Copy of Soldiers Homes EMR RFR Attachment A RFR Functional Requirements.xlsx
XLSX spreadsheet 133 KB Posted
- Solicitation number
- BD-22-1039-EHS01-EHS02-65930
- Issued by
- Suffolk County, Massachusetts
About this file
This document is the Request for Response (RFR) for the procurement of a comprehensive electronic medical records (EMR) system for the Soldiers' Home in Chelsea and the Soldiers' Home in Holyoke in the state of Massachusetts. The RFR has been issued by the Massachusetts Executive Office for Health and Human Services (EOHHS) on behalf of the Department of Veterans' Services. The EMR system will serve as a full replacement for the existing electronic and paper-based medical records systems at the two Soldiers' Homes. The RFR outlines detailed functional requirements across areas such as user interface, patient information management, shared care, assessments, clinical documentation, order management, medication management, infection control, quality assurance, reporting, patient portal, and assisted living facility management.
The RFR does not provide specific pricing or contract term information. However, it notes that the Commonwealth of Massachusetts reserves the right to incorporate all or part of the vendor responses into the final contract. The RFR also indicates that the Homes are currently using a data management application to support the migration from paper to electronic records, and the proposed solution should be able to either migrate data from or integrate with this existing application.
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Other files
| File | Type | Posted |
|---|---|---|
| Soldiers Homes EMR RFR Attachment C RFR Business Requirements Narrative.docx | DOCX document | |
| IntentToPost EMR RFR WTO Notice KB.doc | DOC document | |
| Soldiers Homes EMR RFR Attachment F Model SOW.docx | DOCX document | |
| StandardContractForm 07212021.docx | DOCX document | |
| Massachusetts Substitute W9 Form Mar 2020~1.pdf | ||
| Contractor Authorized Signatory Listing~35.doc | DOC document | |
| Soldiers Homes EMR RFR_.docx | DOCX document | |
| Soldiers Homes EMR RFR QUESTIONS AND ANSWERS.docx | DOCX document | |
| Copy of Soldiers Homes EMR RFR Attachment B RFR Technical Requirements.xlsx | XLSX spreadsheet | |
| Copy of Supplier Diversity Program SDP Plan Form.xlsx | XLSX spreadsheet | |
| Soldiers Homes EMR RFR Attachment E Mandatory Response Forms Checklist and Acknowledgements.docx | DOCX document | |
| Copy of Soldiers Homes EMR RFR Attachment D RFR Cost Workbook.xlsx | XLSX spreadsheet | |
| Prompt Payment Form.doc | DOC document |
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Text version
Table of Contents
| Soldiers’ Home Electronic Medical Record (EMR) |
| Request for Response |
| Table of Contents |
| Functional Requirements Sections |
| A. User Interface |
| B. Patient Information Management |
| C. Shared Care |
| D. Assessments |
| E. Clinical Documentation |
| F. 42 CFR |
| G. Order Management |
| H. Medication Administration and Management |
| I. Infection Control |
| J. Quality Assurance |
| K. Reports |
| L. Patient Portal |
| M. Assisted Living Facility |
| N. Ancillary Services |
| O. Inventory Management |
| P. Billing |
IntroKey
| Soldiers’ Home Electronic Medical Record (EMR) | |
| Request for Response | |
| Introduction/Key | |
| This document is intended to identify key features and functionality of the procured EMR system. It is not an exhaustive list of desirable product features and should not be considered as such. However, the response should provide Commonwealth of Massachusetts Executive Office for Health and Human Services and Department of Veterans Services with a solid understanding of the general product. Bidders must respond to all requirements in each of the tabs in the workbook. It is at the Commonwealth of Massachusetts Executive Office for Health and Human Services and the Department of Veterans Services discretion to make all or part of the RFP responses part of the final contract. Column "F" of each tab will require a resposne from the drop down from the Bidder that indicates the Bidder’s proposed system’s ability to meet a specific requirement, followed by an explanation if needed of how the system meets the requirement. | |
| Bidder Response | Bidder Response Definition |
| Existing | The bidder’s solution meets the functional requirement "out of the box" as an existing component of its standard product, which is in operation at a minimum of one client site. The function exists without any modification to the front end coding or database structure and is set primarily through table building and parameter settings within the applications. This response indicates that no customization is required to meet the requirement. |
| Configuration | The bidder’s solution does not meet the functional requirement "out of the box," but the system will meet the functional requirement with existing configuration tools, modifiable templates, or similar methods and no programmatic changes are necessary to underlying front end coding or database structure. A highly trained system administrator is capable of making these kinds of changes to the system. |
| Customization | The bidder’s solution does not meet the functional requirement without modification to the existing code base and/or database structure. The bidder is warranting that it will meet this functional requirement by customizing the software. A developer from the bidder is required to make these kinds of modifications. Indicate in the comments if this customization is included in the base system cost or is detailed separately in the cost worksheet, including the Ref # in the cost worksheet |
| Planned | The bidder’s solution does not presently meet the functional requirement, but an upgrade to the proposed product is planned and will meet this requirement within the next 12 months. This response indicates that no configuration or customization will be required to meet the requirement and that the upgrade will be included as part of standard support. |
| Not Available | The bidder's solution will not address this functional requirement. There are no plans to add the functionality. |
| Bidder Comment | Additional Comments/Narrative are helpful in clarifying responses. Please enter explanatory text into the Comment section for any particular requirement that would benefit from additional information. Some requirements include a statement that begins with "Describe" - Bidders must insert the description in the comments line for that requirement. |
| Important Reminder - Enter the company name and date submitted at the top of each page & follow the following spreadsheet naming convention: (Bidder Name) Requirements Response (Date Submitted) | |
| Priority: | 1- Must Have, 2- Nice to Have |
User Interface
| Bidder Name: | Soldiers’ Home Electronic Medical Record (EMR) | |||
| Submission Date: | Request for Response | |||
| Section A - User Interface | ||||
| Requirement # | Priority | Requirement Description | Bidder Response | Bidder Comment/Description |
| Section A - User Interface | Select Response from drop down menu for all requirements | |||
| A1 | General | |||
