ATTACHMENT_D_-_Core_Features_Solution.xlsx

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Attached to
Integrated Electronic Health Record (EHR) and Social Service Case Management System - Human Services ARPA
Solicitation number
23-0840-RFP
Issued by
Pinellas County, Clewiston City, Florida

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This document is an Attachment D Core Features Solution Functionality Response Chart for an Integrated Electronic Health Record (EHR) and Social Service Case Management System procurement by Florida's Human Services department, solicited through RFP #23-0840-P. The procurement seeks a comprehensive technology solution to enable proactive service delivery, community care coordination, program planning, and critical decision support across healthcare and social service domains. The proposed system must integrate electronic health record functionality with social service case management capabilities, supporting functions such as patient scheduling, billing, lab integration, e-prescribing, telehealth, document management, and comprehensive reporting across medical and social service environments.

The project is funded through ARPA (American Rescue Plan Act) resources and aims to create a unified, scalable platform that supports client management across multiple human service programs, primary care medical services, partner information exchanges, and predictive analytics. Key technical requirements include mandatory compliance with HIPAA, Section 508/ADA standards, support for diverse integration capabilities (including Oracle E-Business Suite, Granicus Legistar, Microsoft PowerBI, Everbridge, and ESRI ArcGIS), robust security features, role-based access controls, and the ability to support complex reporting needs including HRSA, UDS, and NCQA reporting formats. The solution must provide comprehensive functionality across electronic health records, social service case management, client self-service portals, provider management, and advanced analytics capabilities.

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File Type Posted
Integrated_Electronic_Health_Record_(EHR)_and_Social_Service_Case_Management_System_-_Human_Services_ARPA_(Addendum_#1_Revision).pdf PDF
ATTACHMENT_E_-_Fee_Worksheet_05-01-23.xlsx XLSX spreadsheet
ATTACHMENT_C_-Core_Features_Vendor_Experience_and_Qualifications_Sheet_.docx DOCX document
ATTACHMENT_B_-_Grant_Provisions_ARPA.pdf PDF
ATTACHMENT_A_-_Desired_Integrations_and_Programs_List.docx DOCX document
ATTACHMENT_G_-_HIPAA_BUSINESS_ASSOCIATE_AGREEMENT_2023.pdf PDF
ATTACHMENT_F_-_ADDITIONAL_SUBMITTAL_REQUIREMENTS.docx DOCX document

