AddNo.01 QA DCF RFI 2627 030.pdf

Addendum No. 01 with Written Inquiry Responses

DCF RFI 2627 030

Electronic Health Record (EHR) System

PMT-08 1 Rev. January 30, 2024

Solicitation Number: DCF RFI 2627 030 Solicitation Title: Electronic Health Record (EHR) System Response(s) Due Date: 09/30/2026 by 5:00 PM Addendum Number: 01 Addendum Date: 09/09/2026

DCF RFI 2627 030 is hereby amended as follows, all other terms and conditions of the solicitation remain in effect. All additions are highlighted in yellow, and words stricken are deletions:

Change No. 1

Section 6. Timeline

EVENT DATE TIME LOCATION

Release of RFI 08/13/2026 N/A https://vendor.myfloridamarketplace.com/

Submission of Questions

08/25/2026 5:00

PM

Section 7

Department’s Response to Questions

09/01/2026

09/09/2026

N/A Section 7

Responses Due

09/11/2026

09/30/2026

5:00

PM

Section 3

Presentations, if applicable

TBD TBD To be provided to selected Respondents https://vendor.myfloridamarketplace.com/

PMT-08 2 Rev. January 30, 2024

Response to Written Inquiries:

Question # Vendor Name Solicitation

Section Question Department Response

1. Deltek What is the anticipated contract value for this service?

This is an RFI and a contract value has not been assigned.

2. Deltek Is there a timeline in pursuing the project?

This is an RFI and a timeline for pursuing a project has not been assigned.

3. Deltek

The RFI document mentions that "Currently, the SMHTFs utilize a varying mix of EHR services, manual processes, and DCF IT systems for patient medical treatment and facility management." Is the EHR System service a new requirement? If there is a current vendor, could you please provide the current contract documents/information?

An Enterprise EHR is not a new initiative. The Department is actively modernizing current and future systems. Detailed information regarding current systems, vendors, and applicable contracts is not being provided through this RFI. As applicable, additional current-state information may be provided in any future solicitation.

4. AnswerPoint LLC

Sections 5.2.2.2.17, 5.2.2.2.18 and 5.2.2.2.19

Sections 5.2.2.2.17, 5.2.2.2.18 and

5.2.2.2.19 request information on software licensing, implementation services, and data migration and conversion respectively. Does the Department anticipate a single award covering both the EHR product and its implementation, or does it contemplate separate awards or contract vehicles for the certified EHR software and for implementation, integration, data migration and organizational change management services?

The Department currently anticipates that any future procurement would seek a single contract encompassing the Enterprise EHR product and associated implementation services.

PMT-08 3 Rev. January 30, 2024

Question # Vendor Name Solicitation

Section Question Department Response

5. AnswerPoint LLC Section 5.2.2.1.6

Section 5.2.2.1.6 requests the ONC certification status of "the proposed EHR solution." Will the Department accept a Response from a systems integration and data services firm that does not itself offer an ONC-certified EHR product, but would deliver implementation, integration, data migration, analytics and OCM in partnership with a certified EHR vendor? If so, how should such a Respondent address Section 5.2.2.1.6

— as not applicable, or by identifying certified products with which it has delivered comparable work?

The Department will accept a Response from a systems integration and data services firm that does not itself offer an ONC-certified EHR product, but would deliver implementation, integration, data migration, analytics and OCM in partnership with a certified EHR vendor.

The Respondent should identify its proposed certified EHR partner and provide the certification information requested in Section 5.2.2.1.6 for the proposed EHR solution. The enterprise EHR system must be ONC certified.

6. AnswerPoint LLC Section 4

Section 4 states that the SMHTFs currently use "a varying mix of EHR services, manual processes, and DCF IT systems," and "multiple standalone systems." To allow Respondents to size the conversion effort described in Section 5.2.2.2.19, can the Department identify the systems presently in scope — product names, underlying database platforms, approximate record volumes, and the date ranges of retained data — or will that inventory be published with a future solicitation?

The requested detailed current-state information is not being provided through this RFI. As applicable, additional information will be provided in any future solicitation. For purposes of this RFI, Respondents should use the information provided, clearly identify their assumptions, and describe their recommended approach, dependencies, required Department inputs, and associated pricing considerations.

The Department is seeking information from interested parties that can provide the infrastructure, experience, ONC-certified EHR system, and resources necessary to implement an enterprise Electronic Health Record (EHR) system for the Department’s three State Mental Health Treatment Facilities (SMHTFs) as described in the RFI.

The Department is requesting the Respondent’s capabilities, history, and experience with the services

PMT-08 4 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response and ONC-certified Enterprise EHR system requested in this RFI.

7. AnswerPoint LLC Section 5.2.2.2.19.4

Regarding Section 5.2.2.2.19.4, what retention period applies to legacy clinical records once migrated, and does the Department expect read-only archival access to be hosted by the Respondent or retained on Department infrastructure? Relatedly, given the 42 CFR Part 2 requirement at Section 5.2.2.2.14.1, does the Department require substance use disorder records to be segregated logically or physically from the general record, both in the migrated data and in the archive?

