Attachment 10 - eHR Requirement Traceability Matrix.xlsx
XLSX spreadsheet 550 KB Posted
- Attached to
- Detention Services (Denver AOR) Federal contract opportunity
- Solicitation number
- 70CDCR21R00000002
- Issued by
- Immigration and Customs Enforcement
About this file
This document outlines requirements for comprehensive contract detention and transportation services for the Denver, Colorado area of responsibility. Key details include housing an estimated population of 1,360 males, females and transgenders in high, medium and low custodial settings across multiple facilities. The solicitation was issued by Immigration and Customs Enforcement seeking these services through January 2027 with four one-year option periods. The response due date is not provided.
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RTM document Req ID # Requirement Statement Functionality Revised Statement Comment/Interpretation and Clarifications Required Verification Status (OPEN/CLOSED) Status Comment (See NOTE Column if detail) Target IOC/
FOC/
| NA | Testing | ||
| Team | TT Group | HARRIS Testing | Verification |
Test Methods * (A)analysis, (D)emonstration, (I)nspection,
| (T)est | Pass/Fail | FOC UAT Pass/Fail | FOC UAT NOTE | Harris Disposition of FOC UAT Results (6/20/14) | Additional Information | |
| (Provided by IGSA for operational context for some features) | Desired Features: |
Primary = 1 Secondary = 2 Tertiary = 3
| Other = 4 | Is this feature being offered within the Base Period - operational in all sites within 12 months of contract award? | Reference material: | |||||||||||||
| If the feature is offered within the Base Period and is part of an existing product you may provide a reference to an area within a product manual? (This will be informational only and will not be considered in the evaluation process) | Status | Sprint | Rank/ Priority | Release # | Req’t Source and Section # | Design Element Reference and Element # (Design Document Reference/Section) | Physical Software Module Name | Notes | Comments/Approach | RTM Issue | Delivery Event Change from RTM 1.2 (Working Column) | FRD RESPONSE (Working Column) | RTM 1.2 (Working Column) | Suggested Workflow Bucket (Working Column) | Test/Demonstration comments (Working Column) |
| 1.0 | 1.0 GENERAL REQUIREMENTS | 1.0 GENERAL REQUIREMENTS | |||||||||||||
| GR.1.1 | Supports applicable directives of the National Interoperable Electronic Health Record and support exchange of information as directed by the Office of the National Coordinator of Health Information Technology (ONC-HIT), Department of Health and Human Services (DHHS). Addresses compliance in management approach | 1.0 GENERAL REQUIREMENTS | Analysis | ||||||||||||
| GR.1.2 | Maintains certification from a HIT certifying body recognized by ONC-HIT supporting compliance with Health Information Technology Standards Panel (HITSP) and Health Information Exchange (HIE) standards | 1.0 GENERAL REQUIREMENTS | Inspection | ||||||||||||
| GR.1.3 | Manage the Care Provided to Detainees while in custody at immigration and Customs Enforcement Facilities meeting all "meaningful use" healthcare quality initiatives set for in the High Tech Act, the American Recovery and Reinvestment Act (ARRA) and the Affordable Healthcare Act. | 1.0 GENERAL REQUIREMENTS | Inspection | ||||||||||||
| GR.1.4 | Utilizes medical industry standards for orders, encounters, clinical coding, test results, medical documentation and medical decision support for all systems and subsystems. | 1.0 GENERAL REQUIREMENTS | Inspection | ||||||||||||
| GR.1.5 | Meet specialized requirements of a correctional environment applying advanced technology to streamline medical processing of detainees. | 1.0 GENERAL REQUIREMENTS | Inspection | ||||||||||||
| GR.1.6 | Support Efficiency, Risk Management and Quality Assurance and Compliance in all systems deployments of all policies and standards in the ICE healthcare delivery system. | 1.0 GENERAL REQUIREMENTS | Inspection | ||||||||||||
| GR.1.7 | Ensures all systems clearly identify all entries that are part of the medical record at the point of entry to differentiate from parts not part of the medical record. User's must have a clear indication of what entries are part of the medical record and not. | 1.0 GENERAL REQUIREMENTS | Inspection | ||||||||||||
| GR.1.8 | All solutions (systems and sub-systems) deployed to support the EHR-S shall be integrated to support use of all sub-systems in a seamless manner (single sign on, mirrored roles and task based security, instantaneous availability, embedded links to other applications, etc.) such that there is only 1 medical record on each detainee (no duplicate records or medical information in separate records). | 1.0 GENERAL REQUIREMENTS | Inspection | ||||||||||||
| GR.1.9 | All solutions (systems and sub-systems) deployed to support the EHR requirements must use the same security processes set for in the Electronic Medical Record system. | 1.0 GENERAL REQUIREMENTS | Inspection | ||||||||||||
| GR.1.10 | All solutions (systems and sub-systems) deployed to support the EHR requirements must support data analysis and reporting across all subsystems and data obtained through interfaces. | 1.0 GENERAL REQUIREMENTS | Inspection | ||||||||||||
| GR.1.11 | All solutions (systems and sub-systems) deployed to support the EHR requirements must support single sign-on capability to prevent users from logging into separate systems for any task. | 1.0 GENERAL REQUIREMENTS | Inspection | ||||||||||||
| GR.1.12 | Support expansion of exchange of information to ensure continuity of information to expand the availability of complete medical records throughout the sites that are using the full capability of the EHR-S. | 1.0 GENERAL REQUIREMENTS | Inspection | ||||||||||||