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Sheet1

ATTACHMENT D: Core Features Solution Functionality Response Chart

Along with the Vendor’s overview of the proposed solution with success criteria and use case review, the Vendor must include the chart below with a response for each of the key requirement functionalities detailed. Please note that these include a representative list of key requirements for review and response but are not all inclusive of the full list of requirements which should be included in a standard, modern system implementation. A more complete list of requirements will be reviewed and finalized as part of the discovery and requirements documenting process with the successful vendor.
Vendor Name: __________________________________________________
Please note the response code below for use in the functionality response chart. Please indicate corresponding code under the response column and provide explanation and detail about the functionality and evidence their claim within the vendor comments
DescriptionCode
Available Out of the Box for Proposed SolutionOOB
ConfigurableCNF
No Code/Low CodeLC
Module at Additional CostMOD
Available through 3rd Party Software (Included)3rd
Available through 3rd Party Software (Not Included)3rd NI
Available through CustomizationCUS
In Development for Future Release (Notes must include timeframe for release)FUT
Not AvailableNA
Core Features of Solution
Electronic Health Record Core Features
CategoryFunctional Questions (Does solution…)ResponseVendor Comments
1ChartingHave native charting functions that support minimal user entry.Select
1.1Include automated coding support such as ICD-10 diagnostic coding, CPT coding and Evaluation and Management advice with annual updates.Select
1.2Support flow charting (labs, vital signs, growth parameters).Select
1.3Have automated data syncing across system to avoid divergent data.Select
1.4Have and support customizable templates, forms, and assessment tools.Select
1.5Have remote charting.Select
1.6Support digital signatures.Select
1.7Have ability to modify notes with audit tracking and note locking.Select
1.8Support automated workflows.Select
1.9Support alerts and flags and prompts to assure client safety and compliance.Select
1.10Perform automated quality checks such as alerting for missing signatures, notes, vitals, etc.Select
1.11Provide client dashboard for at-a-glance status with medical summary view with prescription & does, lab results, pending labs, diagnosis lists, allergies, and notes.Select
1.12Provide decision support tools.Select
2ReportingSupport data collection from wearables and medical devices.Select
2.1Support cross-continuum and predictive analytics.Select
2.2Support population health management.Select
2.3Provide meaningful use dashboarding.Select
2.4Provide prescription, e-prescription, medication list, patient Rx history, and drug interaction reports.Select
2.5Provide patient list and eligibility reports.Select
2.6Provide referrals report to track referrals, requests, outcomes, and notes.Select
2.7Provide trends, activity, audit reporting.Select
2.8Have ability to dynamically build and export custom reports/data based on selected system variables.Select
2.9Ability to receive, track, and direct incoming referrals.Select
2.10Supports the design and generation of reports that align to a range of standards such as UDS, CMS, NCQA, and other formats determined necessary.Select
2.11Support creation of a real-time/active patient dashboard with key demographic, visit data, labs, results, medications, and notes.Select
3BillingSupport electronic billing and payment tracking.Select
3.1Support electronic eligibility verification for claims.Select
4Lab IntegrationSupport interoperability between laboratory and medical practice.Select
4.1Provide patient portal access to results with simple charts and graphs, support abilities to display and review lab orders and results abnormalities.Select
4.2Support timely notification of lab results to appropriate staff as well as easy routing and tracking of results.Select
5Client Self Services Portal (Medical)Support messaging and communication with SMS and Email.Select
5.1Support easy client registration and access in mobile environment in ADA compliant environment. (MANDATORY)Select
5.2Support appointment booking, amendment, and cancellation.Select
5.3Support access to test results, prescriptions, education materials, and patient records.Select
5.4Support effective and secure patient access and password management.Select
5.5Support ease of uploading documentation for case file.Select
5.6Support alerts, flags, and reminders for patient notification and guidance.Select
5.7Support the creation, update, and maintenance or patient education materials including ability to source and share 3rd party materials through the client portal.Select
5.8Support capability for patient to sign consent, treatment decisions, and authorizations electronically.Select
5.9Support B2C authentication for accounts when clients wish to use existing Google, Facebook, Microsoft accounts.Select
6Medical Case ManagementSupport information collaboration and shared patient records across affiliated providersSelect
6.1Support creation and management of patient care plans including alignment with Social Determinants of Health.Select