| A1.1 | 1 | The system shall have an intuitive, easy to navigate graphic user interface (GUI) and dashboards that are designed to be configurable based on user role, access, function and service setting. Please provide a list and screenshots of the standard interfaces and dashboards provided in your solution. | ||
| A1.2 | 1 | The system shall bridge communication gaps by providing the care team with tools such as secure voice communication, text messaging, and smart alerting. | ||
| A1.3 | 1 | The system shall support hardware compatibility - ability to access, enter, view and edit data across all deployed devices (laptop, tablet, phone). Please describe your solution to this requirement. | ||
| A1.4 | 1 | The system shall avoid user burnout. The system shall populate letters, forms, assessments, orders etc. with pertinent information without the need for duplication of data entry. | ||
| A1.5 | 1 | Based on user role role and function the system shall allow users to be set up with capabilities to view, edit, or have no access to certain functionality. | ||
| A1.6 | 1 | The system shall flag to the user any incomplete or invalid data entry in an obvious manner so that needed corrections are clear. Users need ability to correct errors. | ||
| A1.7 | 1 | The system shall not allow the user to proceed if incomplete or invalid data is entered into the system. | ||
| A1.8 | 1 | The system shall have the ability to auto-save entered data. | ||
| A2 | Electronic Display Dashboards | |||
| A2.1 | 1 | The system shall have configurable dashboard that can display alerts available for all roles, licensed, unlicensed, and should extend across floors for providers. |
| A2.2 | 1 | The system shall have a configurable dashboard that can display live census information, admission activity, discharge activity, transfer activity, room changes, census changes. |
| A3 | Workflows | |
| A3.1 | 1 | The system shall have built in an array of automated clinical (LTC, SNF, Specialty/Ancillary Services) and business (admin, billing etc.) workflows. Please provide a list/library of the automated workflows available in your system. |
| A3.2 | 1 | The user shall have the ability to create their own or configure the existing automated workflows in the system. For instance, certain orders should have an approval step and then become treatment actions. In other cases, an assessment is triggered that becomes another team members activity to complete. Please describe how your system handles this requirement. |
| A3.3 | 1 | The system shall prompt user through the work process based on the specific function being performed. |
| A3.4 | 1 | The system shall have a checklist or task bar to indicate progress towards completion of started process. |
| A3.5 | 2 | The system shall utilize advanced workflow technologies such as Natural Language Processing (NLP) and artificial intelligence (AI). Please describe available solutions for supporting this requirement. |
| A4 | Verifications | |
| A4.1 | 1 | The system shall have an e-Signature function. Please describe how the solution can electronically capture patient signature and include it in the electronic record. (i.e. consent forms etc.) If this involves a third party vendor please describe and list recommended vendors. |
| A5 | Forms | |
| A5.1 | 2 | The system shall have the ability to allow for development of custom form templates. Forms development tool must support various objects such as textboxes, radio buttons, DDLBs, and combo-boxes, etc. with the possibility of being populated with user-defined data. |
| A6 | Tasks | |
| A6.1 | 1 | The user shall have the ability to oversee and manage tasks and their deadlines. |
| A6.2 | 1 | The system shall be designed so that the users see their tasks when they log into the system. Any tasks that are overdue or approaching their due date will be listed first. Task list shall be sorted by any data element. |
| A6.3 | 1 | The system shall be designed so that when a deadline is set for a task, the system will take an action based on the deadline approaching, or passing. Actions can include sending a reminder task to the nursing team member or escalating visibility of the task to the Nurse Supervisor. |
| A7 | Notifications | |
| A7.1 | 1 | The system shall provide the user with the ability to oversee and manage system notifications. The means of receiving notifications should be variable, by user preference (e.g., phone, email, PCS, pager, fax, remote printer, etc.). |
| A7.2 | 1 | The system shall allow users to create a notification to one or many users. |
| A7.3 | 1 | The system shall allow users the ability to configure system notifications depending on specific criteria. |
| A7.4 | 1 | The system shall allow users the ability to modify the number and frequency of system notifications. |
| A7.5 | 1 | The system shall allow notifications to be automatically generated from the scheduler in real-time as events occur or according to configurable timeframes. |
| A8 | Letters | |
| A8.1 | 1 | The system shall allow users to set up letter templates with configurable content incl. letterhead. |
| A8.2 | 1 | The system shall maintain dates of correspondence to allow for tracking of communication. |
| A8.3 | 1 | The system shall store a copy of each letter. |
| A8.4 | 1 | The system shall support sending/generating both electronic and hard copy correspondence formats. |
| A9 | Other Features | |
| A9.1 | 1 | The system shall provide the ability to collect data and submit Payroll Based Journal (PBJ). |
| A9.2 | 2 | The system should include badge access. Tap entry increases HIPAA compliance. |
The system shall have patient health monitoring functionality and allow integration (IOT) with portable medical and non-medical equipment (e.g. glucose monitoring, Wanderguard). Please provide a list
Patient Information
| Bidder Name: | Soldiers’ Home Electronic Medical Record (EMR) | ||||
| Submission Date: | Request for Response | ||||
| Section B - Patient Information Management | |||||
| Requirement # | Priority | Requirement Description | Bidder Response | Bidder Comment/Description | |
| Section B - Patient Information Management | Select Response from drop down menu for all requirements | ||||
| B1 | Master Patient Index (MPI) | ||||
| B1.1 | 1 | The system shall maintain a Master Patient Index (MPI) of patients/residents on both campuses and track all pertinent demographic, military, legal and medical information across all service settings. Be sure to include town and county of most recent residence, and voting location if not SoHo. Please provide list of the patient/resident information stored in the MPI. Describe how the solution supports the multi-entity environment. | |||
| B1.2 | 1 | The system shall allow available data fields be turned on/off depending on the information the multi-entity collects. | |||
| B1.3 | 1 | The system shall allow custom admission documents and forms to be built. Please explain, does this require a third party application? If a third party application is required, is this included in solution or an additional purchase? | |||
| B1.4 | 1 | The system shall have search functionality, including searching by town or county of most recent residence. Please describe what search options are available. | |||
