ESBD_357591_1714158702588_TPC RFP User Requirements Supplement Vendor Response.docx
DOCX document 50 KB Posted
- Attached to
- RFP-EHR
- Solicitation number
- 04262024
- Issued by
- Potter County, Amarillo City, Texas
About this file
This document is a Vendor Response to Requirements Supplement Tables for a Request for Proposal (RFP) issued by Texas Panhandle Centers for Behavioral and Developmental Health (TPC) for an electronic health record (EHR) system. TPC is soliciting proposals from vendors experienced in providing and implementing EHR systems. The RFP will be available on the Texas Comptroller of Public Accounts Electronic State Business Daily website and the TPC website. Vendors interested in submitting a proposal must indicate their intent to bid by May 17, 2024, at 4:00 p.m. CST, and all proposals must be received no later than June 7, 2024, at 4:00 p.m. CST. The contract will be awarded to the vendor that best meets the requirements outlined in the RFP.
The vendor response document provides a detailed requirements supplement with ratings and notes for various form requirements, clinical, service, scheduling, billing, and technical capabilities. The vendor must indicate whether the system meets the requirements fully, can meet the requirements with modifications, cannot meet the requirements, or if the requirements are not applicable. The response also includes information on the vendor's ability to provide Certified Community Behavioral Healthcare Center measures, mainstream third-party report-writing tools, and patient portal capabilities.
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Vendor Response to Requirements Supplement Tables
Please complete this section in its entirety and include responses as part of the response to this RFP.
For each requirement, respond using the following scale:
1 = System meets this requirement fully without additional programming required by Center and the functionality described by this requirement will be provided to Center at “go live” at no cost.
2 = System can meet this requirement, but with modifications at an increased cost.
3 = System cannot meet this requirement.
4 = Requirement is not applicable based on the design of the system.
There is a notes field for each requirement that allows for clarifications to responses.
Form Requirements Supplement
| Reference |
| Form Requirements Supplement |
| Rating |
| FRS-1 |
| Please indicate whether the following forms are pre-defined in the system. If the system contains an alternate form that closely resembles the following form, please include a copy of this form. See the Form Samples Supplement section for copies of the following forms. |
| N/A |
Notes:
| FRS-1.010 |
| Authorization for Treatment/Application for Services - Revised |
Notes:
| FRS-1.020 |
| Financial Assessment - Revised |
Notes:
| FRS-1.030 |
| Client Agreement - Revised |
Notes:
| FRS-1.040 |
| Crisis Intake Assessment and Recovery Plan Progress Note Template - Revised |
Notes:
| FRS-1.050 |
| BMI Adult Screening and Follow-up Progress Note Template – Revised |
Notes:
| FRS-1.060 |
| Child/Adolescent Weight Assessment and Counseling Progress Note Template - Revised |
Notes:
| FRS-1.070 |
| Tobacco Use: Screening and Cessation - Revised |
Notes:
| FRS-1.080 |
| Wraparound Recovery Plan – Child/Adolescent Services - Revised |
Notes:
| FRS-1.090 |
| Youth Recovery Plan – Revised |
Notes:
| FRS-1.100 |
| Adult Recovery Plan – Revised & Renamed Uniform Assessment |
Notes:
| FRS-1.110 |
| Comprehensive Nursing Assessment - Revised |
Notes:
| FRS-1.120 |
| Initial Plan of Care (IPC) for HCS/CFC - Revised |
Notes:
| FRS-1.130 |
| Initial Plan of Care (IPC) for TxHmL/CFC - Revised |
Notes:
| FRS-1.140 |
| Social Determinants of Health |
Notes:
| FRS-1.150 |
| Community Living Options |
Notes:
| FRS-1.160 |
| Habilitation Assessment |
Notes:
| FRS-1.170 |
| Habilitation Service Plan |
Notes:
| FRS-1.180 |
| Referral for Probation and Substance Use Disorder |
Notes:
| FRS-1.200 |
| Adult BH Recovery Plan |
Notes:
| FRS-1.210 |
| CLAS Standards Demographics |
Notes:
| FRS-1.220 |
| Follow-up from State Facility Discharge |
Notes:
| FRS-1.230 |
| PTSD Checklist |
Notes:
| FRS-1.240 |
| Adult BH Intake and Interview |
Notes:
Miscellaneous Supplements
| Reference |
| Miscellaneous Supplements |
| Rating |
Clinical
N/A
| CLS-1 |
| Allow for the following additional search fields when searching for potential duplicate client records (see CL-060 for existing list): |
| N/A |
Notes:
| CLS-1.010 |
| Race |
Notes:
| CLS-1.020 |
| Phone number |
Notes:
| CLS-2 |
| Vendor provides annual ICD-10 and DSM-5 updates that are filtered to identify the subset that are acceptable to HHSC’s CARE and CMBHS systems. These ICD-10 and DSM-5 updates that are acceptable by HHSC can be automatically uploaded into system. |
Notes:
Service
N/A
| SVS-1 |
| Artificial Intelligence tools have been successfully implemented that assist staff in improving productivity for generating progress notes and improving the quality of these notes. |
· Please list the tools that have been implemented,
· Please list tools that are under consideration for implementation along with a projected timeframe for implementation,
· Please describe other types of Artificial Intelligence functionality being implemented aside from progress note productivity and quality.