| GR.1.13 | Provide a comprehensive testing capability for all systems and subsystems for field sites to use the system during development to provide feedback to system managers (configuration, etc). | 1.0 GENERAL REQUIREMENTS | Inspection | ||||||||||||
| GR.1.15 | Provide comprehensive logs for auditing purposes for all systems and subsystems, include all times, dates, creations, modifications, etc for every entry in the eHR) for field sites to use the system during development to provide feedback to system managers (configuration, etc). | 1.0 GENERAL REQUIREMENTS | |||||||||||||
| GR.1.14 | All systems must work together to ensure there is no additional medical risks occur in the transfer of information between systems. | 1.0 GENERAL REQUIREMENTS | Inspection | ||||||||||||
| 1.1 | 1.1 CORE - CLINIC SUPPORT | 1.1 CORE - CLINIC SUPPORT | |||||||||||||
| GR.1.1 | General Requirements (GR) for the Clinic Support Core Module) | 1.1 CORE - CLINIC SUPPORT | |||||||||||||
| GR.1.1.1 | Must provide comprehensive Graphical User Interface supportive of clinical (medical, mental health, dental) processes that provide all required information for each decision that will take place from that screen. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.2 | Apply a time stamp and user identification on each entry to lock the content and prevent the editing of the content after entry (editing and auditing purposes) to maintain the legal integrity of the medical record. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.3 | Provide the ability to identify specific functions to be signed at the end of each entry once the documentation is complete based on user role or specific user (to support oversight of inexperienced staff). | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.4 | Provide the ability to establish a standardized timeframe for all documentation to be finalized. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.5 | Provide the ability for individuals to request to change their own notes after completion, locking and digital signature. Show changes with a date and time stamp with changes, as an addendum, marking the original entry with strikethrough and highlighting the additions to the note to all users that view the medical record. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.6 | Provide the ability to add an addendum to an encounter highlighting what was added and the date/time and user adding the addendum. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.7 | Require all changes to prompt for a reason for the change to the documentation (error, wrong patient, duplicate). | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.8 | Record all access (view, edit, change) to any medical record by individual, role, date, time and provide the ability to view the history of the access. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.9 | Provide role based security based on staff type: Clinical Director, Psychiatrist, Physician, Health Services Administrator, Psychiatrist, Psychologist, Social Worker, Mental Health Nurses, Nurse Practitioner, Physician Assistant, Registered Nurse, Licensed Vocational Nurse, Certified Nursing Assistant, Medical Records, Administrative Assistant, Pharmacist, Pharmacy Technician, Dentist, Dental Assistant, and Hygienist. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.10 | Provide the ability to add roles to the role based security postures that are specific to ICE Health Service Corps (IGSA) operations where individuals user types can be granted access to each capability available in the system require. These user capabilities must be in addition to the capabilities of the roles they are from the standard roles within the industry as indicated in GR.1.1.9. Currently, these non-standard roles include: Infection Control Officer, Case Manager, Managed Care, Regional Medical Director, Regional Health Services Administrator, and Regional Dental Consultant | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.11 | Provide the ability for organizational leadership to define the activities that must be completed by specific staff types at the individual task level. Allow facilities to be more restrictive than the established role based security at the individual task level based on scope of practice, training, education and experience. Must customize (allow or deny) various activities based on local policy. Must be configurable by facility as the rules for coverage and assignments will vary between facilities. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.12 | Provide the ability for individuals holding key positions (HSAs, CDs, On call Providers) to designate other individuals who cover various tasks to effectively cover for another individual when unavailable. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.13 | Provide the ability to reference vital signs taken by another individual or another process in current documentation to allow reference in current progress note. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.14 | Prevent duplication of entry of any data during the varying major business processes that are already in the system to include: recent vital signs, diagnoses, procedures, interventions, orders, admissions/discharges, or other specific actions in the system. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.15 | Provide the ability to collect Nursing Minimum Data Set. http://www.nursing.umn.edu/ICNP/USANMDS/home.html | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.16 | Provides scanning of paper documents into the medical record with streamlined attachment to the correct medical record utilizing technology to prevent posting medical information to the incorrect medical record. (Examples: printed labels or cover sheets with digital recognition through scanning) | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.17 | Provide the ability to review each scan to validate the accuracy and completeness and move the scan to the appropriate record if accidentally posted to the wrong medical record. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.18 | Ensures each scanned document can be indexed by various parameters / meta data to include the type of document, date of entry, date of document, completeness of the document (additional information pending) and additional meta data. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.19 | Ensure each scanned document is incorporated into the flow of the full medical record based on the type of document, date of entry, or date of document indicating whether or not there are more documents pending. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.20 | If two records are created on a single detainee, specified users must have the ability to combine detainee medical records. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.21 | If the combine function was in error, must be able to revert back to separate records with the ability to separate each item added since the merge into their respective medical record. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | - | ||||||||||||
| GR.1.1.23 | Provides users access to all medical record information in chronological view with the ability to progress through the full medical record (including scanned images) presenting all information available in the medical record in a single view that scrolls chronologically. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.24 | Provide the ability to view a chronological list of by subsection of the medical record or category of medical information (lab tests, blood sugars, etc). | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.25 | Provide the ability to change the order of the full medical record or subsection view based on all available parameters. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.26 | Provides the ability to add fields, additional questions (to a standard list), data categories without modifying previous data recorded in the medical record. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.27 | Provides the ability track the Functions and Decision Support (Workflow, Alerts, Queries, Reports) that are impacted by any change in the configuration given to the users to modify. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.28 | After functions, questions or decision support (Workflow, Alerts, Queries, Reports) are changed through configuration, provide the ability to differentiate data required at the time the data was collected versus changes that occurred after the date the documentation was entered. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.29 | Provide the ability to retain all historical data that was used in clinical assessment to support any clinical decision at the time the decision was used. (Example: High risk ranges were different at the time of a previous clinical decision). | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.30 | Provide appropriate compliance analysis of performance of the application per screen and complete business processes . | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.31 | Provide appropriate design and safeguards to prevent the performance of system from degrading with high utilization, increase in patient data and addition of sites. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.32 | Provide the ability to receive, post and read medical images (Pictures, X-Rays) for electronic otoscope, dermatology into EHR from various TeleHealth devices for incorporation in the full medical record. It is acceptable to provide a link to the image through interoperability with a lower quality representation of the image and an appropriate annotation that the original image is stored in another location or system. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.33 | Provide the ability to receive, post and read results from medical diagnostic equipment that have the capability to download results directly into the EHR (vital signs monitor, echocardiogram, etc.) | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.34 | Provide a digital signature solution for all types of consent for treatment (initial consents, treatment plans, psychotropic medications, all refusals, patient histories, treatment plans, do not resuscitate) at all points of care (intake screening, sick call, pill line, encounters, SSU, Tele-Radiology, offline/remote). | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Test | ||||||||||||
| GR.1.1.35 | Provide the ability to document consents or refusals of any kind during all points of care (on-line and offline/remote) with specific focus on: pill line, lab draws, encounters, immunizations and special monitoring with an electronic signature. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.36 | Provide the ability for the detainee signing a consent or refusal electronically to review the entire document that is being signed (general consent or refusal, consent for psychotropic medications, consent for dental oral treatment, consent for dental endodontic treatment plans, periodontal, treatment plan, mental health treatment plans) such that detainees are able to see the document they signed with the electronic signature placed on the document. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.37 | Provide the ability for the nurse to defer to a refusal to another individual (nurse level, provider level, CD) based on demand (not available, bring to clinic, address language deficit through translator, provider level education required). | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.38 | Provides they ability to defer a refusal signature if a detainee is not available to sign or the provider recommends the detainee discuss the refusal with the primary provider. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.39 | Provide the ability to list all detainee refusals with a status of whether or not a refusal signature was obtained. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.40 | Provide the ability to present consent forms in various languages (http://www.vistawide.com/languages/top_30_languages.html) with the ability to document an interpreter identification number if used. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.41 | Provide the ability to notate an interpreter identification number of on any document or consent where an interpreter was used. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.42 | Provide an opportunity for two witnesses to sign on each electronic document and allow initial entry of a witness and the ability to quickly select the name after initial entry (correctional or ICE detention officers) | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.43 | Provide the ability for a non-EHR user to provide and sign their name if signing as a witness at the point of care. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.44 | Provide the ability select from a drop down list of non-EHR users that have previously signed as a witness for easy selection for future signatures. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.45 | Provide the ability to identify specific default EHR users or groups for individual processes. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.46 | Provide the ability to identify specific default Non-EHR users for individual processes (signature witness) | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.47 | After signature, place the physical electronic signature on the document that is signed by the detainee or witness and place in the medical record per industry standard signature requirements. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.48 | Provide the ability to sign consents and refusals at all healthcare delivery locations (Pill Line or Sick Call in offline/remote mode). | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.49 | Support collection of biometrics of the detainee during signature to improve the validation that the individual signed the form. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | - | ||||||||||||
| GR.1.1.50 | Provide the ability to show patients their mental health, dental history, dental treatment plans, nursing care plans and other treatment plans customized for each individual patient showing the detainee the complete treatment and apply a signature to the document for the patient to acknowledge their customized plan of care. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.51 | Provide the ability to print individual or several labels on a single patient for use in labeling medication bags, special equipment for transport, and other medical documentation for detainees. Prevent interchangeability between Patient Identification labels and all other labels that are generated for Medical processes (Example: Medical Supply, Laboratory Slips, Medications) | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.52 | For common tasks requiring Medical Supply labels (transfers with medications, intake screening, transfers with equipment), allow users to print a single label for detainees at all work areas (nurse station, intake, remote sick call) | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.53 | Provide the ability to print current common patient education statements to the detainee in the languages. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.54 | Provide the ability for the provider to be prompted to determine if a translator is required. When required, mandate that a translator number is entered by the user. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.55 | Provide the ability to configure system to collect answers to a defined list of questions required for various conditions and scenarios throughout the detention stay (facility arrival/intake, physical exam, chronic conditions, mental health, dental) | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.56 | Provide the ability to develop several lists of questions grouped in various manners (Intake Screening, Protocols, Sick Call, Mental Health Intake, Dental Intake) that would require the user document the responses by selecting from a standardized list of possible answers to the questions as indicated in medical and mental health practice to reduce or eliminate free text entries. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.57 | Provide the ability to link answers to defined question to trigger Clinical Decision Support (WBS 1.3.2 to 1.3.5, Reports, Queries, Alerts, Workflow) and Advanced Clinical Decision Support set forth 1.3.1 Clinical Decision Support. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.58 | Provide the ability to complete offline/remote documentation (mass influx, worksite enforcements) where access to the network may be available. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.59 | Provide the ability to select from common answers or responses using mouse, keyboard and touch screen. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.60 | Provide a comprehensive view of each set of questions and answers that includes the individual answers and the additional information entered by the provider (text). | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.61 | Provide the ability to review all "other" text entries (where allowed) to consider adding a standard answer or answers for the question to eliminate future text entries. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.62 | Provide the ability to prompt to answer each individual question separately with one click automatically prompting for an answer to the next question. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.63 | Provide the ability to indicate all negative responses to a set of questions with a prompt to validate that all questions were asked individually to meet standards of accrediting bodies. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.64 | Provide the ability to easily view and print a complete medical record ensuring providers can easily access all medical information available on the patient in chronological order without having to click or use separate screens to quickly go through the chart. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.65 | Provide the ability to produce a paper version of the medical record based on the design of the paper record for consistency of documentation, training and contingency planning | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.66 | Provides a historical list of encounters viewable on a contiguous screen for quick review of historical encounters without any additional mouse clicks. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.67 | Supports the use of algorithmic evidence based medicine guidelines and standards at all points of care as referenced in 1.3.1 of the Work Breakdown Structure, Clinical Decision Support. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.68 | Provides the ability to collect the information required by the selected algorithmic evidence-based clinical guidelines selected. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.69 | Provide the ability to require users to apply of specific decision support prior to proceeding to the next step. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.70 | Provide medical terminology spell check at any time within the EHR system. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.71 | Provide the ability to allow use of the approved abbreviations per IGSA policy and compliance with accrediting body standards. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.72 | Provide a baseline set of "hot keys" applicable to the medical industry that spell out in full text in the medical record to prevent the inclusion of prohibited abbreviations in the medical record per IGSA policy. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.73 | Provide the ability to use smart keys that enter all full information based on entering partial information (abbreviations, codes for common medical terminology, etc) during documentation process at all points of care. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.74 | Provide the ability for additional hot keys to be enter to the existing hot keys as approved by HQ IGSA. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | - | ||||||||||||
| GR.1.1.75 | Provide ability for providers (based on role based user rights) to add, remove and change an active problem list (diagnoses) on a detainee during all patient encounters. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.76 | Provide the ability to document several allergies on a single screen during all processes and at all points of care. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.77 | Provide a patient summary screen with demographic and custody information (date booked in, security level) and detailed medical information all conditions (current and historical), past encounters, future appointments, medication (active and historical), major milestones (physical exam) on a single screen. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.78 | Show the problem list (diagnoses) are presented to all providers on all screens for consideration throughout patient care. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.79 | Ensure the complete diagnosis history (current and historical) is visible to all EHR users. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.80 | Provide the ability to identify individuals that do not have allergies (No Known Allergies) after completion of the initial encounter at the facility that will no longer present when an allergy is entered by an EHR user. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.81 | Presents allergy information to all providers on all screens at all points of care for consideration by all providers. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.82 | Identifies all data collected as a part of the medical record is indicated to the user to separate from any non-medical record information such that all users are aware whether the information entered is included in the medical record.. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.83 | Provide the ability to allow individual fields to be identified as mandatory fields and prevent null values when necessary for all detainees. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.84 | Provide the ability to use drop downs with hot keys for standard responses available to allow for responses to be selected with single key stroke. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.85 | Support use of mouse, keyboard or touch screens for all entries depending on the preference of the user. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.86 | Provide the ability to setup terminology definitions for users to access during workflow. Must allow continuous updating from management module and maintain a history of changes over time. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Inspection | ||||||||||||
