EHR needs list.docx
DOCX document 34 KB Posted
- Solicitation number
- 2137643
- Issued by
- Allegany County, New York
About this file
This EHR needs assessment document outlines the technical and functional requirements for an Integrated Student Health & Counseling Electronic Health Record system for SUNY College of Technology at Alfred. The institution seeks a comprehensive EHR solution supporting medical, counseling, psychiatry, and wellness services through a unified, integrated care record with capabilities for multi-disciplinary collaboration, privacy segmentation of sensitive mental health data, and compliance with both FERPA and HIPAA regulations. Key functional requirements include integrated scheduling across multiple service types, discipline-specific documentation templates with embedded screening tools such as CCAPS, secure patient portals with mobile accessibility, crisis and risk management capabilities, telehealth support, and interoperability with campus systems including Banner student information platform. The procurement is authorized for up to $125,000 and will award a contract term of 3, 4, or 5 years at the vendor's discretion. Interested vendors must submit proposals electronically to crissk@alfredstate.edu, with questions due by August 10, 2026, and responses provided by August 14, 2026.
The pricing structure remains flexible based on contract term selection, with no sealed bid process required. Technology services specifications mandate single sign-on authentication through Microsoft Entra with multi-factor authentication, integration with the student information system via Ellucian Ethos or alternative data exchange methods, API or data file capability for student population uploads including student ID retrieval, immunization status verification, and exemption data management. The successful contractor must demonstrate vendor responsibility compliance, comply with NYS Finance Law Section 139-j and -k lobbying restrictions, provide current NYS Workers' Compensation and Disability certifications, and submit applicable tax documentation under NYS Tax Law Section 5-a. Vendor contact restrictions are strictly enforced, with violations potentially resulting in contract award denial or debarment from state agency sales.
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Other files
| File | Type | Posted |
|---|---|---|
| EHR_RFP Summary.docx | DOCX document | |
| 139-m Certification Attachment.docx | DOCX document |
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Text version
Electronic Health Record (EHR) Needs for Health & Wellness Services
1. Unified, Integrated Care Record Single longitudinal health record combining medical, counseling, psychiatry, and wellness services.
Ability to segment sensitive mental health data while supporting coordinated care.
2. Privacy, Confidentiality, and Compliance Support for FERPA and HIPAA hybrid environments.
Role-based access controls with protections for psychotherapy notes and substance use records.
Consent management with student-controlled permissions.
Comprehensive audit trails.
3. Integrated Workflows Support collaborative care models including screenings and warm handoffs.
Shared care plans across disciplines.
Case management for high-risk students and coordinated interventions.
4. Scheduling and Access Management Multi-service scheduling includes medical, counseling (individual and group sessions), and health education.
Waitlist and prioritization features.
Online self-scheduling and triage tools
5. Documentation and Clinical Tools Discipline-specific templates for medical and counseling documentation.
Embedded screening tools and assessments (specifically, CCAPS).
E-prescribing capabilities.
External Documentation
· Ability to upload documents by patient
· Ability to administratively scan documentation for upload into EMR
6. Patient (Student) Engagement Tools Secure portal for scheduling, messaging, and records access.
Mobile-friendly design.
Integration with campus systems (specifically, Banner).
7. Crisis and Risk Management Tools for suicide risk, threat assessment, and crisis documentation.
Alerts for high-risk students.
Support for behavioral intervention coordination.
8. Reporting, Analytics, and Compliance Utilization, outcome, and public health reporting.
Accreditation and regulatory compliance reporting.
Population health analytics.
Integration with NYSIIS for New York State immunization records
9. Interoperability and Campus Integration Integration with student information systems and campus platforms.
Standards-based data exchange (HL7, FHIR).
Public health reporting capabilities.
10. Telehealth and Hybrid Care Support Secure telehealth for medical and counseling visits.
Documentation and consent workflows for virtual care.
Support for hybrid care models.
11. Usability and Staffing Considerations Intuitive interface for multidisciplinary teams.
Configurable workflows for institutions of varying sizes.
Efficient documentation tools to reduce provider burden (i.e., ease in use of template builder).
12. Billing and Financial Flexibility Support for insurance billing, student fees, and flexible payment models.
Integration with campus billing systems.
Separation of counseling billing workflows when needed.
Technology Services specifications:
· Single Sign On (SSO)
· SSO Login through Microsoft Entra to support multi-factor authentication.
· Integration with student information system.
· Ability to upload campus student population through API or data file.
· The upload of our student ID into the EHR is required.
· Ability to retrieve patient immunization status and exemptions through API or data file (the retrieval of the student ID is required).
· Integration between SIS and EHR system through Ellucian Ethos ideal, but the other methods noted above are usable.
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