Refer to the response to Question #6.

8. AnswerPoint LLC Section 5.2.2.2.15.1

Section 5.2.2.2.15.1 invites cloud, hybrid or on-premises options. Does the Department have a stated preference or a binding requirement

Refer to the response to Question #6 and #161.

PMT-08 5 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response as to where PHI resides — for example a State-operated data center, a StateRAMP or FedRAMP authorized environment, or in-state data residency? Please also confirm whether Rule 60GG-2, F.A.C., applies to this system and, if so, at what categorization level.

9. AnswerPoint LLC

Sections 5.2.2.2.6.4, 5.2.2.2.9.1, 5.2.2.2.10.1, 5.2.2.2.11.4 and 5.2.2.2.6.2.4

Sections 5.2.2.2.6.4, 5.2.2.2.9.1, 5.2.2.2.10.1, 5.2.2.2.11.4 and

5.2.2.2.6.2.4 identify TouchPoint medication carts, MealSuite, ClinLab and LabCorp, point-of-care testing devices, and E-FORCSE. Are interface specifications and any required third-party licenses presently in place and held by the Department, or would the successful Respondent be expected to procure them and own interface development? Are any of these agreements due for renewal or replacement within the anticipated implementation window?

Refer to the response to Question #6.

10. AnswerPoint LLC Section 4

The staffing tables in Section 4 total approximately 3,720 positions across the three facilities, while the accompanying note states these figures do not represent named users, concurrent users, or individuals requiring access. Since Section

5.2.2.2.17.5 asks Respondents to state a pricing methodology, can the Department provide an approximate expected named-user and peak concurrent-user count, or the

Section 5.2.2.2.17.5 asks Respondents to state a pricing methodology. Respondents should use the information provided in the RFI and any method used to account for increases or decreases.

PMT-08 6 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response assumptions it would prefer Respondents to apply?

11. AnswerPoint LLC Section 5.5

Regarding Section 5.5, would demonstrations be limited to Respondents proposing a certified EHR product, or would the Department also consider presentations from Respondents addressing implementation, integration and data migration?

Respondents proposing an ONC-certified EHR product, including a Respondent proposing the product through an identified EHR partner.

12. AnswerPoint LLC Section 5.3

Section 5.3 directs that Responses be submitted by email, and Section 5.4.2 requires two copies where any portion is marked confidential. Should both the full and redacted copies be attached to the same email? Is there a maximum message or attachment size the Department can receive, a preferred file format, and any page limit for the Response?

Redacted and unredacted can be attached to the same email. The current limit is 150 MB total for the message and attachments. If the response exceeds 150 MB, please divide the response among multiple emails.

Each email must include the RFI number in the subject line, be sequentially numbered, and clearly identify the portion of the Response included. The RFI does not establish a required file format or page limitation.

13. Meditech

If possible, we would appreciate an additional 10 business days to complete our review and submit a thorough response that accurately addresses the State's requirements.

Please see the updated Response deadline Addendum Change No. 1.

14. Oracle

In regard to DCF RFI 2627 030, would it be possible to extend the deadline to October 15, 2026 to allow adequate time for a thorough response from all vendors.

Please see the updated Response deadline Addendum Change No. 1.

PMT-08 7 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

15. Leidos

For the TouchPoint, MealSuite, ClinLab/LabCorp, and E-FORCSE integrations, will the selected respondent be responsible for designing, building, testing, and supporting these interfaces, or is DCF (or the third-party vendors) handling any part of that?

Yes. The contractor selected through any future solicitation will be responsible for designing, building, testing, and supporting the required interfaces.

16. Leidos

Can you verify if you are looking for a single prime accountable for EHR, integration, and OCM versus separate procurements for software vs.

services?

Refer to the response to Question #4.

17. Leidos

Can you tell us more about what medical and healthcare services are actually delivered at each of the three SMHTFs? Specifically, are things like medical-surgical care, emergency/urgent care, surgery, anesthesia, and radiology/imaging done onsite, or are those referred out to other providers?

Refer to the response to Question #6.

18. Leidos

Could you share a list of the current interfaces that will either need to be kept running or replaced once the new EHR is in place?

Refer to the response to Question #6.

19. Leidos What's the approximate volume of historical patient data we're looking at, and how many years back does it go?

Refer to the response to Question #6.

20. Leidos Is the plan to keep the existing pharmacy system as-is, or should we assume the new EHR will take over

The Department intends to evaluate both approaches.

PMT-08 8 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response pharmacy management like the RFI describes?

21. Leidos

Similarly, will ClinLab stay in place as the lab system, or is there room to propose replacing it with the lab capabilities built into the new EHR?

The Department intends to evaluate both approaches.

22. Leidos

Do you have a list of the clinical and supporting systems currently in use across the three SMHTFs, and which of those are expected to stick around after the EHR goes live?

Refer to the response to Question #6.