| B1.5 | 1 | The MPI shall provide merging and un-merging capabilities. | |||
| B1.6 | 1 | The system shall track patient's "Leave of absence/furlough". The patient/resident can leave for a short period of time. They are not "Discharged" as they are still patients. | |||
| B1.7 | 1 | The system shall track "Bed Hold" management, including generation of bed hold letters as per VA requirements. | |||
| B1.8 | 1 | The system shall support setting up patient/residents registries and worklists for managing groups and taking immediate action on care. | |||
| B1.9 | 1 | The system shall have the ability to have the patient/resident picture displayed when the record is accessed. | |||
| B2 | Admissions | ||||
| Demographic & Military Documentation | |||||
| B2.1 | 1 | The system shall allow the user to capture demographic information collected during the pre-admission and admission process. For minimum required data fields please refer to current SH Application Documentation in Appendix C. If the applicant submits an electronic application through the Patient Portal, the system shall populate the required data fields with the information submitted. | |||
| B2.2 | 1 | The system shall capture State & Federal Military Service record information, including DD214 data and be able to generate a Military Information Report. This includes Service Connected Disability rating. The reports should be able to be generated based on service connected disability. For minimum required data fields please refer to the Military Information Report in Appendix D. | |||
| B2.3 | 1 | The system shall have data fields to capture incoming diagnosis and admission ICD10 code. | |||
| B2.4 | 1 | The system shall have the ability to receive electronic admission referrals. Describe how your solution manages and processes referrals. (i.e. View, track, trend, capture, etc.) | |||
| B2.5 | 1 | The system shall generate patients/residents face sheet, ID card, bracelet and labels with demographic, code status, military, insurance and next of kin information. Please describe how the solution automates the face sheet , generates arm bands and registration labels in multiple locations based on admission/registration type or other criteria defined. Please describe the ability to have the patient/resident picture displayed when there record is accessed. | |||
| B2.6 | 1 | The system shall have the ability to add clinical data as part of the pre-admission process to determine clinical eligibility prior to a full assessment. | |||
| B2.7 | 1 | The system shall permit a patient/resident be entered retroactively in the system. | |||
| Insurance Eligibility Checking | |||||
| B2.8 | 1 | The system shall capture applicant's insurance information including funding source or payer, aid category or plan information, member ID, group number, eligibility start date, eligibility end date (if ended), and subscriber name and date of birth if different than applicant. Please describe how Insurance Eligibility Checking is integrated with the admission/registration solution using electronic transactions. How does the data transmitted from the payer get added to the admissions screens? What information will be viewable? Does the eligibility checking and response require a third party application? Identify vendor and integration solution. | |||
| B3 | Legal Record: Releases, Consents and Disclosures | ||||
| B3.1 | 1 | The system shall provide the ability to define what constitutes the legal medical record. | |||
| B3.2 | 1 | The system shall provide electronic consent forms and electronic signature functionality that is in accordance with federal and state guidelines. Describe how the system captures e-signatures. | |||
| B3.3 | 1 | The system shall record that the appropriate consent forms are e-signed and on file. | |||
| B3.4 | 1 | The system shall provide an electronic Informed Consent for Use of a Restraint form that is contingent on performing restraint assessment prior to implementation and should trigger a restraint release record to be completed. | |||
| B3.5 | 1 | The system shall provide an electronic Consent, Notice and Authorization to Use/Release Clinical Records form. | |||
| B3.6 | 1 | The system shall provide an electronic Notice of Bed Hold Policy and Readmission form. | |||
| B3.7 | 1 | The system shall provide an electronic Notice of Legal Rights and Services form. | |||
| B3.8 | 1 | The system shall provide an electronic Notice Before Transfer form. | |||
| B3.9 | 1 | The system shall provide an electronic Notice Prior to Change of Room or Roommate form. | |||
| B3.10 | 1 | The system shall provide an electronic Psychotropic Consent form for those on applicable medications. | |||
| B3.11 | 1 | The system shall provide an electronic Advance Directives/Medical Orders for Life-Sustaining Treatment form (MOLST). This should also be included in patient dashboard and banner. | |||
| B3.12 | 1 | The system shall provide the ability to limit access to tracking and approving releases/consents/disclosures to specified staff. | |||
| B3.13 | 1 | The system shall provide the ability to print, such as: | |||
| a | Entire legal medical record as defined | ||||
| b | Select sections of the chart to print | ||||
| c | Set parameters of what is to be printed | ||||
| d | Date range for notes | ||||
| B3.14 | 1 | The system shall provide the ability to print specified PHI as authorized according to minimum necessary rule. | |||
| B3.15 | 1 | The system shall provide the ability to exclude non-discoverable information from release. | |||
| B3.16 | 1 | The system shall provide the ability to create an electronic file for CCD (continuity of care document). | |||
| B3.17 | 1 | The system shall provide the ability to release record electronically. | |||
| B3.18 | 1 | The system shall provide the ability to send electronic record file via methods, such as: | |||
| a | Encrypted | ||||
| b | Patient portal |
[For detailed requirements, see Section E - Other Business Requirements]
| c | Parameter driven CD | |||
| d | Via Health Information Exchange (HIE) | |||
| B3.19 | 1 | The system shall provide the ability to track and support releases, such as: | ||
| a | Release of Information (ROI) | |||
| b | Individual requests | |||
| c | Court orders | |||
| B3.20 | 1 | The system shall have the ability to support multiple types and tiers of releases of information (ROI), such as: | ||
| a | Substance use | |||
| b | HIV | |||
| c | Peer protected information | |||
| B3.21 | 1 | The system shall provide the ability to check off what is to be released. | ||
| B3.22 | 1 | The system shall provide the ability to configure a checklist to assure compliance with releases. | ||
| B3.23 | 1 | The system shall provide the ability to track information concerning requests for releases of information, such as: | ||
| a | Who is requesting | |||
| b | Who is client/patient | |||
| c | What is being requested | |||
| d | Date of request | |||
| e | Validity of request | |||
| f | Who authorized release | |||
| g | What was released | |||
| h | Date of release | |||
| i | How released | |||
| B3.24 | 1 | The system shall have the ability to track and revoke consents. | ||