Notes:
| SVS-2 |
| For Group Services, multiple staff may participate in a given group service session. System has the ability to track multiple staff that participate in a given group service session with varying durations of time so that costs for this session can be accurately computed. |
Notes:
| SVS-3 |
| Don’t allow a service to be designated as a Type A when: |
· Another Type A has already been delivered to the client within the same calendar year/month
· The recipient of the service doesn’t include the client
· The duration of the service is less than 8 minutes
· If service was delivered by phone and the client does not have another IDD Type A or Type B service that was delivered face-to-face, lasted longer than 7 minutes and was dated within 90 days prior to the service begin entered.
Notes:
Scheduler
N/A
| SCS-1 |
| “First available” appointment scheduling based on the following additional criteria (see SC-120 for existing list). |
| N/A |
Notes:
| SCS-1.010 |
| Gender Identification |
Notes:
| SCS-1.020 |
| Sexual Orientation |
Notes:
Billing
N/A
| BLS-1 |
| Ability to print a client statement that shows a client's billed services, payments, and adjustments applied towards those services and any unapplied payments. Note: a description of the service that was delivered is included. The statement includes Payer-related transactions as well as Client-related transactions. The Payer-related transactions include the CPT code that was billed. |
Notes:
| BLS-2 |
| On a client’s Financial Assessment, have the ability to designate more than one discount type for a given client based on the types of services the client is receiving (e.g., Substance Use – sliding scale, Behavioral Health/IDD – monthly ability to pay, Primary Care – sliding scale, ECI - monthly ability to pay, etc.). |
Notes:
| BLS-3 |
| If a client has more than one discount type identified on their Financial Assessment and the client has received services that were discounted using the different discount types, group the services according to discount type on the client statement and show sub-totals by discount type |
Notes:
| BLS-4 |
| Ability to limit a client statement run to just those clients who have new client charges (as opposed to new insurance charges) within a user-defined number of days. For example, only create statements for clients who have gotten new charges within the last 30 days. |
Notes:
| BLS-5 |
| For the purpose of billing IDD Service Coordination, do not allow more than Type A service to bill for a given client within the same calendar month and year. Exceptions to this are reported to billing staff. |
Notes:
| BLS-6 |
| For billing certain services delivered by phone to Medicaid, confirm that the client has an “existing clinical relationship” with the Center. An existing clinical relationship is one in which a person has received an eligible face to face or telemed service from the Center within the 6 months prior to the initial phone service and then annually thereafter. Exceptions to this are reported to billing staff. |
Notes:
| BLS-7 |
| Suspense and denial claim tracking module that tracks one or many follow-ups that may be performed for each suspended or denied claim. Staff are assigned responsibility for each follow-up and target completion dates are recorded. System notifies staff responsible for follow-ups of upcoming and past due target completion dates. |
Notes:
Reports Supplement
| Reference |
| Reports Supplement |
| Rating |
| RPS-1 |
| Collects the necessary data and generates the following Certified Community Behavioral Healthcare Center measures: |
| N/A |
Notes:
| RPS-1.010 |
| Time to Initial Evaluation (I-SERV) |
Notes:
| RPS-1.020 |
| Depression Remission at 6 Months |
Notes:
| RPS-1.030 |
| Follow-up After Hospitalization: 7 day |
Notes:
| RPS-1.040 |
| Follow-up After Hospitalization: 30 day |
Notes:
| RPS-1.050 |
| Controlling High Blood Pressure |
Notes:
| RPS-1.060 |
| Screening for Social Drivers of Health |
Notes:
| RPS-2 |
| Mainstream third party report-writing tools can be used by Center to write reports against production database tables. |
· Please list examples of these mainstream tools.