23. KPMG Section 5.2.2.2

For each capability identified in Section 5.2.2.2, does the Department prefer respondents to describe the capability strictly as available today in the proposed certified production version, or may respondents also identify committed roadmap capabilities? If roadmap functionality may be included, please specify how the Department would like respondents to distinguish generally available, contracted/committed, and future roadmap functionality.

The Respondents may provide information regarding current capabilities and future roadmap capabilities.

Respondents should clearly distinguish functionality that is currently generally available from functionality that is committed, planned, or otherwise included on a future product roadmap.

24. KPMG

Would the State consider extending the submission deadline to September 30, 2026?

Please see the updated Response deadline Addendum Change No. 1.

25. Concourse

Please confirm whether the proposed solution in a future solicitation must hold complete ONC certification under a specified certification edition, or whether DCF would accept a solution assembled from ONC-certified modules and integrated third-party

The proposed Enterprise EHR system must be ONC-certified. Respondents proposing a solution incorporating certified modules or integrated third-party components should identify the ONC certification applicable to the proposed clinical EHR, the certified modules or criteria included, any limitations or dependencies, and the role of each integrated

PMT-08 9 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response components that collectively satisfy the required criteria.

component. Specific certification requirements applicable to any future procurement will be established in the future solicitation.

26. Concourse

Please identify the current EHR, pharmacy, incident-management, document-management, and other legacy systems used at each facility, together with the approximate number of patient records, historical years, structured-data volume, document/image volume, and required migration or archival scope.

Refer to the response to Question #6.

27. Concourse

For planning and pricing purposes, can DCF provide estimated named and concurrent user counts by facility and role, and clarify which of the 3,720 listed positions are expected to access the EHR?

Refer to the response to Question #10.

28. Concourse

For TouchPoint medication carts, MealSuite, ClinLab/LabCorp, E- FORCSE, courts, point-of-care devices, and other state systems, please identify the deployed product versions, available interface standards or APIs, existing interface documentation, and the party expected to bear third-party interface or vendor-cooperation fees.

Refer to the response to Question #6.

29. Concourse

Please provide DCF’s target sequencing and go-live timeframe for the three facilities and identify any mandatory hosting, Florida data-residency, cloud-authorization, cybersecurity-assessment, recovery-time, recovery-point, or independent-

Refer to the response to Question #6.

PMT-08 10 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response audit requirements that respondents should incorporate into their recommended architecture and budget.

30. OutSystems

Does the Department require the proposed prime solution itself to hold ONC certification, or may a Respondent propose a modular architecture in which the clinical EHR is ONC-certified and supporting workflow, integration, mobile, reporting, and user-experience components are provided by other platforms?

Refer to the response to Question #25.

31. OutSystems

Which specific ONC certification edition, certification criteria, and certified modules does the Department anticipate requiring in a future solicitation?

Refer to the response to Question #25.

32. OutSystems

Will ONC certification be a mandatory pass/fail requirement, an evaluated preference, or an informational consideration?

Refer to the response to Question #25.

33. OutSystems

Does the Department prefer a single EHR product, or will it consider a best-of-breed solution incorporating an EHR, pharmacy system, integration platform, enterprise master patient index, analytics platform, and configurable workflow/application platform?

The Department prefers a single Enterprise EHR product and will consider either approach. Respondents should clearly identify all proposed products, integrations, third-party dependencies, and licensing requirements.

34. OutSystems Which current EHR, pharmacy, incident-management, scheduling, document-management, and facility-

PMT-08 11 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response management systems are operating at each of the three facilities?

35. OutSystems Which existing systems does DCF expect to replace, retain, or integrate with the new EHR?

Refer to the response to Question #6.

36. OutSystems

Can DCF provide anticipated named-user and concurrent-user counts by facility and user type, rather than staffing-position totals?

Refer to the response to Question #10.

37. OutSystems

What percentage of users will require full clinical functionality versus limited workflow, documentation, reporting, administrative, or read-only access?

Refer to the response to Question #6.

38. OutSystems

What historical-data volumes exist at each facility, including structured clinical records, pharmacy records, scanned documents, images, attachments, and audit history?

Refer to the response to Question #6.

39. OutSystems

How many years of historical information must be converted into the production EHR, and how much may remain in a read-only archive?

Refer to the response to Question #6.

40. OutSystems

What integration methods and interface documentation are currently available for TouchPoint medication carts, MealSuite, ClinLab, LabCorp, E- FORCSE, court systems, and other DCF platforms?

Refer to the response to Question #6.

41. OutSystems

Does the Department currently operate an enterprise interface engine, API-management platform, health-information exchange connection, or master patient index?

PMT-08 12 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

42. OutSystems

Which integrations must be real-time and bidirectional, and which may operate through scheduled or batch exchanges?

Refer to the response to Question #6.

43. OutSystems

Does DCF require a specific hosting model, cloud provider, geographic data location, Florida State Data Center connection, or disaster-recovery location?

Refer to the response to Question #6 and #161.

44. OutSystems

Are mobile workflows expected to function during Wi-Fi or network outages, particularly for observation checks, medication administration, and incident reporting?

