QUESTIONS AND ANSWERS ADDENDUM

for

REQUEST FOR PROPOSALS (RFP) #100 BKEHR

ELECTRONIC HEALTH RECORD SYSTEM

1. If the contract commences on May 30, 2026, what is the requested/anticipated Go-Live date? Go Live Date will be as agreed upon by Burke and EHR development team.

2. Please provide more information regarding expectations for demonstrations:

a. Onsite vs remote

b. Duration

c. Scheduling options

d. Will specific workflows be provided to structure the demonstration.

e. Additional information, if needed

Our expectations for demonstrations are that they be conducted virtually and be approximately 1 hour in length (an introduction to the EHR).

3. What information is required on invoices?

We request that invoices show all necessary back-up required for Burke’s audits as a 501(c)(3) organization.

4. The RFP indicates 37 prescribers. Do all 37 prescribe controlled substances? Currently approximately 20 prescribers prescribe controlled substances.

5. Of your 37 prescribers, how many are psychiatry providers and how many are Primary Care providers?

2 primary care providers; 35 psychiatry providers

6. In the Proposal Guidelines section under Exceptions/Substitutions, the RFP states: “All Proposals meeting the intent of this Request for Proposal shall be considered for award. Respondents taking exception to the specifications, terms and conditions or offering substitutions, shall state these exceptions in the section provided in Exhibit G as part of the Proposal. The absence of such a list shall indicate that the Respondent has not taken exceptions, and Burke shall hold the resultant Contractor responsible to conducted in strict accordance with any and/or none of the exception(s)/substitution(s) as deemed to be in the best interest of Burke.” However, Exhibit E asks for exceptions and substitutions.

Please confirm that our Exceptions and Substitutions belong in Exhibit E. Yes, please provide this information in Exhibit E.

7. Should responses include information and pricing for a tele-health solution that is integrated with the

EHR? No, we will not be integrating our telehealth services/platform at this time.

8. Does Burke currently utilize predefined order sets? If so, would you be able to share a few examples of the types of order sets in use today. Yes, we utilize order groups for admission into our 24/7 crisis center.

9. How are dietary needs documented today for residential clients? This is an area we’d like to enhance within our EHR.

10. How is diabetic monitoring currently performed for residential clients? Is this an existing workflow or an area Burke is looking to enhance? This is an area we’d like to enhance within our EHR.

11. For Burke’s ABA management, what capabilities/services are used today? Burke is not providing ABA management at this time, but this service is included for exploration in the future.

12. What AI solutions/vendors is Burke currently utilizing? Burke utilizes Netsmart’s Bells AI product.

13. Based on Burke’s mobile services, what security protocols/expectations are in place for Burke’s offline data synchronization? What type of offline access would Burke like to have available. We’d like to explore options that are available for offline data synchronization.

13. What external lab/labs does Burke currently use? Estimated monthly or annual volume? Burke currently uses CPL and Quest for electronic interfacing, though additional labs are used as ad hoc options when needed. Estimated monthly volume is 650-700.

14. Does Burke currently have a Pharmacy Information System? If yes, who? No.

15. What data conversations will Burke prefer to extract from your current EHR? Expected data conversions include patient demographics, financials, diagnosis information, and program assignment.

16. For your scheduling providers how many have a need to send appointment reminders to their clients/patients? We currently do not utilize appointment reminder functionality.

17. How many of your providers have the need to send clients/patients forms – consents, screeners, etc?

We would like to explore opportunities for all providers to utilize this functionality in the future, though it is utilized in a limited capacity now.

18. The RFP does not mention patient self-scheduling, is Burke interested in giving any of your providers clients that functionality? If yes, approximately how many of your providers would like that ability?

No, this is not desired at this time.

19. How many fax lines does Burke currently have that receive patient/client information? Monthly or annual volume? Burke has 43 fax lines that receive patient/client information. Volume of faxes can be discussed during development.

20. What vendor is currently providing Burke’s Data Warehousing services? We utilize our current EHR's Data Warehouse product.

21. Who does Burke have a Population Health vendor? If yes, who? No, we utilize our current EHR for any population health work.

22. How many annual or monthly eligibility checks are conducted? 2000 monthly

23. We see that Burke is using InstaMed, how many monthly or annual patient statements are being sent?

Burke does not currently use InstaMed as a separate vendor. We utilize our current EHR for patient statement development, which sends 2500 invoices monthly.

24. Annual number of encounters? 361,000 encounters

25. Annual number of scheduled appointments? 132,000 appointments

26. Annual claims volume? 340,000 claims

27. What is Burke’s estimated no show percentage rate? Burke’s no-show rates are calculated by user type and cannot be provided for the entire agency at this time.

28. What percentage of your patients/clients are self-pay? 50-60%

29. Specific to Questions 119, 120, will Burke be willing to share the specifications for these requirements?

Specifications can be provided during development.

30. Do you have an anticipated go-live date for the new EHR system? Go-Live date will be determined by project needs (training, etc.). However, Burke’s current goal would be 12-18 months.

31. Have you established a budget for this initiative, including implementation/one-time fees and ongoing subscription costs? If a specific amount cannot be disclosed, could you provide a general cost range?