| B3.25 | 1 | The system shall have the ability to track that forms have been given to clients. | ||
| B3.26 | 1 | The system shall provide the ability to scan in signed releases, such as: | ||
| a | Court orders | |||
| b | Legal documents | |||
| c | Consents to treat | |||
| d | Consents to release data | |||
| B3.27 | 1 | The system shall provide the ability to track/note that the releases have been signed. | ||
| B3.28 | 1 | The system shall support HIPAA management of non- Treatment, Payment and Healthcare Operations (non-TPO) disclosures. | ||
| B3.29 | 1 | The system shall support automatic alerts of disclosure limitations and potential HIPAA violations. | ||
| G1.51 | 1 | The system shall support integrated meal ordering. | ||
| B3.31 | 1 | The system shall provide the ability to identify and verify consents. | ||
| B3.32 | 1 | The system shall provide the ability to identify and verify Legally Authorized Representatives (LARs). | ||
| B3.33 | 1 | The system shall provide the ability to have an audit trail for items, such as: | ||
| a | Printing all or parts of the medical record | |||
| b | Releases of information | |||
| c | Chart Completion | |||
| B3.34 | 1 | The system shall provide the ability to prepare a centralized hard copy and electronic copy of the medical record. | ||
| B3.35 | 1 | The system shall provide the ability to determine who has had access to the record. | ||
| B3.36 | 1 | The system shall provide the ability to track authorization to disclose (and any related HIPAA confidentiality requirements). | ||
| B3.37 | 1 | The system shall provide the ability to limit and restrict certain clinical documents to read-only access. | ||
| B3.38 | 1 | The system shall provide the ability to freeze record at a point in time to produce a “Snapshot”. A record needs to be secured in such a way as to prevent overwrites or changes at and from a particular point. Describe how this can be achieved. | ||
| B3.39 | 1 | The system shall provide the ability to limit the release of records. | ||
| B4 | Census | |||
| B4.1 | 1 | The system shall allow patient/resident tracking throughout the campus, across all services. | ||
| B4.2 | 1 | The system shall be able to combine the daily nursing activities information with bed assignment and staffing information. | ||
| B4.3 | 1 | The system solution shall allow users to track Real-Time Census and Occupancy levels. | ||
| B4.4 | 1 | The system shall have the ability to determine program length such as LTC and Assisted Living length of stay calculations. For VA specific census requirements please refer to VA billing form in Appendix G. | ||
| B4.5 | 1 | The system shall track multiple lengths of stay based on the services/programs such as LTC, Assisted Living that the patient/resident is registered or admitted into. | ||
| B4.6 | 1 | The system shall track length of stay of an entire Episode of Care that can span entry and transfer from one service of level of care to another. | ||
| B4.7 | 1 | The system shall have the ability to have a single longitudinal record for an individual over time. Describe the systems design approach to the maintenance of a longitudinal record. | ||
| B4.8 | 1 | The system shall allow for online facility wide view of census. | ||
| B4.9 | 1 | The system shall provide the ability to view the Census by specific groupings, such as: | ||
| a | Unit/"Home", include hometown / county | |||
| b | Building | |||
| c | Service/Program (LTC/Assisted Living) | |||
| B4.10 | 1 | The system shall provide a mechanism for handling events, such as: | ||
| a | Pre-admission | |||
| b | Admission | |||
| c | Triage | |||
| d | Discharge | |||
| e | Transfers such as: | |||
| i | Trigger notice to Housekeeping | |||
| ii | Trigger notice to Dietary | |||
| iii | Bed Hold/LOA (leaves of absence) | |||
| iv | Internal Transfer Process | |||
| f | Current status of patient/resident in system | |||
| B5 | Bed Management | |||
| B5.1 | 1 | The system shall have an integrated bed management feature. It should track all attributes of a room such as location (e.g., room number, current patient, wing, floor, SNF designation, service setting (LTC vs Assisted Living) whether the room is for male or female patients, and whether or not the room has facilities such as oxygen, suction, etc. Please describe how does this feature enable the user to identify bed utilization and bed vacancy by unit and bed types. | ||
| B5.2 | 1 | The bed management solution shall provide a display/ dashboard by location and allow a drill down by patient to obtain the detail of the patients bed assignments such as : Bed assignment at registration, bed and location transfers, new bed assignment- includes date, time and user completing transaction, and special bed types such as unassigned beds, unocuupied beds, beds in single rooms, beds in a isolation room, beds with precautions etc. | ||
| B6 | VA Documentation | |||
| B6.1 | 1 | The system shall capture VA documentation information needed and support submission (scan/email/online) of the VA Form 1010 EZ. This is an application for VA benefits. For specific data fields please refer to 1010 EZ form in Appendix E. The 1010EZ is required for the LTC and Dorm services. | ||
| B6.2 | 1 | The system shall capture information needed and support submission (online) of the VA Form 1010 SH. This is a State Home Program Application For Veteran Care Medical Certification. For specific data fields please refer to 1010 SH form in Appendix F. | ||
| B7 | Document Management | |||
| B7.1 | 1 | The system shall provide functionality for uploading, scanning, indexing, storing and retrieving documents in electronic format. Does document scanning require a third party application? Is this included or an additional purchase? If yes, provide the details, technology requirements, implementation and workflows for scanning. |
| B7.2 | 1 | The system shall provide the ability to scan or upload documents of different file types (e.g., PDF, Word, Excel) and link them to different areas of the client's record. |
| B7.3 | 1 | The system shall provide a character recognition feature (OCR) to allow the extraction of text from scanned documents (e.g. lab results, health history). |
| B7.4 | 1 | The system shall provide the ability to view scanned documents from within the patient’s medical record. |
| B7.5 | 1 | The system shall track documentation that is transmitted to outside organizations.Does the solution provide the ability to view scanned documents from within the patient’s medical record? |
| B7.6 | 1 | The system shall have the ability to maintain a historical record of all records transmitted. Is telemedicine functionality supported? – ability to view images, (EKG) tests online and real-time with data summary |
| B7.7 | 1 | The Homes' are using a data management application to support the migration from paper to electronic records. Please identify your solution's ability to either migrate data from or sit on top another application as the document management system. |
Shared Care
| Bidder Name: | Soldiers’ Home Electronic Medical Record (EMR) | ||||
| Submission Date: | Request for Response | ||||
| Section C - Shared Care | |||||