Refer to the response to Question #6.

45. OutSystems

Does DCF anticipate providing Department-managed mobile devices and barcode scanners, or should Respondents include devices, mobile-device management, and wireless infrastructure?

Refer to the response to Question #6.

46. OutSystems

Which clinical terminology, drug knowledge, medication decision-support, evidence-based assessment, and clinical-content subscriptions are currently licensed or expected to be provided by the vendor?

Refer to the response to Question #6.

47. OutSystems

Is DCF seeking a native inpatient pharmacy-management system, or may the EHR integrate with a separate pharmacy application?

The Department is seeking native inpatient pharmacy-management functionality and will consider either approach.

48. OutSystems What are the required response times, escalation rules, and documentation intervals for seclusion, restraint, face

PMT-08 13 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response checks, and special observation levels?

49. OutSystems

Which CMS, DOJ, AHCA, SAMHSA, Joint Commission, and CARF reports are currently produced, and can DCF provide representative samples or specifications?

Refer to the response to Question #6.

50. OutSystems

What consent management, data segmentation, redisclosure, and break-the-glass requirements does DCF anticipate for 42 CFR Part 2 information?

Refer to the response to Question #6.

51. OutSystems

Will DCF consider phased implementation beginning with common enterprise capabilities, followed by facility specific clinical and forensic workflows?

Yes. Respondents may recommend a phased implementation approach and sequencing that they believe would best support implementation across the three SMHTFs. The Response should identify the proposed phases, sequencing, major milestones, dependencies, risks, and estimated duration.

52. OutSystems

Is there an anticipated implementation deadline, appropriation period, or required facility sequencing that Respondents should use for planning estimates?

No.

53. OutSystems

Does the Department expect the future contractor to provide clinical informaticists, pharmacy specialists, behavioral-health experts, forensic workflow specialists, and organizational change resources?

Refer to the response to Question #6.

54. OutSystems

May Respondents provide alternative pricing scenarios for example, a full-suite EHR model and a modular EHR-plus-platform model?

Yes.

PMT-08 14 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

55. Streamline Healthcare

The RFI notes that the SMHTFs currently utilize a varying mix of EHR services, manual processes, DCF IT systems, and multiple standalone systems. In addition to the systems specifically identified in the RFI (ClinLab, LabCorp, MealSuite, TouchPoint medication carts, and E- FORCSE), please identify the current EHR, pharmacy management, medication administration, incident management, patient scheduling, document management, reporting/analytics, and other major systems currently in use at each

SMHTF.

Refer to the response to Question #6.

56. Streamline Healthcare

Please clarify whether patient billing, claims submission, eligibility verification, remittance processing, and other revenue cycle management functions are in scope for the future EHR initiative. If so, please describe the current billing model and any existing systems or third-party services supporting these functions.

Refer to the response to Question #6.

57. Streamline Healthcare

Please identify the legacy systems expected to have data migrated to the future EHR and any systems expected to remain available for historical access after implementation.

Refer to the response to Question #6.

58. Streamline Healthcare

For pricing and implementation planning, what historical data scope should respondents assume for migration (e.g., active patients only, a defined number of years, full patient history, scanned documents, images, PMT-08 15 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response pharmacy history, legal/forensic records, and administrative records)?

59. Streamline Healthcare

Are respondents expected to include services related to legacy data extraction, mapping, validation, archive creation, and decommissioning as part of their estimated project scope and budget assumptions? Please clarify the anticipated responsibilities of the Department, legacy vendors, and the selected EHR vendor during these activities.

Refer to the response to Question #6.

60. Streamline Healthcare

The RFI provides staffing figures for planning purposes but notes they do not necessarily represent named users, concurrent users, authorized positions, filled positions, or EHR users. For pricing purposes, what estimated named user and prescriber counts should respondents assume?

Refer to the response to Question #10.

61. Streamline Healthcare

Do temporary, agency, contracted, student, legal, court, pharmacy, or external provider users require access to the EHR?

Refer to the response to Question #6.

62. Streamline Healthcare

The RFI states that all three SMHTFs operate on-site pharmacies that purchase medications in bulk. Are these pharmacies internally managed by DCF, operated through a contracted pharmacy provider, or managed through another model?

Internally managed by DCF.

63. Streamline Healthcare If a contracted pharmacy provider operates them, who is the provider? Refer to the response to Question #62.

PMT-08 16 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

64. Streamline Healthcare

What pharmacy management system does each SMHTF currently use, and is the Department seeking to replace the pharmacy system, integrate with the existing pharmacy system, or evaluate either approach?

Refer to the response to Question #6.

65. Streamline Healthcare

Should respondents assume real-time integration is required among the EHR, pharmacy management system, medication carts, barcode medication administration workflows, and inventory systems?

Yes.

66. Streamline Healthcare

The RFI references TouchPoint medication carts. Please identify the TouchPoint model(s) currently in use, the number of carts by facility, and whether bidirectional integration is expected for orders, pulls, returns, wastes, overrides, drawer mapping, replenishment, and audit trails.

