Electronic_Health_Record_(EHR)_AMD2.pdf

RFP # 33901-00393 – Amendment # 2 Page 1

STATE OF TENNESSEE

DEPARTMENT OF MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES

REQUEST FOR INFORMATION # 33901-00393

AMENDMENT #2

FOR ELECTRONIC HEALTH RECORD SYSTEM

DATE: June 9, 2026

RFI # 33901-00393 IS AMENDED AS FOLLOWS:

1. This RFI Schedule of Events updates and confirms scheduled RFI dates. Any event, time, or date containing revised or new text is highlighted.

EVENT TIME

(Central

Time Zone)

DATE

(all dates are State business days)

CONFIRMED

OR UPDATED

1. RFI Issued May 11, 2026

CONFIRMED

2.

Written Questions and Comments Deadline

4:00 P.M. June 2, 2026

CONFIRMED

3.

State Response to Written Questions and Comments

4:00 P.M. June 9, 2026

CONFIRMED

4. RFI Response Deadline 4:00 P.M. June 30, 2026 CONFIRMED

2. State responses to questions and comments in the table below amend and clarify this RFI.

QUESTION / COMMENT STATE RESPONSE

1. Is there a timeline in pursuing the project?

If the State elects to release a Request for

Proposals (RFP), does TDMHSAS have a projected timeline for its release and anticipated award?

The State has not established a timeline for a potential procurement at this time. The purpose of this RFI is to gather information regarding available solutions, implementation approaches, and associated costs. Any future procurement activities will be announced through the State's standard procurement processes.

2. Following evaluation of RFI responses, does TDMHSAS anticipate inviting selected vendors to participate in product demonstrations or technical workshops?

No. The State does not anticipate inviting selected vendors to participate in product demonstrations or technical workshops.

3. Is TDMHSAS considering a single-phase (enterprise) implementation or phased rollout by facility?

Do you plan to have a Centralized Implementation for your 4 hospitals with centralized End User Training and Go-Live for all four hospitals together, or do you wish to have a dedicated

The State anticipates a phased implementation approach with a staggered rollout by facility.

Respondents are encouraged to describe their recommended implementation methodology, training approach, and timeline assumptions.

RFP # 33901-00393 – Amendment # 2 Page 2 implementation and training with a staggered Go- Live rollout for each hospital?

4. What EHR system(s) are currently in use across the RMHIs?

Is there a current vendor providing this service or is it a new requirement? If there is a current vendor, could you please provide the current contract documents/information?

The Regional Mental Health Institutes currently utilize Netsmart myAvatar. A copy of the existing contract may be obtained through an open record request.

5. What is the current contract term and expiration date for the existing solution?

The current contract is anticipated to expire June 30, 2027.

6. Please identify the key systems currently in use or planned for integration, including:

a. Laboratory systems

b. Pharmacy systems

c. Health Information Exchanges (HIEs)

d. Revenue cycle / billing systems

e. Other third-party clinical or operational applications

Are these centralized across all facilities or facility-specific?

Key systems include laboratory interfaces, pharmacy management, automated medication dispensing systems, revenue cycle and billing systems, clearinghouse services, clinical documentation, computerized provider order entry (CPOE), treatment planning, and reporting solutions. These systems are centrally managed across all facilities.

7. The RFI indicates approximately 600 total inpatient beds across four RMHIs. Please provide the approximate bed count by facility (Chattanooga, Nashville, Bolivar, Memphis).

Approximate bed counts are as follows:

Chattanooga (165), Nashville (232), Bolivar (150), and Memphis (55).

8. The RFI indicates approximately 2,000 named users. Please provide an approximate breakdown by role, including:

a. Prescribers

b. Nursing staff

c. Clinical staff

d. Administrative/support users

Approximate user counts are as follows:

Prescribers (22), Nursing Staff (996), Clinical Staff (257), and Administrative/Support Users (404).

These figures are estimates and are provided for planning purposes only.

9. Does TDMHSAS need PMP or Prescription Drug Monitoring Program (PDMP) reporting?

Yes. Any proposed solution should support applicable Prescription Drug Monitoring Program (PDMP) reporting requirements.

10. Does TDMHSAS currently utilize automated medication dispensing systems (e.g., Pyxis or similar)?

a. If yes, please identify the vendor(s) and scope of deployment.

b. If not currently in use, is implementation planned as part of this initiative?

Yes. The State currently utilizes Pyxis automated medication dispensing systems and expects respondents to describe integration capabilities.

11. Does TDMHSAS currently utilize a pharmacy management system?

a. If yes: Please identify the vendor/system

b. Confirm whether real-time integration with the EHR is required

c. If not, is a pharmacy system expected to be included in the EHR solution?

Yes. The current pharmacy system includes Netsmart RxConnect. Real-time integration with the EHR is required. The State is open to evaluating alternative pharmacy solutions.

RFP # 33901-00393 – Amendment # 2 Page 3

12. Do any RMHIs include on-site, licensed pharmacies dispensing medications directly to patients?

a. If yes: How many facilities are on-site pharmacies?

b. Are they staffed by licensed pharmacists?

c. Please identify the pharmacy system(s), if applicable

d. Confirm whether TDMHSAS expects to support a closed-loop medication management model across EHR, pharmacy, and dispensing systems.