| Requirement # | Priority | Requirement Description | Bidder Response | Bidder Comment/Description | |
| Section C - Shared Care | Select Response from drop down menu menu for all requirements | ||||
| C.1 | Transitions of Care, Shared Care & Discharge Documents | ||||
| C1.1 | 1 | The system shall provide the user with the ability to capture Shareable Interdisciplinary Plan of Care. | |||
| C1.2 | 1 | The system shall have the ability to create a client/patient discharge summary. | |||
| C1.3 | 1 | The system shall provide the user with the ability to generate Diagnostic Imaging Report (DIR). | |||
| C1.4 | 2 | The system shall provide the user with the ability to generate Treatment Notes. | |||
| C1.5 | 1 | The system shall provide the user with the ability to capture Procedure Notes. | |||
| C1.6 | 1 | The system shall provide the user with the ability to capture History and Physical Notes. | |||
| C1.7 | 1 | The system shall provide the user with the ability to capture Continuity of Care Document (CCD). | |||
| C1.8 | 1 | The system shall provide the user with the ability to generate Discharge/Physician/PCP Order. | |||
| C1.9 | 1 | The system shall provide the user with the ability to capture Discharge Note and generate reports of missing discharge notes. | |||
| C1.10 | 1 | The system shall provide the user with the ability to capture Transfer Form and provide comprehensive transfer summary - to acute care or other provider. | |||
| C1.11 | 1 | The system shall provide the user with the ability to generate Physician’s Discharge Summary/ Discharge Record. | |||
| C1.12 | 1 | The system shall provide the user with the ability to generate a summary of the Patient Education Resources. | |||
| C1.13 | 1 | The system shall provide the user with the ability to generate Medication Reconciliation form (hospital d/c list vs. facility or physician list). | |||
| C1.14 | 1 | The system shall provide the user with the ability to capture Death Certificate Medical Certifier worksheet. Is this already available electronically from the state? - some MDs use, some do not. | |||
| C1.15 | 1 | The system shall provide the user with the ability to generate Death Certificate Attestation. | |||
| C1.16 | 1 | The system shall provide the user with the ability to capture Mortician’s Certificate of Removal. | |||
| C1.17 | 1 | The system shall provide the user with the ability to generate RN Pronouncement. This is a state form. | |||
| C1.18 | 1 | The system shall provide a way to ensure that all admissions are discharged at the appropriate time. | |||
| C1.19 | 1 | The system shall associate a discharge with an admission. | |||
| C1.20 | 1 | The system shall only allow a discharge on an active admission. The user should be able to d/c bed holds as well. | |||
| C1.21 | 1 | The system has the ability to capture referrals for follow-up care/services. | |||
| C1.22 | 1 | The system shall record the referral information and allow for follow-up documentation to document the status and disposition of the referral. The system shall communicate electronically with area providers to transmit information. | |||
| C1.23 | 1 | The system shall capture the following for Transfers: | |||
| a | The program/site/area/region/facility an individual is transferred to/from | ||||
| b | The effective date of transfer | ||||
| c | The reason for transfer | ||||
| d | The reason for discharge from a program (but staying open in another one) | ||||
| C1.24 | 1 | The system shall have the ability to re-open a closed record when client/patient returns for services. | |||
| C1.25 | 1 | The system shall have the ability to view previous record information. | |||
| C1.26 | 1 | The system has the ability to copy/edit previous information into a new admission without losing historical record. | |||
| C1.27 | 2 | The system shall have the ability to set triggers at Transfer and Discharge to send alert to: | |||
| a | Housekeeping | ||||
| b | Bed placement coordinator for facility/setting | ||||
| c | Admission or administrative office maintaining current status (bed availability) | ||||
| d | Scheduling to cancel future appointments | ||||
| C1.28 | 1 | The system shall have the ability to create a workflow for a Pre-discharge checklist. | |||
| C1.29 | 1 | The system shall allow for the disenrollment of a client from the system indicating that this client is no longer the responsibility of the Soldiers' Home. | |||
| C1.30 | 1 | The system shall maintain a historical record of all admissions and discharges. | |||
| C1.31 | 1 | The system has the ability to track reason for disenrollment, such as: death, choice, ed, change in need/eligibility. | |||
| C1.32 | 1 | The system shall track the effective dates of disenrollment. | |||
| C1.33 | 1 | The system shall generate real time communications necessary at time of disenrollment and would allow for notification to client and providers who have been working with client. | |||
| C2 | Referral Out Tracking | ||||
| C2.1 | 1 | The system shall have the ability to generate a referral form to link client/patients to ancillary treatment. | |||
| C2.2 | 1 | The system shall have the ability to electronically send referrals out. | |||
| C2.3 | 1 | The system shall have the ability to define standard reasons for referral for use on referral form. | |||
| C2.4 | 1 | The system shall have the ability to record multiple referrals per client/patient. | |||
| C2.5 | 1 | The system shall have the ability to capture all data elements related to referring a client/patient to another provider. | |||
| C2.6 | 1 | The system shall have the ability to set alerts, triggers, or reports at the client/patient record level for periodic follow-up on progress and treatment coordination. | |||
| The system shall have patient health monitoring functionality and allow integration (IOT) with portable medical and non-medical equipment (e.g. glucose monitoring, Wanderguard). Please provide a list |
Clinical Documentation
| Bidder Name: | Soldiers’ Home Electronic Medical Record (EMR) | |||
| Submission Date: | Request for Response | |||
| Section E - Clinical Documentation | ||||
| Requirement # | Priority | Requirement Description | Bidder Response | Bidder Comment/Description |
| Section E - Clinical Documentation | Select Response from drop down menu for all requirements | |||
| E1 | Charting | |||
| E1.1 | 1 | The system shall provide flexible documentation capabilities in real time. All care providers (e.g., nurses, therapists, physicians and social workers) shall easily document the complex care provisions, services, and treatment plans for their patients and residents. Users shall be able to use standard care/treatment plan content provided by the vendor or create new care/treatment plan content. Homes shall have the ability to create an unlimited number of interprofessional care/treatment plans for specific disciplines, locations, units, care providers, or patient conditions. Clinicians shall be able to tailor care/treatment plans for an individual’s condition or discipline-specific documentation. |
Ability to recall or carry forward documentation from one assessment to the next. In particular Past Medical History, Allergies, Physical Assessment and Advanced Directives.