Notes:
Technical - Supplement
| Reference |
| Technical – Supplement |
| Rating |
| TCS-1 |
| Vendor-provided form development tool capabilities: |
| N/A |
Notes:
| TCS-1.010 |
| Pick lists can be defined where individual pick list values can be inactivated and hidden “as of” a specific date entered for the specific pick list value. For example, an Assessment Type pick list where a specific Assessment Type will be inactivated and hidden if the Assessment is on or after an “End Date” recorded for the Assessment Type table that populates the pick list. |
Notes:
| TCS-1.015 |
| Pick lists can be defined that contain a code and description as separate fields. The user has the option of jumping to different entries in the pick list by typing either the code or description. |
Notes:
| TCS-1.020 |
| For a single service session that may require the collection of multiple different forms, the user only enters a single start/stop time for the entire session rather than separate start/stop times for each form. Please describe any scenarios where the user will be required to record more than one start/stop time for a single service session. |
Notes:
| TCS-1.030 |
| Certain types of forms, such as the PHQ-9, may be collected through a variety of different service codes. A single interface allows the user to view the complete chronological history of a single form that was entered through different service codes. |
Notes:
| TCS-1.040 |
| Certain forms have sections that must support one to many relationships. For example, the IDD Person Directed Plan (PDP) has a series of “one time” fields such as Plan Date, Name of Individual, Individual Plan of Care Date, Legally Authorized Representative, Provider Agency Name, etc. For a single PDP form, there can be “many” Action Plans recorded – each with a series of fields such as Desired Service, Service Delivery Option, Outcome. There is no set limit for the number of Action Plans that can exist for a single PDP. The form development tool has the capability to build a form such as the PDP that has “one-time” parent information with a section on the form to record an unlimited number of Action Plans that were created for the PDP. |
Notes:
| TCS-1.050 |
| To minimize form sizes in forms developed by the form development tool, a single field group containing a phone number field and phone type field can be placed on a form with some type of an add button that will dynamically add a second instance of the field group for clients that have more than one phone number and phone type. This second instance would also have an add button in case the client has a third phone number and phone type. The user can add an unlimited number of phone numbers and types using this interface. |
Notes:
| TCS-1.060 |
| Fields on forms developed by the form development tool can be enabled, hidden, or modified “on the fly” based on client data. The following are a few examples of this requirement: |
· An answer to an assessment question that indicates a need may enable and conditionally require new fields to record additional details about the need.
· Similarly, an answer to an assessment question that indicates no need may conditionally hide additional fields or make them optional.
· A pick list’s contents for an Assessment Type can be modified based on the Assessment Type of the prior assessment for the given client. Depending on the scenario, the determination of the appropriate Assessment Types for the pick list may occur as the form loads or “on the fly” as the user enters data into the form.
Notes:
| TCS-1.070 |
| The values of specific data entry fields on forms developed by the form development tool can be defaulted from values entered on prior forms of the same type. This requirement refers to all or just a subset of the fields on a form. For example, there may be forms where we want to default all fields from a prior form. There may be other forms where we only want to default a portion of the fields from a prior form. |
Notes:
| TCS-1.080 |
| Some forms have validations and/or processing logic that occurs while the form is loaded. For example, a TRR assessment (ANSA or CANS) automatically computes a Recommended Level of Care based on fields that have been entered on the form. After seeing the Recommended Level of Care, the clinician can elect to override this recommendation and choose a different level of care. This override will cause a new required-entry Override Reason pick list to display and the contents of this pick list vary based on the combination of the recommended and overridden levels of care. The above logic occurs while the form is loaded. Forms developed by the form development tool can have validations and processing logic occur while the form is loaded to support scenarios such as the above example. |
Notes:
| TCS-1.090 |
| Forms developed by the form development tool are fully functional and can be entered using mobile devices. |
Notes:
| TCS-1.100 |
| Text fields on forms developed by the form development tool can have spell checking enabled. |
Notes:
| TCS-2 |
| We encounter situations where the same reporting CCBHC outcome measure may have different reporting specifications depending on who the measure is being reported to. System provides the capability to have multiple versions of the same measure so that reporting requirements can be tailored to the report requestor’s specific specification. |
Notes:
| TCS-3 |
| Patient portal capabilities: |
| N/A |
Notes:
| TCS-3.010 |
| Ability for clients to enter vendor-developed and Center-developed forms. |
· Please describe any limitations on the types of forms that can be entered in the patient portal.
Notes:
| TCS-3.020 |
| Ability for clients to make payments for outstanding balances. |
Notes:
| TCS-3.030 |
| Ability for clients to electronically sign forms. |
Notes:
| TCS-3.040 |
| Ability for clients to message their Care Team. |
Notes:
| TCS-3.050 |
| Ability for clients to schedule appointments. |
Notes:
| TCS-3.060 |
| Ability for clients to respond to appointment reminders. |
Notes:
| TCS-3.070 |
| Ability for client to fill out pre-visit forms. |
Notes:
| TCS-3.080 |
| Ability for clients to respond to surveys. |
Notes:
| TCS-3.090 |
| Ability to publish content that targets certain populations of clients. For example, some sort of diagnosis-specific content published for clients that have certain diagnoses. |
Notes:
| TCS-3.100 |
| Ability to publish lab and testing results. |
Notes:
| TCS-3.110 |
| Ability to view graphical representations of the same lab and/or test results over time periods so that trends can be identified. |
Notes:
| TCS-3.120 |
| Ability to view service visit notes. |
Notes:
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