Refer to the response to Question #6.

67. Streamline Healthcare

Do the SMHTFs use a drug knowledge base, medication formulary tool, wholesaler system, or controlled substance tracking system that must be integrated with the future EHR?

Refer to the response to Question #6.

68. Streamline Healthcare

The RFI states that ClinLab is the current LMS and that tests not performed on site are sent to Labcorp with integration between ClinLab and Labcorp. Are lab orders and results expected to flow bidirectionally between the EHR and ClinLab, and separately between the EHR and Labcorp, or will ClinLab remain the intermediary for Labcorp?

PMT-08 17 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

69. Streamline Healthcare

What POCT devices are currently used across the SMHTFs, including device type, brand, model, approximate number of devices, and whether interfaces are centrally managed or facility-specific?

Refer to the response to Question #6.

70. Streamline Healthcare

Which radiology providers or imaging systems require integration with the EHR, and should respondents assume order entry, results receipt, imaging links, or PACS integration?

Refer to the response to Question #6.

71. Streamline Healthcare

Please confirm the expected MealSuite integration scope, including facilities in scope, real-time versus batch exchange, and whether the exchange is one-way or bidirectional for patient demographics, diet orders, diet changes, allergies, dietary restrictions, meal selections, and consumption data

Refer to the response to Question #6.

72. Streamline Healthcare

The RFI references the ability to link or integrate external records and documentation (External Documentation and Record Linking).

Please clarify the scope of this requirement. Specifically, should respondents assume support for:

Attachment and storage of external documents within the patient record;

Health Information Exchange (HIE) access and data consumption;

Court system integration and related document/data management;

PMT-08 18 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

External provider record integration and exchange; or A combination of the above.

Understanding the intended scope is important because the implementation approach, interface requirements, and pricing assumptions vary significantly depending on whether DCF is seeking document management capabilities, HIE connectivity, court system integration, external provider record exchange, or a combination of these functions.

73. Streamline Healthcare

The RFI references assignment of therapeutic classes based on treatment plans, along with attendance, participation, and progress tracking. Please describe how these activities are recorded today and whether respondents should assume that the future EHR will serve as the system of record for therapeutic programming or integrate with an existing therapeutic programming, scheduling, or activity-tracking solution.

If an existing system is used for therapeutic programming, please identify the system and indicate whether integration, replacement, or coexistence is anticipated.

Refer to the response to Question #6.

74. Streamline Healthcare

The RFI references transportation management as part of patient scheduling and service workflows.

Please identify whether these

PMT-08 19 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response functions are currently managed in an existing system and, if so, whether respondents should assume integration with that system or replacement of the functionality within the future EHR.

75. Streamline Healthcare

The RFI asks vendors to support court-ordered and forensic workflows, including competency restoration, legal holds, court orders, and forensic commitment status. Are court orders currently received electronically, by paper, by fax, through a portal, or through a state/court system?

Court orders are currently received electronically, by paper, by fax, through a state or court system, or through a combination of these methods.

76. Streamline Healthcare

Does the Department expect integration with any Florida court systems or justice-related systems for court orders, legal status updates, evaluation orders, competency restoration status, discharge authorization, or related documents?

Refer to the response to Question #6.

77. Streamline Healthcare

For budgeting and planning purposes, how many interfaces or bidirectional exchanges should respondents assume for courts, radiology providers, state systems, laboratories, pharmacies, and other external partners?

Refer to the response to Question #6.

78. Streamline Healthcare

Are any interfaces expected to be real-time, or is batch processing acceptable for some data exchanges?

Refer to the response to Question #6.

79. Streamline Healthcare

The RFI references compliance with CMS, The Joint Commission, SAMHSA, DOJ, CARF, AHCA, and other regulatory reporting

PMT-08 20 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response requirements. Beyond these generally applicable requirements, are there facility-specific, state-specific, forensic, competency restoration, patient safety, quality reporting, operational reporting, data submission, or other reporting obligations unique to the SMHTFs that respondents should consider when developing implementation plans and budgetary estimates?

80. Streamline Healthcare

Are there existing report formats, extract specifications, dashboards, or data submission templates that vendors should review when preparing pricing and implementation assumptions?

Refer to the response to Question #6.

81. Streamline Healthcare

Does the Department currently maintain a data warehouse, data lake, or reporting environment that the future EHR must feed? If yes, what formats, refresh schedules, and data domains should respondents assume?

Refer to the response to Question #6.

82. Streamline Healthcare

Are there known staffing constraints, facility-specific readiness factors, or operational dependencies that should be considered in implementation sequencing?

Refer to the response to Question #6.

83. Streamline Healthcare

What level of on-site support is expected during discovery, workflow design, testing, training, go-live, and stabilization?

Refer to the response to Question #6.

84. Streamline Healthcare Does the Department expect respondents to provide direct end-

PMT-08 21 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response user training for all users, a train-the-trainer model, a super-user model, or a blended approach?