| a | The system shall provide the user with the ability to complete Skilled Nursing Charting. In addition to nursing assessments, the system needs to provide a library of sbars assessments with the ability to print, modify, update content. | ||
| b | The system shall provide the user with the ability to complete Therapy Charting. | ||
| c | The system shall provide the user with the ability to Interdisciplinary Summary Charting. | ||
| f | The system shall provide the user with the ability to document Therapy Treatment Time. High importance! | ||
| g | The system shall provide the user with the ability to complete ADL Charting. | ||
| h | The system shall provide the user with the ability to complete Mood and Behavior Documentation. | ||
| j | The system shall provide the user with the ability to complete Rehabilitative Therapy Documentation. The system shall be able to do FIM Scoring for Rehab. | ||
| k | The system shall provide the user with ability to capture Patients Progress Notes. Social Work notes should allow space for a description, assessment and plan. The plan should flow over to care plan. | ||
| l | The system shall provide the user with the ability to capture Nurses Notes. | ||
| m | The system shall provide the user with the ability to capture information on the NA Flow Sheets. | ||
| n | The system shall provide the user with the ability to capture information on the ADL (Activities of Daily Living) Flowsheet. The ADL documentation should have care plan integrated. | ||
| o | The system shall provide the user with the ability to capture CNA documentation such as Valuables list, CNA flowsheet, Care Card. The care card should be integrated with Interdisciplinary Care plan. | ||
| p | The system shall provide the user with the ability to capture Ward Clerk documentation such as Pass Log, TPR sheet , Podiatry Consult Sheet, Lab Sheet. The Labs should be ordered electronically. | ||
| q | The system shall provide the user with the ability to complete Evaluation of a Resident/Client’s Signs and Symptoms form. | ||
| r | The system shall provide the user with the ability to complete Adverse Drug Reaction form. This information should be gathered from assessments automatically and populate and ADR report. | ||
| s | The system shall provide the user with the ability to complete Weekly Wound Report. The system should trigger wound assessment, weekly at a minimum. A wound report should be generated from this information. The system shall have the ability to store pictures of wounds and annotate or draw wound on body figure. | ||
| t | The system shall provide the user with the ability to complete and generate Skin Injury Report. | ||
| u | The system shall provide the user with the ability to complete and generate Immunization Record form. | ||
| v | The system shall provide the user with the ability to use and complete e-Briggs forms for documentation. | ||
| w | The system shall provide the user with the ability to use other Clinical Flow Records. Please list all available flow records. | ||
| x | The system shall have a comprehensive biopsychosocial assessment which allows the ability to add and update information. Other documentations should include crisis and relapse prevention plans. | ||
| E1.2 | 1 | The system shall provide the user with the ability to capture Physician Progress Notes. The system should generate problem list from diagnosis to be addressed. | |
| E1.3 | 1 | The system shall provide the user with the ability to capture the NP/PA Documentation. | |
| E1.4 | 1 | The system shall provide the user with the ability to capture History and Physical information. | |
| E1.5 | 1 | The system shall provide the user with the ability to capture other Professional and Consultation Records/Notes. | |
| E1.6 | 1 | The system shall provide the user with the ability to capture the Resident/Client Diagnoses and generate problem list. | |
| E1.7 | 1 | The system shall provide the user with the ability to capture the Final Progress Note/Discharge Note. | |
| E1.8 | 1 | The system shall provide the user with the ability to capture the Inpatient Clinician Encounter Notes. | |
| E1.9 | 1 | The system shall provide the user with the ability to capture the Physician Place of Services Capture (SNF vs. NF). | |
| E1.10 | 1 | The system shall provide the user with the ability to document patient's treatment and other activities eTAR (Treatment Administration Record). | |
| E1.11 | 1 | The system shall provide the ability to maintain and monitor specific quality indicators for clinical records review. | |
| E1 | Care Plans | ||
| E2.1 | 1 | The system shall have Advance Care Planning dashboard | |
| E2.2 | 1 | The system shall come with pre built best practice plans of care that are appropriate for LTC and SNF. The system shall provide the user with the ability to maintain a current list of care team members and view past lists and have the plan of care indicate which interventions each discipline is addressing. |
| E2.3 | 1 | The system shall provide the user with the ability to delegate, default, and edit intervention responsibilities to the care team or individual providers. | |
| E2.4 | 1 | The systems shall provide the user with the ability to quickly and easily review past encounters by synopsis or details. | |
| E2.5 | 1 | The systems shall provide the user with the ability to reinstate restorable orders and previous care plans upon return from acute care hospitals. | |
| E2.6 | 1 | The systems shall provide the user with the ability to edit standard and organizational care plans, while tailoring to an individual’s care needs. | |
| E2.7 | 1 | The systems shall provide the user with the ability to perform individual or group reviews of care plans. | |
| E2.8 | 1 | The systems shall allow the Care Plan to automatically update Care Card. | |
| E2.9 | 1 | The system shall have the ability to have configurable notes. Describe the approach taken by the system to address the need for multiple note formats. | |
| E2.10 | 1 | The system shall have spell check for notes. Describe the method used to provide spell check in notes. | |
| E2.11 | 1 | The system shall have the ability to save documents in draft mode and not consider documents as part of the chart until documents have been finalized. | |
| E2.12 | 1 | The system shall provide the ability to run a report to identify draft documents that have not yet been: | |
| a | eSigned | ||
| b | Completed - Describe how "completed" is defined in the system, does the e-signature complete the document or is something additional required? | ||
| E2.13 | 1 | The system shall provide the ability to show report results on clinical dashboard. | |