Budget will be reviewed during contract negotiation and cannot be disclosed at this time.

32. Does your agency have an in-house pharmacy? Yes

33. Do you manage contracted, community-based providers? If so, how many, and will they need EHR access? We do have several contracted, community-based providers. However, they do not utilize the EHR currently.

34. The RFP states that Burke operates nine residential/inpatient facilities. To support accurate implementation planning and pricing, could you please clarify the following:

a. Facility Types: For each of the nine residential/inpatient locations, please identify the facility

i. type (e.g., Crisis Respite Center, Extended Observation Unit (EOU), psychiatric hospital

ii. step-down program, or other applicable categories) Crisis Residential/Extended Observation and IDD group homes

b. Bed Counts: Please provide:

i. The total number of beds across all facilities, and

ii. The number of beds per facility.

Specific bed counts can be provided during development.

35. When does the contract with Netsmart end, and when will access to the MyAvatar system end? This will be determined during the RFP/Contract development process.

36. Challenges with Current EHR: What are your most significant challenges or pain points with the current EHR? This can be discussed during development process.

37. In the past 12 months, has your agency received EHR demonstrations from other vendors? If yes, which vendors and systems? No.

38. How many full-time licensed providers (MD PhD)? 13

39. How many part-time licensed providers (MD, PhD)? 26

40. How many providers (with an NPI for billing, including LCSW, LPC, etc.) will be accessing the EHR?

Approximately 80-100

41. The RFP states that 50–60% of users are mobile. Please confirm whether vendors should include a mobile/disconnected solution in the proposed scope and pricing, allowing staff to document service notes in the field without internet access on a smartphone or tablet. Yes please include.

42. If a disconnected solution is required, please confirm whether 300 users is the expected number of staff who will need offline access to the EHR. 100-150 users

43. Will your agency assign a team to the implementation? If so, how many staff members are expected to be involved in the implementation? Yes.

a. What roles will they hold (e.g., project manager, clinical lead, IT support, training coordinator)

Burke’s Implementation Team will include at least the following: Project Director, Informatics/Data Director and team members, Billing Director, IT Director.

44. Please clarify the technical skills and roles of the staff who will participate in implementation (e.g., system administrators, database administrators, interface specialists, report developers, etc.)? We will provide the staff with the necessary skills to participate during implementation.

a. Additionally, please clarify the anticipated level of post implementation responsibility your agency intends to assume (e.g., managing configuration changes, security roles, interface monitoring, report design, etc.)? This topic will be discussed during development.

45. If data migration is needed from your legacy system to the new EHR, does your agency have staff who can facilitate migration? Or is your agency interested in an external resource to provide one-time migration services during implementation? External resource would be desired.

46. The RFP references requirements for integration with laboratory systems and for standards‑based data exchange with a Health Information Exchange (HIE). To accurately assess integration scope and associated costs, please specify:

a. Which laboratory or laboratories Burke intends to integrate with (e.g., national labs, regional labs, or internal lab systems). Currently Burke interfaces electronically with CPL and Quest.

We are open to interfacing with our other ad hoc labs as well.

47. Which HIE(s) Burke currently participates in or plans to connect to, along with any required standard (e.g., HL7 v2, HL7 FHIR, CCD/C‑CDA, etc.). None

48. Do you use a medication dispensing system (e.g., Pyxis)? If yes, what is the name of the dispensing system? No.

49. Do you manage medication and DME (Durable Medical Equipment) inventories?

a. If yes, what is the name of the inventory system? How is inventory managed (e.g., barcode scanning)?

b. Please provide descriptions of the specific medical supplies you want to be inventoried.

This topic can be discussed during development.

50. If Medication-Assisted Treatment (MAT) is in scope:

a. How many dispensing locations and windows?

b. How many dispensing units per location?

c. Which medications are dispensed?

d. What dispensing equipment is used?

This topic can be discussed during development.

51. Eligibility Checking (270/271): Do users perform eligibility checks? Yes

a. Is it done directly with Medicaid or via MCOs? Both

b. Which clearinghouse is used? Claim MD

c. How many sources/interfaces are required? We must be able to interface with our state’s BECA.

52. Claims Volume & Types: What is the number of claims adjudicated monthly? 30,000 monthly

a. What are the current claim types? 837/835/HCFA-1500

53. Our standard approach includes 837/835 formats for billing submissions to Medicaid or a Medicaid

MCO, one to Medicare, and one to a clearinghouse of your choice. Does this approach align with your needs? If not, what additional formats/sources should be considered? This approach aligns with our needs.

54. Patient/Client Portal: Do you currently use a portal? Yes

a. If yes, how is it used? Client visibility into records/appointments, sending/receiving documents between clients and providers, refill request acceptance and management.

55. The RFP requests that vendors propose either a new data warehouse solution or an integration with your existing SQL-based data warehouse.

a. To accurately scope integration work and ensure proper architecture, we need additional information about your current warehouse environment, such as current integration methods, BI tool(s) used, security or performance requirements to access, etc. We receive nightly incremental data pushes from EHR. We leverage PowerShell to push to Microsoft Power BI.

56. Will you need an interface with Microsoft Outlook for staff scheduling? Should this be included in scope or listed as optional? This is optional.