85. Streamline Healthcare

Does the Department have an anticipated timeframe for the release of a future EHR solicitation or Request for Proposal (RFP)? While we understand the Department may still be evaluating options through this information-gathering process, any preliminary timeline information would help respondents plan resources and estimate implementation assumptions.

No.

86. Juno Health

Does DCF intend to standardize EHR usage across each of the 3 facilities, or do they anticipate some facility-based variance/independence?

The Department intends to standardize Enterprise EHR usage across the three facilities while allowing appropriate configuration for facility-specific clinical, forensic, and operational requirements.

87. Juno Health

Does DCF envision an organization structure of DCF at the top level and then each facility below it (FSH, NEFSH, and NFETC) so that data can be viewed at the DCF level across all facilities?

Refer to the response to Question #6.

88. Juno Health

Are SME’s from one facility able to help mentor SME’s from another facility to support the implementation process?

Refer to the response to Question #6.

89. Juno Health

Will DCF have a governance committee in place to assist in timely decision making for EHR related questions that impact all facilities?

Refer to the response to Question #6.

90. Juno Health Will DCF lead Organizational Change Management (OCM) efforts with input, support, and management of

PMT-08 22 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response communications/decisions with the vendor taking on the role of advisor and coordinator?

91. Juno Health

What legacy systems at NEFSH will require data migration? Please specify number of unique patient records, data format, and number of years of data.

Refer to the response to Question #6.

92. Juno Health

What legacy systems at NFETC will require data migration? Please specify number of unique patient records, data format, and number of years of data.

Refer to the response to Question #6.

93. Juno Health What legacy systems at NEFSH will remain in use with interfaces to the new EHR solution?

Refer to the response to Question #6.

94. Juno Health What legacy systems at NFETC will remain in use with interfaces to the new EHR solution?

Refer to the response to Question #6.

95. Juno Health

Are all clinical staff at the NEFSH using an EHR to chart, create treatment plans, and enter orders today or is work done on paper and data entered subsequently by admin support/medical records users?

Refer to the response to Question #6.

96. Juno Health

Are all clinical staff at the NFETC using an EHR to chart, create treatment plans, and enter orders today or is work done on paper and data entered subsequently by admin support/medical records users?

Refer to the response to Question #6.

97. Juno Health Are all registrations, referrals, and admission/discharge/transfers at NEFSH entered electronically today in

PMT-08 23 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response real time or is the data entry done at a later time?

98. Juno Health

Are all registrations, referrals, and admission/discharge/transfers at NFETC entered electronically today in real time or is the data entry done at a later time?

Refer to the response to Question #6.

99. Juno Health

Are there any enhanced privacy requirements for substance abuse treatment data management within the DCF service lines?

Refer to the response to Question #6.

100. Juno Health

Can DCF clarify the Medication Exception Request (MER) requirement (5.2.2.2.6.1.4.)? Is this related to ordering non-formulary medications or for management of variance between pharmacy inventory/dispense history and nurse medication administration records (missing dose/dose variance), or something else?

Refer to the response to Question #6.

101. Netsmart Do the SMHTFs use a billing or revenue cycle management system?

If so, which system?

Refer to the response to Question #6.

102. Netsmart

Is a billing/revenue cycle management system in the scope of this RFI? If so, can you provide an estimate of transactions in a month? Number of claims generated per month?

103. Netsmart 5.2.2.1.7 Please explain the use of “Surgical” in the requirement. Do the SMHTFs provide surgical type of services at the

PMT-08 24 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response facilities? If so, can you describe these services?

104. Netsmart 5.2.2.2.19.2 Please provide an estimate of historical documents in a number of pages.

Refer to the response to Question #6.

105. Netsmart 5.5.5.5.11.2

Can you provide a list of state systems the EHR is expected to exchange data with (Pharmacies, radiology providers, and state Systems)

Refer to the response to Question #6.

106. Netsmart 5.2.2.2.11.3 “Integration and data sharing with SMHTFs systems” Please provide a list and idea of format.

Refer to the response to Question #6.

107. Netsmart 5.2.2.2.11.4 Please provide a list of POCT devices. Refer to the response to Question #6.

108. Netsmart 5.2.2.2.11.2

Please explain the workflow or data flow of the EHR exchanging data and vice versa with the courts. Is the EHR expected to ingest court data?

Refer to the response to Question #6.

109. Netsmart 5.2.2.2.6.4 Do pharmacy staff fill the TouchPoint Medication carts? Yes.

110. Netsmart 5.2.2.2.6.4 How many medication carts do the SMHTFs use? Refer to the response to Question #6.

111. Netsmart 5.2.2.2.6.4 What model(s) of TouchPoint Medication carts are used? Refer to the response to Question #6.

112. Netsmart 5.2.2.2.10 What types of labs are conducted at the SMHTFs or onsite? Refer to the response to Question #6.

113. Netsmart 5.2.2.2.10

Does ClinLab receive results from LabCorp, and there for the interface for the EHR would only need to be with ClinLab? Or would the EHR need to connect to bothe ClinLab and LapCorp?

The Department anticipates that the Enterprise EHR will interface only with ClinLab, with ClinLab continuing to serve as the intermediary for LabCorp.

