80TECH25RFI0003 JSC EHR Q-A.pdf

80TECH25RFI0003

JSC Electronic Health Record

Question # Question Submitted Government Response

Current System Overview: Could you elaborate on the strengths and limitations of the current EHR system, and the key improvements expected with this replacement?

The current system is well understood, configured for present workflows, and allows flexibility through the addition of custom data fields. Current system limitations include: too many patched‐together work arounds, too many manual processes and procedures, and too many single points of failure in both system and human terms. There is also a heavy dependence on Application Programming Interfaces (APIs) and Extensions, no integrated patient portal, user interface challenges, and difficulty complying with NASA Multi‐Factor Authentication requirements. Beneficial areas of improvement could include process, procedure, and workflow automation; improved data management, including data quality, flow, and utilization for care; robust connectivity to and from NASA systems external to the EHR that are involved in astronaut care (via full‐featured interface engine); and a leaner, simpler environment with internal modules to replace the existing patchwork of third‐party applications and tools.

Integration and Compatibility: What existing systems or platforms at Johnson Space Center must the new EHR system integrate with seamlessly?

Please see the interface diagrams and figures in Attachment A Draft PWS.

Project Timeline Expectations: Are there any critical deadlines associated with each project phase that we need to be aware of?

The software and implementation must be complete no later than 7/7/2026.

Budget Constraints: Are there any particular budget constraints or guidelines that we should be aware of when preparing our cost proposal?

NASA's Human Health and Performance Contract (HHPC) contractor provides Information Technology (IT) support for the existing EHR. It is expected that the HHPC contractor will provide the same level of IT support for the new EHR. Project budget is focused on annual licensing and first year implementation costs. NASA's IT support contractor develops custom forms with custom fields for use in the current EHR. This is the desired approach instead of paying an external developer.

Security and Data Governance: Are there specific data governance practices or security policies that NASA prioritizes in handling sensitive health data?

The draft PWS lists several policies in the Standards, Regulations, & Compliance References section pertaining to security and data governance. Additionally, information about local practices are discussed in the draft PWS (2.1.4, 2.1.5, & 2.3), specifically NASA's utilization of multiple different charts for the same patient in order to segregate behavioral health, clinical, and astronaut selection health data. NASA recognizes that there may be some benefit to managing charts in a different manner, but the multiple chart method fits NASA's needs. Multiple patient charts allow for a patient chart in one area to be listed as inactive while remaining active in another area and it allows NASA to meet record retention policies for specific record types without maintaining additional data.

Is this a new requirement or a contract re‐compete? If re‐compete, what is the current contract number and who is the incumbent?

This is a Commercial Off the Shelf (COTS) software replacement. NASA intends to purchase new COTS EHR software. The existing EHR software was procured under PO 80NSSC24PB008.

Would NASA be open to a vendor offering a modernized UI to the existing EHR rather than being an actual EHR?

Is there an opportunity to improve the current EHR versus replacing it?

No. The current COTS EHR software that is being utilized is being replaced. NASA is seeking a new COTS EHR software solution.