DOH24-024 FDOH Modernization Final.pdf

Pursuant to 60A-1.042, an agency may request information by issuing a written Request for Information. Agencies may use Requests for Information in circumstances including, but not limited to, determining whether, or not, to competitively procure commodities or contractual services, determining what solicitation process to use for a particular need, or researching general, special, or technical specifications to be included in a solicitation.

State of Florida

Department of Health Request for Information (RFI)

DOH24-024

Modernization of Patient Record and Practice Management Process

I. REQUEST FOR INFORMATION

The Florida Department of Health (Department), Office of Information Technology is requesting information regarding industry options that have the capability to modernize the Department’s patient record and practice management processes.

II. BACKGROUND

The Department utilizes a highly integrated, federally certified comprehensive system that provides the functions of an electronic health record (EHR) as well as practice management capabilities to over 10,000 registered users across the Department’s 67 county health departments (CHDs). The Department is searching for a centralized, cloud-based, single sign-on capable, EHR. The systems functionality will support clinical visit functions (e.g., medical history, vitals and measures, chief complaint, review of systems, physical exam, assessment and plan, progress notes, patient snapshot, follow-up list, care coordination), electronic laboratory ordering and resulting with Department’s ,Bureau of Public Health Laboratories (BPHL), state laboratories and commercial laboratories, electronic prescribing, and a patient portal. The system must also support practice management functions such as patient registration, scheduling, financial eligibility, billing, service/time reporting, care coordination, billing patient accounts, and receivables processing and tracking.

EHR vendors with systems that provide expansive patient records and medical histories, allowing comprehensive tracking of each person’s health status, are welcome to provide the Department with more information pursuant to this RFI.

III. GOALS

To find an EHR that provides the best clinical workflow (in support of primary care and public health services), standardization, and integration capabilities. The Department is interested in partnering with an established, U.S.-based vendor that is knowledgeable about practice management and population health. The software must meet the unique needs of the population served with a lightweight, nimble platform that is cost effective, highly configurable and user managed/customizable. It must capture, store, transmit, receive, analyze, and present health information and associated demographic data in a streamlined, compliant manner. Implementation and post implementation support must be provided by the vendor staff who are well versed in the US healthcare system (primary care and public health) and standards of practice for a wide range of clinical disciplines.

IV. PROCESS

Responses to this RFI will be reviewed by the Department for informational purposes only and will not result in the award of a contract.

The Office of Information Technology will review all responses received from this RFI to determine the feasibility of issuing a competitive solicitation for these services.

Any request for cost information is for budgetary purposes only.

Vendors submitting answers to an agency’s RFI are not prohibited from responding to any related subsequent solicitation.

VI. RESPONSE FORMAT

The Department’s intent is to identify potential vendors that can fulfill the functional requirements listed in section II. Potential vendors should address all the needs listed above in a statement of work with the following sections at a minimum:

a. Introduction

b. Background

c. Goals

d. Deliverables- Reference Appendix A for Department functional requirements.

e. Technical details- Reference Appendix A for Department functional requirements.

f. Personnel assigned and contact information (company name, phone, email)

g. Proposed budget/ Costs/ Contract Types

VII. RESPONSE DATE

Responses should address each RFI request/questions point by point. Please provide the requested information no later than 5:00 pm ET, May 2, 2025. Responses should be sent via e-mail to the Procurement Officer: Bill.Zimmerman@flhealth.gov Any additional information that cannot be transmitted electronically must also be submitted by 5:00 PM, May 2, 2025, to the following address:

DEPARTMENT OF HEALTH

CENTRAL PURCHASING OFFICE

ATTN: Bill Zimmerman 4052 Bald Cypress Way, Bin B07

Tallahassee, FL 32399

VIII. QUESTIONS

Questions related to this RFI must be submitted in writing, via email, to Bill.Zimmerman@flhealth.gov no later than 5:00 p.m. ET, April 10, 2025.

Verbal questions or those submitted after the deadline will not be addressed by the Department.

mailto:Bill.Zimmerman@flhealth.gov mailto:Bill.Zimmerman@flhealth.gov

ALL EMAILS RELATED TO THIS RFI MUST CONTAIN THE RFI TITLE AND RFI DOH

NUMBER IN THE SUBJECT LINE OF THE EMAIL.

Department responses to questions received by the above deadline will be posted to https://vendor.myfloridamarketplace.com. The Department will reply to questions by 5:00 p.m. ET, April 17, 2025.