All four RMHIs maintain on-site pharmacy operations staffed by licensed pharmacists.

Current systems include RxConnect and Pyxis.

The State expects support for a closed-loop medication management model across the EHR, pharmacy, dispensing, and medication administration environments.

13. Does TDMHSAS currently utilize AI-enabled capabilities in clinical or operational workflows?

a. If yes: Are these capabilities native to the current EHR or delivered via third-party solutions?

b. Please identify primary use cases (e.g., documentation, decision support, analytics)

The State does not currently utilize AI-enabled capabilities in clinical or operational workflows.

However, the State is interested in learning about available AI capabilities and potential use cases.

14. For purposes of AI capability scoping and pricing, please provide estimated user counts by role (e.g., clinicians, case managers, prescribers, nursing, and administrative).

Initial AI utilization is anticipated at approximately 100 users. Respondents may also reference the overall user counts provided in this RFI response.

15. What is the expected scope of historical data conversion (e.g., active patients only vs. full history)?

The State anticipates conversion of full historical patient data and expects respondents to describe their methodology, assumptions, tools, and recommendations for full-history conversion.

16. Does TDMHSAS manage billing and claims processing internally, or is this function outsourced to a third-party vendor? If outsourced, please identify the vendor and the scope of services. Additionally, please confirm whether TDMHSAS is seeking vendors to provide billing and claims management services or if integration with the existing solution is preferred.

The State manages billing and claims processing internally. Respondents should describe integrated billing, claims management, and revenue cycle capabilities.

17. We assume TDMHSAS currently utilizes a clearinghouse for claims submission and payer connectivity. Please confirm and identify the clearinghouse vendor(s) in use.

a. If a vendor offers an integrated clearinghouse solution, please indicate whether TDMHSAS is open to considering this approach.

The State currently utilizes Waystar as its clearinghouse and is open to considering integrated clearinghouse solutions.

18. Please provide an estimate for the following:

a. Approximate number of claims submitted per month.

b. Approximate number of eligibility inquiries submitted per month

c. Approximate number of remittances per month

Approximate volumes are as follows: claims submitted (up to 500 per month), eligibility inquiries (700-1,500 per month), and remittances (1,000-4,500 per month).

19. We assume TDMHSAS requires support for standard revenue cycle transaction workflows, Yes. The State requires support for eligibility verification, claims submission, remittance

RFP # 33901-00393 – Amendment # 2 Page 4 including eligibility verification, claims submission, and electronic remittance processing, with appropriate handling of exceptions and reconciliation. Please confirm whether real-time processing is required or batch processing is acceptable.

Additionally, please identify any specific data flow, reconciliation, or reporting requirements that must be supported.

processing, reconciliation, exception management, and reporting. Batch processing is acceptable. Additional reporting capabilities related to reconciliation, unbilled claims, payment analysis, and hospital-level revenue reporting are desirable.

20. We assume TDMHSAS must support TennCare-specific reporting, billing, and submission requirements. Please identify any additional state reporting obligations or compliance requirements that must be supported by the EHR or integrated revenue cycle solution.

The solution should support TennCare, CMS, accreditation, and other applicable federal and state reporting requirements. Reporting related to incarcerated patients, eligibility, accrual processes, admissions, and other regulatory requirements is highly desirable.

21. Do you need IPFQR (Inpatient Psychiatric Facility Quality Reporting) Reporting?

Yes. The solution should support IPFQR and other CMS quality reporting requirements and provide the ability to extract and report data required by external reporting partners.

22. We assume TDMHSAS may require disaster recovery capabilities to support continuity of operations in the event of a system or regional outage. Please confirm and indicate whether enhanced disaster recovery capabilities should be included in vendor proposals.

Yes. Respondents should describe disaster recovery, business continuity, backup, recovery time objectives, recovery point objectives, and resilience capabilities.

23. We assume TDMHSAS requires a highly available hosting environment to support continuous system access for inpatient operations. Please confirm whether high-availability infrastructure should be included in vendor proposals.

Yes. High-availability infrastructure should be included as part of the proposed solution.

24. Regarding TECHNICAL INFORMATIONAL FORM item 6, “Describe your experience working within government procurement, cybersecurity, audit, public records, and regulatory compliance environments.”

How are interested parties being asked to respond to Public Records specifically. Are we being asked if we will comply with a Public Records Request?

Respondents should describe their experience operating in environments subject to public records, procurement, audit, cybersecurity, and regulatory compliance requirements, including their ability to support applicable public records obligations.

25. Do you do any billing on 1500s for providers?

If so, do you report on payments at the provider level?

Yes. The State performs a limited amount of CMS-1500 professional billing and reports payments at the provider level as needed.

26. What is the anticipated contract value for this service?

The State has not established an anticipated contract value. Information obtained through this RFI may be used to inform future planning, budgeting, and procurement decisions.

27. Would it be possible to get an extension to July 13th for this RFI to allow us and other

The State has extended the response deadline to June 30, 2026. RFI Amendment 1, which was

RFP # 33901-00393 – Amendment # 2 Page 5 organizations responding more time to provide a thorough response?

issued on May 22, 2026, reflected this revised schedule.

3. RFI Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this RFI not expressly amended herein shall remain in full force and effect.