ADDENDUM 1-ARFQ 0618 BVH 26-08.xlsx
XLSX spreadsheet 11 KB Posted
- Attached to
- Electronic Medical Records System-ADDENDUM 1
- Solicitation number
- ARFQ 0618 BVH2600000008 2
- Issued by
- Cabell County, West Virginia
About this file
This document is Addendum 1 to an Automated Request for Quotation (ARFQ 0618 BVH 26-08) issued by West Virginia Veterans Home (WVVH) for an Electronic Medical Records (EMR) system implementation. The project encompasses 120 licensed beds, including a Domiciliary Program and Project 214. The addendum provides technical clarifications addressing bidder questions regarding system functionality, user roles, medication workflow processes, dietary/nutrition management, and admissions procedures. The EMR system will serve 35 total users across multiple roles including one administrator, one director of nursing, 17 licensed practical nurses (LPNs), two nursing students, one pharmacist, one dietician, four fiscal staff members, one medical director, four social workers, two social work students, and one services assistant.
Key operational clarifications indicate that WVVH does not employ on-site providers within the EMR system and does not engage in e-prescribing or direct pharmacy integration. Medications are prescribed off-site by residents' providers and delivered pre-filled to WVVH, where nursing staff record orders in the system for administration and maintenance of medication lists. The admissions module requirements focus on in-house operational intake workflows enabling admission, discharge, and resident status changes with centralized demographic storage. Dietary/nutrition functionality is limited to recording dietary orders, recommendations, and notes within the resident's records alongside medications and progress notes, without requiring advanced features such as tray cards, menus, recipes, or procurement capabilities. The system must maintain a searchable medication database for staff reference but does not require external pharmacy system interfaces.
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Other files
| File | Type | Posted |
|---|---|---|
| Final_ARFQ_0618_BVH2600000008_1_WV_ARFQ_FORM.PDF | ||
| EMRS Pricing Page.xlsx | XLSX spreadsheet | |
| Provisions for Federally Funded Procurements (2) (1).pdf | ||
| TCA EMRS.pdf | ||
| EMRS Specifications.docx | DOCX document | |
| Final_ARFQ_0618_BVH2600000008_2_WV_ARFQ_FORM.PDF |
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Text version
Sheet1
| ADDEDNDUM 1: ARFQ 0618 BVH26*08 TECHNICAL QUESTIONS | ||
| QUESTION | SPEC REF | ANSWER |
| Please confirm the number of licensed beds requested is 120 and that this includes the Domiciliary Program and Project 214. | 2.1 | The number of beds requested is 120, this includes both our Domiciliary Program and Project 214. |
| These sections are all related to the medication workflow. 4.1.25.4 states providers will not be users of the system. 4.1.16.5 & 4.1.16.6 are related to the MAR & Orders. Please clarify the entire medication workflow. | N/A | N/A |
| - Who orders the meds and from what system are they ordering? | 4.1.16.5, 4.1.16.6 | A provider at the VA (or any other hospital/doctor's office) prescribes and writes the prescription. Most of our prescriptions are filled at the VA and come to the WVVH either by mail or in a lock box directly from the VA. |
| - Are these actual orders or are these prescriptions | 4.1.16.5, 4.1.16.6 | WVVH receives the medication at the nurses station and a nurse places an order in our system to then administer medications. |
| - to what pharmacy or pharmacy system are the orders being sent to which the vendor would interface | 4.1.16.5, 4.1.16.6 | We do not send orders or prescriptions to any pharmacy in the area. Our nurses call the VAMC pharmacy to get refills. |
| - if providers are not in the EMR, and nurses are expected to place an order from a prescriber – at what point is the provider going to approve the order, which would be required, or at the very least recommended. Or is the ordering process being completed on paper? | 4.1.16.5, 4.1.16.6 | We do not have providers in our EMR system that sign off on anything, as we do not employ the providers |
| Please provide the total number of users who will be accessing the EMR and number of users for each role listed in this section. | 4.1.25.3 | Administrators: 1; Director of Nursing:1; LPN's:17; Nursing Students: 2; Pharmacist: 1; Dietician: 1; Fiscal: 4; Medical Director: 1; Social Worker: 4; Social Work Student: 2; Services Assistant: 1. Total: 35 |
| Please provide the current dietary/nutrition system being leveraged by BVH. | 4.1.14 | We need to be able to place a dietary order in the system. It is not used to provide meals. We just need the system to state whatever their dietary orders are at the time. |
| Is pharmacy integration required? If so, are there any preferred partners and what level of integration is expected? | 4.1.16.5 | We need a database of medications to select from so we can administer the medications to our residents and maintain an up-to-date medication list at all times. We do not e-prescribe nor do we work directly with a provider or pharmacy that fills or writes these orders. Our medications are written by our residents' providers offsite and come to us filled. We then place the order in our system. |
| For the Admissions Module, are you looking for operational intake workflows, referral/lead management, or both? | 2.1 | We do not make referral/lead management, and our EMR is used in house. We need the ability to admit veterans and have their admission demographics stored in a central location within the EMR system. Simply, we need the ability to admit, discharge, and change a resident. |
| For the Dietary/Nutrition Management Module, what functionality are you expecting (e.g., tray cards, menus, recipes, procurement, etc.)? | 4.1.14 | As for dietary, we need a place to list a dietary order, recommendations, and notes. Currently, we place their dietary orders with the rest of the resident's orders (mendications, etc.) and dietary notes are placed and titled appropriately under the resident's progress notes. This simple process is working fine for us. |
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