PMT-08 25 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

114. Netsmart 5.2.2.2.6 Is a pharmacy solution is scope with the EHR? Yes.

115. Netsmart 5.2.2.2.6

Which pharmacy system/solutions are the SMHTFs currently using? Is the State’s planning on retaining the current pharmacy system with a potential new EHR?

Refer to the response to Question #6.

116. Netsmart 5.2.2.2.6

Please describe the current pharmacy and legacy EHR workflow and integration. With the new EHR, does DCF envision changes or improvements to the current setup?

If so, how?

Refer to the response to Question #6.

117. Netsmart 5.2.2.2.6 How many clinicians have prescribing rights at all 3 of the SMHTFs? Refer to the response to Question #6.

118. Netsmart 5.2.2.2.19 What types of data is the State planning on migrating from the legacy

EHR?

Refer to the response to Question #6.

119. Netsmart 5.2.2.2.19

Is a true data archive within the scope of the EHR project? Or is this section referring to the conversion of the incumbent EHR(s)?

Refer to the response to Question #6.

120. Netsmart Are the three facilities expected to use one standardized workflow model, or will workflows vary by facility?

Refer to the response to Question #6.

121. Netsmart Are there known data-quality, duplicate-patient, or master-patient-index issues today?

Refer to the response to Question #6.

122. Netsmart Does DCF prefer phased rollout by facility, by module, or a big-bang approach?

PMT-08 26 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

123. Netsmart Can DCF provide a list of required interfaces, owners, standards, and current vendors?

Refer to the response to Question #6.

124. Netsmart

Please identify each legacy system and data repository included in the conversion or archival scope. For each, provide:

o System and vendor o Facility or facilities supported o Database technology and hosting model o Approximate database and document-storage volume o Available years of history

Refer to the response to Question #6.

125. Netsmart

May respondents assume that conversion into the new EHR will be limited to active patients, up to seven years of historical data, and information required for continuity of care and operation of the new system? If not, please identify the patient population and historical period the Department expects to be converted.

126. Netsmart

Which information must be available as operational data within the new EHR at go-live, and which information may remain available through an archive or legacy-access solution?

Please address, at minimum:

PMT-08 27 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response o Demographics o Admissions, transfers, leaves, and discharges o Diagnoses, allergies, and problems o Medication orders and medication history o Clinical notes and assessments o Treatment plans o Laboratory results o Legal and forensic information o Scanned documents, images, and attachments o Billing and financial information o Security and audit history

127. Netsmart

For each legacy system, will the Department and incumbent vendor provide usable data extracts or database access, data dictionaries, file layouts, document indexes, sample data, and technical assistance? If not, should respondents include the responsibility and cost for discovering, interpreting, and extracting the legacy data?

128. Netsmart Does the Department expect legacy information to be migrated as recorded, or should respondents

PMT-08 28 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response include patient matching, deduplication, cleansing, code normalization, and transformation to the new EHR’s data structures?

129. Netsmart

What conversion cycles and legacy-system synchronization should respondents assume? Please identify:

o Number of test or mock conversions o Final production conversion o Facility implementation sequence o Required synchronization or delta updates through go-live o Acceptable conversion downtime

Refer to the response to Question #6.

130. Netsmart

For information not converted into the new EHR, what post-go-live access approach does the Department expect?

o Continued read-only access to the existing systems o Searchable vendor-neutral archive o Complete database archive o Static files or reports o Another approach or combination Please also identify the required retention period and the searches, PMT-08 29 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response reports, printing, exports, audits, legal requests, and patient-record retrieval the solution must support.

131. Netsmart

Please identify the expected division of responsibility among the Department, the EHR respondent, the migration or archive provider, and incumbent vendors for:

o Source-data extraction o Mapping and transformation decisions o Source-data correction o Patient matching and deduplication o Conversion and archive validation o Final acceptance o Archive hosting and support o Legacy-system decommissioning

Refer to the response to Question #6.

132. Netsmart

If complete source-system information cannot be provided during the RFI, may respondents provide scenario-based planning ranges using clearly stated conversion, volume, archival, and third-party assumptions, subject to refinement following source-data discovery?

PMT-08 30 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

133. Meridian Ref. Section

Would the Department describe the clinical systems currently in production at each of the three SMHTFs, and indicate whether the Enterprise EHR contemplated by this RFI is intended to replace those systems entirely, to extend an existing solution, or to interoperate with a solution already in place at one or more facilities?

Refer to the response to Question #6.

134. Meridian Ref. Section

Would the Department make available to Respondents a current inventory of the applications, servers, and interfaces in use at the SMHTFs, either as an addendum to this RFI or in a subsequent solicitation? Beyond the systems named in Section 5.2.2.2

— TouchPoint medication carts, MealSuite, ClinLab, LabCorp, and E- FORCSE — we would particularly like to understand whether radiology/PACS, dental, telepsychiatry, credentialing, learning management, or physical security systems are expected to remain in place and require interfaces.

Refer to the response to Question #6.