IX. PROPRIETARY INFORMATION

Vendors must indicate which portions, if any, of the information being provided are proprietary or confidential by marking each page upon which such information appears.

Failure to do so will result in all information submitted being subject to public disclosure in accordance with Florida Statute Chapter 119, Public Records. The information requested may be used to develop specifications for a solicitation.

X. VENDOR COSTS

Vendors are responsible for all costs associated with the preparation, submission of the response, and any potential meetings to discuss this RFI. The State of Florida, Department of Health will not be responsible for any vendor related costs associated with responding to this request.

https://vendor.myfloridamarketplace.com/

Appendix A

Functional Requirements Document

1. General Description of Operational Capability

1.1. Summary of Mission Needs

The Department keeps extensive records of all patient information and medical histories, allowing comprehensive tracking of each person’s health status and coordination of care.

This helps healthcare providers diagnose illnesses quickly, provide treatment, and coordinate care as well as identify patterns and trends in health care across the population. The current electronic medical record (EMR) used by the Department is designed to utilize advanced data analytic tools to inform decision making by providers and healthcare administrators. By analyzing patient data, risk factors for certain medical conditions can be identified and preventive measures taken before a major illness or condition develops. The Department is looking for a centralized cloud-based solution that provides advanced features and tools to assist patient care within the defined functionalities outlined in this document.

1.1.1. Service Areas provided by Department staff Include:

1.1.1.1. Tuberculosis Control (TB)

1.1.1.2. Unified Service Reporting

1.1.1.3. Encounter/Services

1.1.1.4. Registration

1.1.1.5. Scheduling

1.1.1.6. Eligibility

1.1.1.7. Care Coordination and Referral Tracking

1.1.1.8. Disease Control and Health Protection

1.1.1.9. Family Planning

1.1.1.10. Clinical Encounters

1.1.1.11. Prenatal Screens

1.1.1.12. Billing

1.1.1.13. Dental

2. Definitions:

2.1. Tuberculosis (TB)

2.2. Sexually Transmitted Disease (STD)

2.3. Release of Information (ROI)

2.4. SOAP (Subjective, Objective, Assessment, Plan Format)

2.5. Report of Verified Case of Tuberculosis (RVCT)

2.6. Family Planning Annual Report (FPAR) 2.0

2.7. Health and Human Services (HHS Office of Population Affairs)

2.8. Master Patient Index (MPI)

2.9. Systemized Nomenclature of Medicine- Clinical Terms (SNOMED)

2.10. Standardized Current Dental Terminology (CDT)

2.11. Current Procedural Terminology (CPT) codes

2.12. Health Insurance Portability and Accountability Act (HIPAA)

2.13. Health Management Component (HMC)

2.14. National Health Information Exchange (HIE)

2.15. Encounter Notification Services (ENS)

2.16. Fast Healthcare Interface Resources (FHIR)

2.17. Artificial Intelligence (AI)

2.18. Electronic Disease Notification System (EDN)

2.19. Florida Medicaid Management Information System (FLMMIS)

3. Department requires the following EHR capabilities, at a minimum:

3.1.1.1. Clinical Documentation

3.1.1.1.1. Standardized templates for major program areas including Clinical Documentation. (Tuberculosis (TB), HIV/AIDS, Sexually Transmitted Disease (STD), Immunization, and other Communicable Diseases, family planning)