6.2Support effective tracking and monitoring of care plan milestones to proactively address patient care.Select
6.3Provide clinic decision support.Select
6.4Support chronic disease management functions.Select
6.5Supports Continuity of Care Document and record.Select
6.6Support progress notes templates that are problem oriented and can, at the user’s option, be linked to a diagnosis or client record.Select
6.7Provide administrative tools to build care plans, guidelines, and protocols for use during patient care planning with simple discharge instructions to patient guidance.Select
6.8Support results display as a flow sheet and/or graphical formats.Select
6.9Support administrative tools to build care plans, guidelines, and protocols during patient care planning.Select
6.10Support automatic documentation of patient specific discharge instructions in care plan.Select
6.11Support clinician/provider alerts on patient care and reminders for common tasks and operational flows.Select
7E-prescribingMaintain and display complete and current medications list.Select
7.1Support easy mobile access.Select
7.2Support electronic prior authorization processes.Select
7.3Provide medication decision support.Select
7.4Automate formulary compliance.Select
7.5Support reporting on controlled substance.Select
7.6Support refill requests and processing.Select
7.7Describe the audit features for E-Prescribing.Select
7.8Support automated PDMP review through integrated State of Florida E-FORSCE procedure.Select
7.9Support identification of drug interaction, contraindications, and warnings (prescription, over the counter) at the point of medication ordering. (Including drug to drug, drug allergy, drug to disease, and drug to pregnancy)Select
8Patient SchedulingSupport addition/deletion/edit of patient visits and consent management and authorizationsSelect
8.1Support patient scheduling functions.Select
9Practice ManagementSupport preparation of CMS 1500 claims.Select
9.1Support inventory management.Select
9.2Support medical, administrative, and operations staff scheduling.Select
9.3Support integration of medical devices such as imaging, wearable devices, smart pumps, monitors, etc.Select
9.4Support two-way standard interfacing laboratory, radiology, pharmacy, and other compliant information systems. Please explain current interfaces supported within EHR.Select
9.5Support tracking and management of sliding scale fee processes for programs when defined.Select
10TelehealthAllow for integrated telehealth service delivery.Select
10.1Support provider-initiated connection of scheduled appointment with client simply selecting to join session.Select
11Specialty ReferralsProvide dynamic scheduling and referral to specialty care services affiliated with the program.Select
11.1Provide referral acceptance feedback from provider.Select
11.2Provide service delivery/outcome feedback.Select
11.3Receive and tracking patient records from specialty care provider to allow for central data management approach.Select
12Medical Document ManagementProvide effective document management functionality for easy inclusion of patient documents into system records.Select
12.1Provide OCR capabilities for information population from external sources.Select
12.2Provide document validation and sign-off and automated workflows.Select
12.3Support integration with other 3rd party document management solutions. (mobile dictation software, etc)Select
13Community Partner PortalProvide secure access to client information based on program, agency, and/or provider.Select
13.1Provide access to analyses, dashboards, and other program information.Select
13.2Provide ability to upload required documentation in a range of formats for eligibility review.Select
13.3Support configurable approach to adding additional program types with separate requirements and ability to directly refer client to collaborating programs and services.Select
14EHR Security/HIPAA ComplianceMaintain strict compliance with federal and state regulatory guidance on managing health records.Select
14.1Support Encrypted database features.Select
14.2Allow for detailed audit controls to monitor access, entries, and changes.Select
14.3Allow for detailed audit controls to monitor access, entries, and changes.Select
Social Service Core Features:
CategoryFunctional Questions (Does solution…)ResponseVendor Comments
1ReceptionSupport a reception log with check in times and reminders.Select
1.1Solution allows for automatic case lookup tied to incoming call to populate screen.Select
2Intake and SchedulingSupport automated workflows.Select
2.1Support appointment management and reminders, missed appoint notifications, follow-up reminders, etc.Select
3Document ManagementSupport various, non-health related client documents, program documentation, and other key documents to be scanned, uploaded, linked and stored.Select
3.1Support integration with other 3rd party document management solutions. (mobile dictation software, etc)Select
3.2Support a range of file types for attachment from scanned images, smart documents, wav files, mov, gifs, and other formats. Please describe.Select
4Client Self Service Portal (eligibility)Support easy access to client registration and documentation processes in mobile, ADA compliant environment. (MANDATORY)Select