135. Meridian

Ref.

Sections

5.2.2.2.19 and

5.2.2.2.19.5

For systems to be retired, would the Department indicate which categories of historical data must be live and computable in the new system at go-live — for example prior admissions and legal status history, restoration attempts, restraint and seclusion history, and allergy and adverse reaction history — as distinct from data that may be retained in a read-only archive? Would the Department

PMT-08 31 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response also indicate the minimum number of years of historical data it expects to be live and computable at go-live, as distinct from accessible in a read-only archive? Relatedly, would the Department indicate whether it would obtain and provide data extracts and data dictionaries from incumbent system vendors, or whether the Respondent would be expected to negotiate that access directly?

136. Meridian Ref. Section

The bed capacities in Section 4 are each marked “Projected.” Would the Department clarify (a) the current licensed and staffed bed capacity at each facility as of the RFI release date; (b) the planning horizon over which the projected capacity is expected to be reached; and (c) whether the projected figures include the Developmental Disabilities Defendant Program beds located on the Chattahoochee campus?

Refer to the response to Question #6.

137. Meridian Ref. Section

Direct Care staff comprise 1,384 of the positions listed across the three facilities — the largest single category, and the staff who perform and document observations, face checks, and therapeutic programming participation. Would the Department describe how those staff document that work today, whether on paper, at shared unit terminals, or otherwise, and indicate whether the Department expects them to hold individual accounts and to authenticate

PMT-08 32 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response individually at the point of care? We would also welcome the Department’s view on the Education, Facility Operations, and Security categories, and the general scope of access anticipated for each.

138. Meridian Ref. Section

Are the three Department-operated SMHTFs the complete scope of the Enterprise EHR, or does the Department anticipate extending the solution to its contracted forensic and civil treatment facilities in a future phase? Relatedly, would the Department confirm that a single individual’s record is expected to persist across changes in legal status and transfers between facilities, so that civil, forensic, and step-down episodes form one continuous clinical history?

Refer to the response to Question #6.

139. Meridian Ref. Section

The inpatient services list in Section 4 does not reference billing, claims submission, cost reporting, or resident trust fund accounting. Would the Department confirm whether any revenue cycle or resident trust fund functions are within the scope of the Enterprise EHR, or whether those functions are and will remain served by other Department systems?

Refer to the response to Question #6.

140. Meridian

Ref.

Sections 5.2.2.1.2 and 5.2.2.1.7

Sections 5.2.2.1.2 and 5.2.2.1.7 ask about experience with facilities “comparable to the SMHTFs.” Would the Department indicate how it evaluates comparability — for example by bed count, acuity, Yes. The Department considers all of the factors identified in the question relevant when assessing comparability.

PMT-08 33 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response average length of stay, public-sector operation, forensic census, multi-facility enterprise scope, or another basis? Understanding the Department’s view would help Respondents present their experience in the terms most useful to the Department’s assessment.

141. Meridian

Ref.

Sections 5.2.2.1.2 and 5.2.2.1.9

Would the Department accept a Response from a team comprising a prime Respondent and one or more subcontractors, and if so, would the experience and qualifications of subcontracted team members be considered in evaluating the Respondent’s experience under Sections 5.2.2.1.2, 5.2.2.1.7, and 5.2.2.1.9?

Yes.

142. Meridian Ref. Section 5.2.2.1.6

Section 5.2.2.1.6 requests the current ONC certification status of the proposed solution. Would the Department clarify at what point certification and listing on the Certified Health IT Product List is expected — at the time of RFI response, at the time of any future proposal submission, at contract award, prior to go-live, or as an evaluated but non-mandatory preference? Would the Department also indicate which certification criteria under 45 CFR

170.315 it considers material to an inpatient psychiatric setting, so that Respondents may describe their conformance against the criteria the Department actually values?

The Department would like to know the Respondent’s current certifications and any future certifications that are planned. ONC certifications must be current and maintained for any future solicitation.

PMT-08 34 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

143. Meridian Ref. Section 5.2.2.1.8

Would the Department confirm whether each facility holds a Medicare certification and, if so, whether that certification extends to the full facility or to a distinct part only? Section

5.2.2.1.8 also references reporting requirements established by CMS, The Joint Commission, SAMHSA, DOJ, CARF, AHCA, “and other applicable entities.” Would the Department enumerate the specific recurring reports it expects the solution to produce, or confirm that a reporting inventory will be provided in a subsequent solicitation?

Refer to the response to Question #6.

144. Meridian

Ref.

Sections 5.2.2.2.1 and 5.2.2.2.16.3

Does the Department expect the Enterprise EHR to generate, populate, route, and version-control the Department’s CF-MH form set natively? If so, would the Department confirm whether form templates and their revision histories would be supplied by the Department, and what turnaround it would expect for form updates following a rule amendment?

Given that the form set is periodically revised, the ability of Department staff to deploy a revised form without vendor involvement may be a material requirement, and we would welcome the Department’s view.

Refer to the response to Question #6.

145. Meridian

Ref.

Se…