| GR.1.1.87 | Provide the ability to create bar coded identification wristbands with photographs and demographic information to be issued to each detainee that will be used for validating identity during medication administration and keep on person distributions. Wristbands must be tamper resistant and sturdy enough to handle detention wear. If deemed cost effective, issue wristbands for all detainees upon arrival that can be used will not need to be removed until released | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Test | ||||||||||||
| GR.1.1.88 | All EHR-S sub-systems must collectively share the same identification process to include bar code identification wrist bands streamline access the correct medical record. | 1.1 CORE - CLINIC SUPPORT (General Requirements (GR) for the Clinic Support Core Module) | Analysis | ||||||||||||
| Equipment | 1.1 CORE - CLINIC SUPPORT | ||||||||||||||
| GR.1.1.89 | Provide equipment for specified locations (examples: clinic rooms, remote clinic rooms, non-dedicated shared remote rooms, portable/offline/remote services) to support the use of all point of care capabilities of the EHR system. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.90 | All point of care devices must prevent penetration of any substances (liquid, fluids or solids) to specifically prevent transfer of bodily fluids and other medical substances. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.91 | Each point of care device must support being cleaned with varying liquid, spray and disposable towel disinfectant products without harming any aspect of the machine (screen, keyboard, mouse, docking station). | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.92 | Ensure all equipment meet all requirements of medical devices that apply to the use of equipment on a patient to provide patient care. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.93 | Provide equipment and application design to support for offline/remote access for areas where care is provided outside of clinic (intake, sick call in pods, pill call in pods, bus, plane, etc.) and is deemed feasible for offline/remote use. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.94 | Provide hardware to support download and continued documentation in the medical record that will sync upon return to network access. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.95 | Provide specialized mobile platforms/devices to ensure secure use of electronic in remote areas of correctional facilities. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.96 | Provide durable "mobile" platforms/devices with adequate storage capability and/or access to support offline/remote use of the system to support pill line to document the delivery of medication, general medical record queries and follow up action that may be required as a result of a patient interaction (referral to medical sick call follow up, claim made by a detainee that needs review. ) | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.97 | Provide equipment to secure the platform/devices to prevent an unauthorized individual from taking the device from its location. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.98 | Provide the ability to authenticate the user documenting the user that took the device and the date time removed and returned. | 1.1 CORE - CLINIC SUPPORT (Equipment) | Analysis | ||||||||||||
| GR.1.1.99 | Provide platform/devices suitable for use in a remote capacity to support medical operations at ICE Investigation worksite enforcement efforts, continuing care provider during evacuation of a facility and to support review and documentation of the care provided while in flight.. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.100 | For all platform/devices with battery capability for use in offline/remote periods, provide the ability hot swap batteries while the equipment is in operation without powering it down. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.101 | Provide high volume scanners (>200 pages per run) to expedite the scanning and information in bulk for action at a later time through workflow. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.102 | Provides the ably to index information at the time of scan to be used by EHR in prompt placement in the proper medical record | 1.1 CORE - CLINIC SUPPORT (Equipment) | Analysis | ||||||||||||
| GR.1.1.103 | Provide scanning and technology that uses appropriate technology to expedite posting of information into the appropriate chart (digital cover pages or labeling of each page with bar coding read by the scanning device ). | 1.1 CORE - CLINIC SUPPORT (Equipment) | Analysis | ||||||||||||
| GR.1.1.104 | Provide the ability for users to reset their password through email validation using a designated email system without an administrator. | 1.1 CORE - CLINIC SUPPORT (Equipment) | Inspection | ||||||||||||
| GR.1.1.105 | Ensure all times for the EHR-S should support 24-hour format (example: 23:35) | 1.1 CORE - CLINIC SUPPORT (Equipment) | Inspection | ||||||||||||
| GR.1.1.106 | Provide hardware required to capture signatures for the collection of a signature at any time for consent or refusal. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.107 | Automatically populate consent or refusal with appropriate detail based on the item that is being refused to include but not limited to: medication name, general care, intake screening, encounter and allow the user to select an alternative reason. | 1.1 CORE - CLINIC SUPPORT (Equipment) | Inspection | ||||||||||||
| GR.1.1.108 | Supports the placement of the signature visibly on the document that the individual reviews to ensure the detainee can see the placement of the signature on the document they are signing. | 1.1 CORE - CLINIC SUPPORT (Equipment) | Inspection | ||||||||||||