4.1Support detailed eligibility documentation interface that walks the client through collection of each specified item and ability to adjust required items.Select
4.2Support provider and community partner eligibility lookup for clients.Select
5Case ReviewSupport detailed assessment for program eligibility, updates on changes and case statuses/case load reviews.Select
5.1Support completion and issuance of claims forms for benefits in the manner required by the federal government.Select
5.2Support auto-population of federal benefits forms with client demographics and dynamically selected items already in the system to prepare for easy submission.Select
5.3Support claims tracking for submission, under review, granted, and appeals status with ability to add case notes.Select
5.4Support escalation flow for manual and automatic reviews as defined by County.Select
6Assignment Tasking and TrackingSupport effective workflow of new/existing client submissions and inquiries.Select
6.1Allow for supervisor review and assignment/reassignment.Select
6.2Support QA of case records and determinations to ensure consistency, timeliness, completeness, and accuracy of case files.Select
7Client Data ManagementSupport tracking of services and internal benefits/assistance provided on behalf of client.Select
7.1Support service and program level information and service types defined by the County.Select
7.2Allow for tracking of grant, contract, and provider associated with service and program to better track performance.Select
7.3Supports assessment and scoring for service planning.Select
7.4Solution supports a single, unified client list across all health and social service components. (MANDATORY)Select
7.5Support all client transactions and services accessible in one place with flags for specific programs/services engaged in and active/not active designation.Select
7.6Support additional of user-defined/agency-defined, non-standard client demographic fields such as family size, monthly income, homeless status, etc.Select
7.7Support and enforce unique client identifier across the system and maintain a unified client index.Select
8Benefits Tracking and ManagementSupport tracking of local, state, and federal benefits cases managed both internally and by external partners including client detail, case status, and supporting documentation.Select
8.1Support submissions for benefits to Social Security Administration.Select
8.2Support ongoing tracking of benefits receive by program.Select
9Social Service Case Management & NavigationSupport individual and family case plans.Select
9.1Support development/integration of common assessments and case management tools within the system.Select
10Eligibility DeterminationSupport configurable eligibility rules associated to each program.Select
10.1Support monitoring of eligibility for federal programs such as Medicaid as a prompt for eligibility determination.Select
10.2Support assessment and scoring for eligibility determination that is program specific.Select
11Internal Program and Process TrackingSupport client level and aggregate data intake to allow for effective monitoring of program service delivery.Select
11.1Support ability to perform care coordination across programs leveraging a unified client list for client level data.Select
12External Program Tracking & ManagementSupport client level and aggregate data intake to allow for effective monitoring of program service delivery in the community.Select
12.1Support ability to perform care coordination across programs leveraging a unified client list for client level data.Select
13Invoice Management and ReconciliationSupport workflow for receipt of invoices and supporting documentation, flexible task assignment and review, edits to line items on invoice, approvals, notes, and electronic submission to the Clerk’s office for final payment processing.Select
13.1Support audit and documentation trace of all transactions.Select
13.2Support ability to submit ‘split’ invoice payment request for part of an invoice while awaiting further documentation with clear notation of paid versus unpaid balance tracked in system and sent with invoice.Select
13.3Support reconciliation for all providers and vendors participating in County grant and contracted programs and HIPAA compliant document exchange/management for all financial/accounting documents. This includes, but is not limited to, generating account numbers, traceability of invoices, and voucher processes.Select
13.4Support clear transaction flow with user defined verifications, authorization, escalation procedures, and auditing enforced programmatically.Select
14Provider Management and TrackingSupport provider portal and workflow to allow for shared document coordination, submission of reports and invoices, validation of invoiced services, supporting documentation, etc.Select
14.1Support assignment of providers to specific or groups of programs, contracts, grants, and client services.Select
14.2Support a unified vendor list populated in alignment with Oracle system. (MANDATORY)Select
Analytics & Integration Features:
CategoryFunctional Questions (Does solution…)ResponseVendor Comments
1Ad Hoc Reporting, Analytics, and AlertsAd hoc reporting by users an option and standard defined reports.Select
1.1Support Health Resources and Services Administration (HRSA), Uniform Data System (UDS) reporting and National Committee for Quality Assurance (NCQA), Patient Centered Medical Home (PCMH) reporting.Select