| E2.14 | 1 | The system shall provide the ability to modify delivered forms and data collection mechanisms. | |
| E2.15 | 1 | The system shall provide the ability to set triggers for things, such as: | |
| a | New assessment | ||
| b | Care plan | ||
| c | Order | ||
| E2.16 | 2 | The system provides the ability to add images, such as: | |
| a | Drawings | ||
| b | Photographs | ||
| E3 | Allergy Information (Include food allergies/sensitivities, latex allergies/sensitivities, others) | ||
| E3.1 | 1 | The system shall provide the ability for all allergy information to be entered once and be pulled from initial assessment or pre-admission history. The system shall recall allergies from previous admissions if the patient is discharged and readmitted. | |
| E3.2 | 1 | The system shall provide the ability to indicate the type of allergy. | |
| E3.3 | 1 | The system shall allow allergy information to be integrated with prescribing. | |
| E3.4 | 1 | The system shall support allergies/sensitivities showing as alerts on Dashboard. | |
| E3.5 | 1 | The system shall provide the ability to update allergy information as appropriate. | |
| E3.6 | 1 | The system shall provide the ability to discontinue an allergy and capture information such as: | |
| a | Who discontinued | ||
| b | Date effective | ||
| E3.7 | 1 | The system shall provide the ability to specify drug sensitivity with hierarchy and: | |
| a | Flag the record | ||
| b | Display with severest reaction at the top of the list | ||
| E3.8 | 1 | Provide the shall provide ability to show highlighted allergy alert on client/patient record. | |
| E3.9 | 1 | The system shall provide the ability to add “adverse drug reaction” and the type of reaction. | |
| E4 | Treatment Planning | ||
| E4.1 | 1 | The system shall provide the ability to create treatment plans linked to supporting assessments. Worklist should be generated based on interventions and treatment orders from the plan of care, eTAR and eMAR. | |
| E4.2 | 1 | The system shall have the ability to have a single plan per client/patient. Describe how treatment/service plans can be created in the system. | |
| E4.3 | 1 | The system shall provide the ability to flag risk and provides: | |
| a | Ability to acknowledge risk | ||
| b | Ability to address risk | ||
| E4.4 | 1 | The system shall provide the ability for demographic, current meds, current diagnosis and guardian data to propagate the Treatment Plan. | |
| G1.51 | 1 | The system shall support integrated meal ordering. | |
| E4.6 | 1 | The system shall provide the ability to configure Homes specific templates. | |
| E4.7 | 1 | The system shall provide the ability to maintain Homes -specific templates. | |
| E4.8 | 1 | The system shall provide the ability to create treatment plans supported by clinical/rehab/treatment/evidence based practice libraries for formulation of plans (treatment plans, plans of care, ISPs, IAPs, etc.). | |
| E4.9 | 1 | The system shall provide the ability to have internally developed evidence based treatment plan libraries. | |
| E4.10 | 1 | The system shall provide the ability to configure a tickler for notification for when the next Treatment Plan is due. | |
| E4.11 | 1 | The system shall provide the ability to print treatment plan for client/patient/guardian review and signature. | |
| E4.12 | 1 | The system shall provide the ability to sign plans electronically by: | |
| a | Client/patient | ||
| b | Guardian | ||
| c | Staff person creating plan | ||
| d | Multiple staff in team | ||
| E4.13 | 1 | The system shall support periodic treatment team reviews and document the results of that review as a separate document including notes and signatures of treatment team members. | |
| E4.14 | 1 | The system shall provide hand off communication tools for clinical staff after end of each shift. | |
| E4.15 | 1 | The system shall have the ability for plans to be individualized per patient and have the flexibility to modify/meet all regulatory requirements and standards of practice. | |
| E4.16 | 1 | The system shall allow Treatment Plans to be easy to read and in a printable format. | |
| E4.17 | 1 | The system shall provide the ability to create report formats that conform to external requirements for plans. | |
| E4.18 | 1 | The system shall provide the ability to create report formats tailored to audience, such as: | |
| a | Client/patient | ||
| b | Guardians | ||
| c | Other agency | ||
| E5 | Service Reporting | ||
| E5.1 | 1 | The system shall enable services noted in Notes to crosswalk to correct the HCPS/CPT/ICD codes. | |
| E5.2 | 1 | The system shall support capability to configure the system so that not all notes will generate a billing charge. | |
| E5.3 | Notes – Progress, Group/definable, Nursing, Memo to chart, other notes | ||
| E5.4 | 1 | The system shall provide a link from a scheduled appointment to a note with the capture of a service/procedure, time spent and the provider name without duplicate entry; i.e., ability to create a charge based on the clinical documentation. | |
| E5.5 | 1 | Physicians and advanced practice clinicians must maintain a patient appointment/visit schedule per CMS / DPH standards for each resident in a SNF. The system must track visit compliance. | |
| E5.6 | 1 | The system shall provide a link from Note to billing without duplicate entry of data. | |
| E5.6 | 1 | The system shall have the ability to capture daily/shift information, such as: | |
| a | Vitals | ||
| b | Intake/output | ||
| c | Weight | ||
| E5.7 | 1 | The system shall have the ability to capture the B9.58 information via handheld devices for easy, timely entry of data. | |
| E5.8 | 1 | The system shall have the ability to have handheld data sync to each client/patient record real time. | |
| E5.9 | 1 | The system shall provide the ability to view graphical display of changes in B9.58 data in client/patient’s EHR. | |
| E5.10 | 1 | The system shall provide the ability to set alerts related to changes in B9.58 data. | |
| E5.11 | 1 | The system shall provide the ability to reference and incorporate Treatment goals from Plans, such as: | |
| a | Select a goal & document goal achievement | ||
| b | Objectives are shown | ||
| c | Select objective addressed in this visit | ||
| d | The system shall provide the ability to write Shift notes. | ||
| E5.12 | 1 | The system shall provide the user with ability to document daily nursing activities such as Midnight hand-off communication/census. For specific data fields please see example in the Appendix R. | |
| E5.13 | 1 | The system shall provide the ability to enter a group note, indicate who was in attendance, enter notes on the group session that are applicable to the entire session, and enter notes applicable to specific individual client/patients within the group. | |
