analytics are needed beyond population based outcomes and disparities to include utilization, show rates, procedure time, billing reports, unsigned notes, A/R, procedural reports, RVU's etc. | Oral |
| Scope of Services | New-OR | Clinical documentation and workflows to support the provision of dental care in the operating room. | Oral |
| Scope of Services | New-Tools | Standardized tools for diagnosis and documentation, such as standardized dental diagnostic terminologies (SDDxTS) and Dental Diagnostic Systems (DDS) | Oral |
| Scope of Services | New-Oral Health Risk Assessment | intuitive oral health risk assessment | Oral |
| Scope of Services | Referrals | Built in referral module and applicable tracking | Oral |
| Scope of Services | New-Lab Case Management | Track Lab Cases: From submission to return, ensuring transparency and accountability. | |
| Scope of Services | Manage Lab Details: Administrators can add and maintain lab names, descriptions, and case types (e.g., Crown, Night Guard). | ||
| Scope of Services | Link Lab Cases to Appointments: Integrating lab work with patient schedules for efficient workflow. | ||
| Scope of Services | Generate Lab Reports: Comprehensive reports for better communication with external labs. | ||
| Scope of Services | New-Correspondence/Notes | Ability to log all calls from the patient, specialists, laboratories, insurance companies, etc not appropraite for the clinical note but attached to the chart |
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