1.2Support 3rd party report writing products.Select
1.3Support complex analyses across the system data based on defined conditions or condition combinations, events, and thresholds (ie: ER visit over 3 times within 4 months, new event within 3 months of a different defined event, etc.)Select
1.4Support monitoring and alerts for defined events, abuse of services, or other reasons that require attention across the data.Select
1.5Support ad hoc file extraction in formats compatible with common Microsoft products such as Excel, Word, Power BI, etc. as well as SAS, Tableau, and other standard market packages.Select
2Service Transactions and OutcomesSupport real-time and retrospective trending, analysis, and reporting or clinical, operational, demographic, or other user specified data.Select
2.1Support dynamic, secure information exchange with external systems.Select
3Integration to Internal SystemsSupport integration to Oracle E-Business Suite. (Exhibit A)Select
3.1Support integration to Granicus Legistar. Exhibit A)Select
3.2Support integration to Microsoft PowerBI (Exhibit A)Select
3.3Support integration with Everbridge call notification system. (Exhibit A)Select
3.4Support integration with ESRI ArcGIS Enterprise. (Exhibit A)Select
4Data Intake, Ingestion, and ExchangeSupport critical, client level data integration from various external partner sources. (Exhibit A)Select
5Integration of Key External SourcesSupport critical integrations with external sources for information exchange and direct inquiries: (Exhibit A)Select
6Performance DashboardsSupport solution-based analytical dashboards that support management review, performance, status updates, alerts, outcomes, effective workflow, and trends.Select
Select
7Tracking Contract and Grant PerformanceSupport service reporting from providers assigned to clients, programs, contracts, and grants to effectively manage performance.Select
8Fiscal Tracking of Programs and ServicesSupport provider invoices and payment tracking tied to clients, programs, contracts, and grants.Select
Support integration to Oracle E-Business SuiteSelect
8.1Tracking incoming invoices and requests for payment as well as outgoing billing workflow (such as CMS claims).Select
Other Technical Features and Functions:
CategoryFunctional Questions (Does solution…)ResponseVendor Comments
1Technical EnvironmentProvides implementation at fixed site and mobile locations hardware and operating system agnostic. .Select
1.1Provide an API-driven internal system architecture.Select
1.2Describe core data integration capabilities from standard API availability to adopted standards for HL7, FHIR, etc.Select
2Infrastructure and TechnologyAll public facing components of the solution meet Section 508/ADA requirements (MANDATORY)Select
Select
3Security and Security FeaturesDescribe how the product meets all HIPAA, HITECH, and other security requirements.Select
3.1Product provides different levels of security based on User Role, Site, and/or Enterprise settings.Select
3.2Describe the audit process within the product.Select
3.3Describe the product's ability to create new security rights/roles based on new workflows or enhancements (e.g., customer-developed content such as Psych notes or departmental flowsheets).Select
3.4Describe how the patient’s data is secured at all times and in all modules of the product (e.g., strong password protection or other user authentication, data encrypted at rest, data encrypted in motion).Select
3.5Describe hardware security requirementsSelect
3.6Support detailed auditing and tracking of user tasks.Select
3.7Support encrypted storageSelect
3.8Solution meets or exceeds all aspects of the Health Insurance Portability and Accountability Act (HIPAA) Privacy and Security requirements. Describe your solution’s compliance including support for the ingestion and exchange of information with community partners and programs in a secure, HIPAA compliant environment. (MANDATORY)Select
3.9Support authentication through Okta using SAML/OAuth.Select
4Licensing ModelHow is the product licensed?Select
4.1Are licenses purchased per user, concurrent, per module, etc?Select
4.2Define ‘user’ if it relates to the licensing model (i.e., FTE MD, all clinical staff, social services, community providers, patients, etc).Select
5Vendor SupportProvide a detailed list of each with your standard SLA for each support program.Select
5.1What are your support statistics (# of Support Calls to the % of resolutions at each severity level)?Select
5.2Define the Support Structure (Tiered Approach, Client assigned 1 point of contact, etc.)Select
5.3Who has ownership of the following?Select
1. DataSelect
2. SoftwareSelect
3. Enhancements or Customizations Paid for by CustomerSelect
4. HardwareSelect
5. ServersSelect
6. WorkstationsSelect
6TrainingDescribe Training plan for the implementation in detailSelect
7Lawsuits and LegalVendor agrees to accept County agreement standard terms and conditions without modificationSelect
8Contract Terms and Vendor GuaranteesSupport escrow of the source code for this product for duration of contract.Select

&"-,Bold"&12INTEGRATED ELECTRONIC HEALTH RECORD (EHR) AND SOCIAL SERVICE CASE MANAGEMENT SYSTEM - HUMAN SERVICES

RFP # 23-0840-P

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