| E5.14 | 1 | The system shall provide multiple types of service documentation, such as: | |
| a | Pre-defined treatment plans | ||
| b | Progress notes | ||
| E5.15 | 1 | The system shall provide the ability to define templates for different types of progress notes and allow notes to be queried by note type. | |
| E5.16 | 1 | The system shall provide the ability to cut and paste items like lab results. | |
| E5.17 | 1 | The system shall provide a Medical Dictionary with user ability to update and maintain this dictionary. | |
| E5.18 | 1 | The system shall provide an integrated spell checker that uses all dictionaries including the Medical Dictionary. | |
| E5.19 | 1 | The system shall provide the ability to define templates by Homes specific requirements. | |
| E5.20 | 1 | The system shall provide the ability to include in templates items to guide note completion, such as: | |
| a | Mental status | ||
| b | Vitals | ||
| E5.21 | 1 | The system has the ability to track progress against treatment goals. | |
| E5.22 | 1 | The system shall have the ability to link progress notes to treatment plan and goals in treatment plan. | |
| E5.23 | 1 | The system shall include a clinical database of evidence-based practice guidelines. | |
| E5.24 | 1 | The system shall have the ability to establish user-defined evidence-based practice guidelines. | |
| E5.25 | 1 | The system shall provide the ability to amend documentation after signing and locking. | |
| E5.26 | 1 | The system shall provide online prompts where signatures or co-signatures are required in the completion of medical records documentation to avoid charting deficiencies. | |
| E5.27 | 1 | The system shall have the ability to provide authorization hierarchy for sign-off. | |
| E5.28 | 1 | The system shall have the ability to record user, date and time of each modification (e.g., update, change,) for every aspect of the entire record. | |
| E5.29 | 1 | The system shall provide the ability to view original and changed data. | |
| E5.30 | 1 | The system shall provide the ability to sort progress notes for viewing in time slices/date ranges (and other criteria), chronological or reverse chronological order by encounter date. | |
| E5.31 | 1 | The system shall provide the ability to sort progress notes for viewing by date, author and category/type of service. | |
| E5.32 | 1 | The system shall have the ability to make notes configurable (e.g. Not all notes are linked to billable services). | |
| E5.33 | 1 | The system shall have the ability to sort and group notes by type, time, date, provider and type of provider. | |
| E5.34 | 1 | The system shall have the ability to flag notes documented in error and to omit these from any reports. | |
| E5.35 | 1 | The system shall provide the ability to back date notes while maintaining the date and time of entry. | |
| E5.36 | 1 | The system shall provide the ability to set limit on back dating notes, i.e., no more than 14 days past service date. | |
| E5.37 | 1 | The system shall allow for entry of notes in a closed individual record for information that is received past discharge but should be included in the record. | |
| E5.38 | 1 | The system shall provide the ability to configure triggers/alerts. | |
| E5.39 | 1 | The system shall provide the ability to configure types of alerts that require acknowledgement. | |
| E6 | Point of Care | ||
| E6.1 | 1 | The system shall have point of care functionality for language and computer literacy limited professionals. | |
| E6.2 | 1 | The system shall have patient health monitoring functionality and allow integration (IOT) with portable medical and non-medical equipment (e.g. glucose monitoring, Wanderguard). Please provide a list of devices your system can integrate with. | |
| E6.3 | 1 | The system shall allow caregivers to use wall-mounted touch-screens to document at the point of care. | |
| E6.4 | 2 | The system shall provide a virtual observation solution that allows a trained staff to monitor multiple patient rooms from a central monitoring station. | |
| E6.5 | 1 | The system shall have integrated into clinical workflow, surveillance capabilities that provide an actionable, real-time monitoring system for preventative care. By capturing discrete clinical and demographic data (e.g., vital signs, test results, and assessments), system's predictive surveillance capabilities automatically identify patients and residents who qualify for quality measures or who may be at-risk of developing specific conditions (e.g., falls, CAUTI, and pressure ulcers). | |
| E7 | Coding | ||
| E7.1 | 1 | The system shall provide an encoder built in to the application. Please describe in detail the functionality and coder workflow. The system shall provide an diagnosis coding tool/library built in to the application icd10/cpt codes . Please describe in detail the functionality and coder workflow. | |
| E7.2 | 1 | The system shall support most industry standard encoders/groupers. | |
| E7.3 | 1 | The system shall allow coding staff onsite and offsite (remote, home coders) to access chart detail to perform necessary coding. | |
| E7.4 | 1 | The system shall support email communication between coders and providers to facilitate completion of the coding process. | |
| E8 | Clinical decision support systems (CDSS) | ||
| E8.1 | 1 | The system shall provide Clinical decision support systems (CDSS) that link health observations with health knowledge to influence health choices by clinicians for improved health care. Please describe your CDSS capabilities for following at-risk conditions and events: | |
| a | Prevention of Pressure Ulcers | ||
| b | Reduction of Health Care-Acquired Infections | ||
| c | Hospitalization/ Hospital Readmission Prevention | ||
| d | Antipsychotic Reduction | ||
| e | Falls Prevention | ||
| f | Pressure Ulcers Healing Interventions | ||
| g | Preventable Transfer to ED/ Hospital | ||
| h | Interventions to Reduce Inappropriate Acute Care Transfers Tool | ||
| E8.2 | 1 | Surveillance dashboards & worklists that are auto populated based on specific criteria which is obtained from clinical documentation that identifies patients at risk for a-h |
Assessments
| Bidder Name: | Soldiers’ Home Electronic Medical Record (EMR) | |||
| Submission Date: | Request for Response | |||
| Section D - Assessments | ||||
| Requirement # | Priority | Requirement Description | Bidder Response | Bidder Comment/Description |
| Section D - Assessments | Select Response from drop down menu for all requirements | |||
| D1 | Assessments |
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