3.1.1.1.2. Template creation capabilities

3.1.1.1.3. Family planning documentation

3.1.1.1.4. Care management planning

3.1.1.1.5. Customizable clinical dashboards

3.1.1.1.6. Release of Information (ROI) Form and tracking tool

3.1.1.1.7. Consent forms within the tool

3.1.1.1.8. Referral form

3.1.1.1.9. Vital Signs

3.1.1.1.10. Medical history, present illness, reason for visit, chief complaint

3.1.1.1.11. Problem list

3.1.1.1.12. Allergies (drug and food, insect, chemical)

3.1.1.1.13. Intake screening forms

3.1.1.1.14. Clinic SOAP (Subjective, Objective, Assessment, Plan Format) notes and Progress notes

3.1.1.1.15. Demographic information

3.1.1.1.16. Testing results (lab, radiology, etc)

3.1.1.1.17. Electronic ordering and electronic lab results

3.1.1.1.18. Medication ordering

3.1.1.1.19. Exposures

3.1.1.1.20. Standardized CPT Codes

3.1.1.2. Electronic Communications

3.1.1.2.1. Clearing House Services

3.1.1.2.2. Secure direct messaging

3.1.1.2.3. Standardized coding

3.1.1.2.4. Visibility into data in all 67 counties

3.1.1.2.5. Cloud based functionality for easy clinician sign on options.

3.1.1.2.6. Disaster preparedness functionality

3.1.1.2.7. Mass communication abilities office wide and patient specific (patient reminders)

3.1.1.2.8. Patient Portal

3.1.1.3. Reporting

3.1.1.3.1. Report of Verified Case of Tuberculosis (RVCT) Reporting to CDC

3.1.1.3.2. Family Planning Annual Report (FPAR) 2.0; Health and Human

Services (HHS Office of Population Affairs) Federal Office of Population Affairs (reporting for family planning)

3.1.1.3.3. HIV/AIDs (to reporting agencies and STD to reporting agencies)

3.1.1.3.4. Ad hoc reporting tool

3.1.1.3.5. Reporting Portal

3.1.1.3.6. Audit functionality

3.1.1.3.7. Customizable Reporting Options

3.1.1.3.8. Tickler Reporting

3.1.1.3.9. Electronic Case Reporting

3.1.1.3.10. Automation- Report Execution of Delivery

3.1.1.4. Patient Portal

3.1.1.4.1. Text Messaging and Alerts

3.1.1.4.2. Patients’ ability to review results, financial data, appointments

3.1.1.4.3. Automatic integration of patient appointments with the scheduling tool

3.1.1.4.4. Patient trends over time (blood pressure)

3.1.1.4.5. Pre-registration

3.1.1.4.6. View medical records and other patient data

3.1.1.4.7. Questionnaires and forms

3.1.1.4.8. Make payments, check balances, payment history

3.1.1.5. Records Management

3.1.1.5.1. Data warehousing, data lake- i.e. centralized repository to store data and has the ability to pull information between departments.

3.1.1.5.2. Patient identifiers

3.1.1.5.3. Archive records

3.1.1.5.4. Add or addend notes- i.e. ability add notes to the chart or addend notes in the chart

3.1.1.5.5. Shortcut phrases for notes- i.e. ability to type a short cut in place of a phrase. (Ex. NPO= nothing by mouth)

3.1.1.5.6. Master Patient Index (MPI)

3.1.1.5.7. Release of Information (ROI)

3.1.1.5.8. Patient Demographics

3.1.1.6. Practice Management

3.1.1.6.1. Claims Scrubber- specifically, to review medical claims before submission to insurance companies

3.1.1.6.2. Eligibility verification (batch submissions and real-time)

3.1.1.6.3. Standardized ICD 10 codes and Systemized Nomenclature of

Medicine- Clinical Terms (SNOMED) Codes translations

3.1.1.6.4. Standardized Current Dental Terminology (CDT)/Current Procedural

Terminology (CPT) codes

3.1.1.6.5. Payer list within the module

3.1.1.6.6. History of billing transaction and records

3.1.1.6.7. Recoupment for each transaction

3.1.1.6.8. Ability to carry credit balance

3.1.1.6.9. Explanation of benefits and payments

3.1.1.6.10. Online payments

3.1.1.6.11. Clearing House; Account snapshot of balances and charges to bill or track claims in a portal for the patient to view

3.1.1.6.12. Claims Processing. Ideally this system will allow for one claim for multiple lines of service on the same day. This includes the ability to makes notes on that date of claim.

3.1.1.6.13. Balance tracking

3.1.1.6.14. Validation of procedures for a diagnosis

3.1.1.6.15. Automated claims resubmission

3.1.1.6.16. Collections

3.1.1.6.17. Billing Rules Engine- i.e. to execute billing rules in a runtime production environment.

3.1.1.6.18. Denial management

3.1.1.6.19. Compliance with applicable statutory, rules, departmental policies and procedures, Health Insurance Portability and Accountability Act (HIPAA, code sets, etc.)

3.1.1.6.20. Payment processing

3.1.1.6.21. Write offs

3.1.1.6.22. Patient demographics

3.1.1.6.23. Payment plans for client balances

3.1.1.6.24. Bankruptcies

3.1.1.6.25. Sliding fee scales in accordance with poverty guidelines

3.1.1.6.26. Organization Agreements. Third party payment agreements from companies that agree to receive services from the Department.

3.1.1.7. Clinic Scheduling and Registration

3.1.1.7.1. Registration and scheduling module in one system

3.1.1.7.2. Not in queue scheduling with a call back- i.e. ability to call users who chose not to remain on the line while waiting to hear back for registration/ scheduling team.