| GR.1.1.109 | Provide the use of biometric devices (fingerprint scan) to manage access to the system and expedite the entry into the medical record. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.110 | Supports use of the same biometric device to allows capture of a detainee fingerprint as a part of their signature on consent, refusals and care plan confirmation. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.111 | Provides printers print individual detainee labels to use in placing on property assigned to a specific detainee (examples: medication bags for transport, wheelchairs) | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.112 | Provide capability to change the print quality based on the type of document. | 1.1 CORE - CLINIC SUPPORT (Equipment) | Inspection | ||||||||||||
| GR.1.1.113 | Provide the ability to print to devices for information while in offline/remote mode while using the portable platform/device. | 1.1 CORE - CLINIC SUPPORT (Equipment) | Inspection | ||||||||||||
| GR.1.1.114 | Provide the ability to view digital images (pictures, DICOM X-rays, etc) posted to the medical record. | 1.1 CORE - CLINIC SUPPORT (Equipment) | Inspection | ||||||||||||
| GR.1.1.115 | Provide the ability to identify patients using all available resources for identification (examples: wristbands, RFID, enforce picture, biometrics,) during all points of care to ensure the two forms of ID is used on all patient interaction. | 1.1 CORE - CLINIC SUPPORT (Equipment) | Inspection | ||||||||||||
| GR.1.1.116 | Provide the ability to pull up a specified patient record using the available resources for identification. | 1.1 CORE - CLINIC SUPPORT (Equipment) | Inspection | ||||||||||||
| GR.1.1.117 | Require all data entered into the EHR system to be discrete data fields unless free text is the only way to provide adequate documentation. | 1.1 CORE - CLINIC SUPPORT (Equipment) | Inspection | ||||||||||||
| GR.1.1.118 | Use discrete data fields to the maximum extend across the entire EHR system minimizing the use of an "other" response when free-text is necessary. Allow the addition of common responses to eliminate the use of free text over time. | 1.1 CORE - CLINIC SUPPORT (Equipment) | Inspection | ||||||||||||
| GR.1.1.119 | Provide computerized drug storage cabinets (ADCs) devices that allow medications to be stored and dispensed near the point of care, while controlling and tracking drug distribution and ADC inventory (with the stock controlled by the Pharmacist and Pharmacy system). ADC systems must be linked to the EMR to support stat medications (for after hours medications, short stay unit medications and stat medication orders) by granting access to a single compartment (stocked after pharmacist validation) for the medications to ensure the correct medication is administered. Inventory management capability should ensure full accountability is maintained. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.120 | Provide Automated Medication Packaging Systems (AMPS) defined as computerized devices that package and label medications for dispensing. These devices package and label medications in single-unit, unit-dose, and multi-dose packets. Automated packaging and dispensing systems enable the organization to implement medication processes that improve patient safety by packaging medications and providing access to medications that ensure the five "Rs" (patient, strength, route, regimen, time) of medication administration reducing the medication error risks. In addition, these systems have been shown to reduce waste and diversion of medications, which in turn translate into cost savings. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.121 | Provide the ability to reconcile the inventory of medication within ADC, AMPS and the Pharmacy inventory on a recurring basis, complete the count and submit documentation for inspection.. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.122 | Provide Automated Medication Packaging Systems (APMS) that have a strong interface with the EHR system to accept medication orders from providers and nursing and fill the orders by packaging each medication with unit-dose | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.123 | Provide Automated Medication Packaging Systems (APMS) that have a strong interface with the EHR system to accept medication orders from providers and nursing and fill the orders by packaging each medication with unit-dose | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.124 | Provide the ability to receive accurate patient housing/bed location from jail management system prior to processing medications due to a pill line or provide the ability to manually enter the detainee housing and bed assignment for use in supporting various processes within the EHR specifically focused on finding the patient (Pill Line, Sick Call, Consent/Refusals, etc.). | ||||||||||||||
| 1.1 CORE - CLINIC SUPPORT (Equipment) | Analysis | ||||||||||||||
| GR.1.1.125 | Provide a graphical user interface intuitive to ADCs and APMS systems to support pharmacists and nurses in managing required site activities. | 1.1 CORE - CLINIC SUPPORT (Equipment) | Inspection | ||||||||||||
| GR.1.1.126 | Provide the ability to interface with the ADC and APMS system through a touch screen interface. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - | ||||||||||||
| GR.1.1.127 | Provide an ADC that supports at least 20 medication administrations per hour. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
Daugereau, Tara S: Daugereau, Tara S:
| GR.1.1.128 | Provide the ability to support high speed packaging of at least APMS 20 packages of medications per minute. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.129 | Provide the ability to package single-unit and patient specific unit-dose. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.130 | Provide the ability to package multiple medications within a single packet due to a specific patient at a specific time. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.131 | Provide the ability to customize the print information on the APMS packaging to include patient demographics, medications enclosed and a patient bar code. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.132 | Provide the ability to issue non-patient specific, single dose packaging with appropriate labeling identifying the medication for use in ordering and administering by nurses as supported by nursing guidelines (Tylenol, Motrin). | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.133 | Provide the ability to complete patient-specific administration for unit-dose and/or multi-dose packaging at a specific medication pass time using labeling available on the APMS packaging to complete the chronological contiguous medication administration due to the entire detained population. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.134 | Provide option on each APMS package to include patient demographics, housing unit, medication pass time, bar coding and medication description. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.135 | Provide option on each APMS package to include housing unit, medication pass time, bar coding and medication description for a specific patient based on a list of patients transferring, departing for court (or other off site obligation). | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.136 | Provide the ability to defer orders that require restocking for another batch without having to re-initiate the order. | 1.1 CORE - CLINIC SUPPORT (Equipment) | Inspection |
| GR.1.1.137 | Provide the ability to resume packaging any medications within a batch that needed to be deferred for a lack of adequate stock within the APMS machine. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.138 | Provide automated canister recognition ensuring there is no confusion with the medication canisters filled by pharmacy staff and preventing a canister from being placed in the wrong location. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.139 | Provide security systems in the APMS to prevent unauthorized access to restocking medications and dispensing medications. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.140 | Provide security systems in the APMS to allow super users to make needed adjustments to the system to support continuity of operation. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.141 | Provide the ability for a designated user to define authorized quantities of medications that can be dispensed based upon defined categories, e.g. after-hours, controlled substances, PRN, transfer, OTC, high-risk, and specific drugs. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.142 | Provide the ability to monitor stock and maintain lot number and expiration date tracking within the APMS and APS. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.143 | Provide the ability to utilize bar codes for loading APMS and all other steps in managing the APS inventory. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.144 | Provide the ability to track all restocking and dispensing transactions to include as applicable date, time, user, patient, drug, dose. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.145 | KOP medication preparation - Provide the ability for a user to select the AMPS to prepare/package medications in a chronological order contiguous strip of packets based on medication pass time specific, patient-specific (unit-dose and/or multi-dose), and housing location. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.146 | OTC medication preparation.- provide the ability for an authorized user to prepare/package medications AMPS to in a contiguous strip of packets based on patient-specific (unit-dose and/or multi-dose) parameters. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.147 | Bulk Stock medication preparation - Provide the ability for the user to be able to trigger AMPS to prepare/package medications in a contiguous strip of packets with all medications due to a detainee in the same or several packages. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.148 | After-hours, controlled substances, PRN medication Provide the ability for a user to trigger the AMPS to prepare/package medications limited to defined/authorized "after-hours, controlled substances, PRN" quantities, based on patient-specific (unit-dose and/or multi-dose) orders. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.149 | Provide the ability for users to select workflow from AMPS to prepare/package medications in a contiguous strip of packets based on patient-specific (unit-dose and/or multi-dose) and designation as "transfer" authorized medication parameters. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.150 | For the APMS, provide a hot swap packaging mechanism that slides out of the cabinet easily and can be replaced by IGSA personnel with an on-site back-up so that production will have minimal chance of being delayed while waiting for technical support and parts. | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
| GR.1.1.153 | Provide the ability to link medication bar coding for each APMS canister and associated medication within the system to prevent placement of the wrong medication in the canister . | 1.1 CORE - CLINIC SUPPORT (Equipment) | - |
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