3.1.1.7.3. Ability to view the schedule of multiple clinics simultaneously.

3.1.1.7.4. Over booking ability- i.e. ability to overbook the schedule.

3.1.1.7.5. Appointment times differentiation

3.1.1.7.6. Mass text cancelation

3.1.1.7.7. Appointment modification options (date and time)

3.1.1.7.8. Day, weekly, and monthly provider calendar view options

3.1.1.7.9. Ability to filter based off providers and availability dates

3.1.1.7.10. Custom appointment types

3.1.1.7.11. Resource allocation- i.e. ability to track ad allocate resources within the system

3.1.1.8. Clinical Functionality

3.1.1.8.1. Clinical summary page

3.1.1.8.2. Customizable dashboards

3.1.1.8.3. Care management plan and coordination

3.1.1.8.4. Medication Module that supports internal drug issuance and external prescribing

3.1.1.8.5. Contact investigation for TB and other communicable diseases

3.1.1.8.6. Access to radiology reports, results, and X-rays

3.1.1.8.7. Surveillance workflow and process for TB Surveillance workflows

3.1.1.8.8. One dashboard for all radiology, lab, and clinical documentations

3.1.1.8.9. Contingency workflow for outbreaks where mass screenings are required

3.1.1.8.10. Clinic visit summary (shorthand text)

3.1.1.8.11. Ability to save and modify assessments

3.1.1.8.12. Customized favorites list and dashboards

3.1.1.8.13. One SOAP note for all problems listed

3.1.1.8.14. Ability to reassign care coordination to individuals

3.1.1.8.15. Referrals Capability (ability to link referrals in the tool)

3.1.1.8.16. Standardized referrals for each county

3.1.1.8.17. Notifications to assist with work prioritization and flags for missing tasks

3.1.1.8.18. Health Management Component (HMC) (time and service, ICD 10, and CPT) recorder automation

3.1.1.8.19. Individual care plans

3.1.1.8.20. Clinical Decision Support Capability (AI Generated)

3.1.1.9. Release of Information

3.1.1.9.1. Patient records tracking and auditing log

3.1.1.9.2. Integrated disclosure log (view via patients’ chart, medical records, Health Information Management (HIM))

3.1.1.9.3. Streamline medical release of information

3.1.2. Interoperability

3.1.2.1. STARS Integration (STD/ Disease Case tracking system)

3.1.2.2. Sustainment and management

3.1.2.3. Florida Immunizations Registry Integration (state health online tracking

System)

3.1.2.4. National Health Information Exchange (HIE)

3.1.2.5. Encounter Notification Services (ENS)

3.1.2.6. Family Planning Annual Report (FPAR) 2.0 Submissions (Family Planning

Annual Report) (national report)

3.1.2.7. UDS+ submissions and eCQMs via FHIR. This functionality is considered must have for FDOH.

3.1.2.8. Fast Healthcare Interface Resources (FHIR); Generalized FHIR integration capabilities are currently not required but would be nice to have.

3.1.2.9. Tele-radiology solution interoperability

3.1.2.10. Telehealth interoperability

3.1.2.11. Center for Disease Control (CDC)/ Electronic Disease Notification System

(EDN) for refugee health

3.1.2.12. TAP Application Portal (web service interface for TB/HIV/STD). This will allow for real time data exchange. This webservice will also include an HIV Program Interface for systems such as CAREWare and Provide.

3.1.2.13. Claims and Billing Clearing House integration

3.1.2.14. Electronic Ordering for labs, prescribing orders, and radiology

3.1.2.15. Florida Medicaid Management Information System (FLMMIS)

3.1.2.16. Electronic Oral Health Record interoperability

3.1.2.17. Electronic Prenatal/Infant screening record interoperability

3.1.3. User Management

3.1.3.1. Single Sign On

3.1.3.2. Cloud Based Functionality for easy clinician sign on options.

3.1.3.3. System account creation. An easy-to-use system that will allow for creating role-based user accounts. Ideally this system will include auditing functionality and the ability to provide a reason or note for why an individual was in a patient's chart.

3.1.4. General Technical

3.1.4.1. Customizable electronic form automation

3.1.4.2. Clinic Wait times and process flow

3.1.4.3. Auditing functioning

3.1.4.4. Electronic check-in process for patient documentation

3.1.4.5. Artificial Intelligence (AI) functionality and utilization