Exhibit_B_-_Case_Management_Data_and_Integration_System_Core_Feature_Response_Chart.xlsx
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- Attached to
- Human Services Focused Case Management, Integration and Low Code Platform Solution - Human Services ARPA
- Solicitation number
- 24-0330-RFP
- Issued by
- Pinellas County, Florida
About this file
The document is an Exhibit B Response Chart for a Human Services Case Management, Data, and Integration System procurement by Pinellas County, Florida. The county seeks a comprehensive case management solution with core features spanning reception support, intake and scheduling, document management, client self-service portal, case review, assignment tracking, client data management, benefits tracking, social service case management, eligibility determination, program tracking, invoice management, and provider management. The system must support integration with internal systems like Oracle E-Business Suite, Granicus Legistar, Microsoft Power BI, and ESRI ArcGIS Enterprise, with mandatory requirements for ADA compliance, HIPAA security, and a unified client list across health and social service components.
The procurement is funded through ARPA (American Rescue Plan Act) resources and aims to enhance the county's electronic data exchange capabilities with internal systems and community partners. The proposed solution requires an API-driven architecture, robust security features including role-based access controls, authentication through Okta, and the ability to support complex analytics, ad-hoc reporting, and performance dashboards. The vendor must provide a solution that supports real-time and retrospective data analysis, dynamic information exchange, and comprehensive tracking of program data, services, and fiscal information across various human services domains.
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Responses
Exhibit – B: Human Services Case Management, Data, and Integration System Core Features Response Chart
| Along with the Vendor’s proposal and responses, the Vendor must include the chart below to outline availabilty of the key requirements and functionalities. Vendor may add comments where appropriate. Responses to the chart below will be used during the evaluation process as part of scoring under statement of work and to better understand proposals. Please note that these include a representative list of key requirements for review and response but are not all inclusive of the full list of requirements which should be included in a standard, modern system implementation. A more complete list of requirements will be reviewed and finalized as part of the discovery and requirements documenting process with the successful vendor. | |
| Vendor Name: |
| Please note the response code below for use in the functionality response chart. Please indicate corresponding code under the response column and provide explanation and detail about the functionality and evidence their claim within the vendor comments | |||||
| Code | Code | Category | |||
| Description | Code | Out of Box | 01-Out of Box | 1-Included | |
| Available Out of the Box for Proposed Solution | Out of Box | Configurable | 02-Configurable | 1-Included | |
| Configurable | Configurable | 3rd Party | 03-3rd Party | 2-Addl Cost | |
| Available through 3rd Party Software | 3rd Party | Custom | 04-Custom | 3-Custom | |
| Available through Customization | Custom | Future Release | 05-Future Release | 4-Future | |
| In Development for Future Release (Notes must include timeframe for release) | Future Release | Not Available | 06-Not Available | 5-Not Available | |
| Not Available | Not Available | Select | 07-Unknown | 6-No Response/Unknown |
| Human Service Case Management/Social Service Core Features: | |||||||||
| Category | Functional Questions (Does solution…) | Response | Vendor Comments | Category | Number | Subcategory | Response | Response Category | |
| 1 | Reception | Support a reception log with check in times and reminders. | Select | 1-Case Management | 1 | Reception | 07-Unknown | 6-No Response/Unknown | |
| 1.1 | Solution allows for automatic case lookup tied to incoming call to populate screen. | Select | 1-Case Management | 1.1 | Reception | 07-Unknown | 6-No Response/Unknown | ||
| 2 | Intake and Scheduling | Support automated workflows. | Select | 1-Case Management | 2 | Intake and Scheduling | 07-Unknown | 6-No Response/Unknown | |
| 2.1 | Support appointment management and reminders, missed appoint notifications, follow-up reminders, etc. | Select | 1-Case Management | 2.1 | Intake and Scheduling | 07-Unknown | 6-No Response/Unknown | ||
| 3 | Document Management | Support various, non-health related client documents, program documentation, and other key documents to be scanned, uploaded, linked and stored. | Select | 1-Case Management | 3 | Document Management | 07-Unknown | 6-No Response/Unknown | |
| 3.1 | Support integration with other 3rd party document management solutions. (mobile dictation software, etc) | Select | 1-Case Management | 3.1 | Document Management | 07-Unknown | 6-No Response/Unknown | ||
| 3.2 | Support a range of file types for attachment from scanned images, smart documents, wav files, mov, gifs, and other formats. Please describe. | Select | 1-Case Management | 3.2 | Document Management | 07-Unknown | 6-No Response/Unknown | ||
| 4 | Client Self Service Portal (eligibility) | Support easy access to client registration and documentation processes in mobile, ADA compliant environment. (MANDATORY) | Select | 1-Case Management | 4 | Client Self Service Portal (eligibility) | 07-Unknown | 6-No Response/Unknown | |
| 4.1 | Support detailed eligibility documentation interface that walks the client through collection of each specified item and ability to adjust required items. | Select | 1-Case Management | 4.1 | Client Self Service Portal (eligibility) | 07-Unknown | 6-No Response/Unknown | ||
| 4.2 | Support provider and community partner eligibility lookup for clients. | Select | 1-Case Management | 4.2 | Client Self Service Portal (eligibility) | 07-Unknown | 6-No Response/Unknown | ||
| 5 | Case Review | Support detailed assessment for program eligibility, updates on changes and case statuses/case load reviews. | Select | 1-Case Management | 5 | Case Review | 07-Unknown | 6-No Response/Unknown | |
| 5.1 | Support completion and issuance of claims forms for benefits in the manner required by the federal government. | Select | 1-Case Management | 5.1 | Case Review | 07-Unknown | 6-No Response/Unknown | ||
| 5.2 | Support auto-population of federal benefits forms with client demographics and dynamically selected items already in the system to prepare for easy submission. | Select | 1-Case Management | 5.2 | Case Review | 07-Unknown | 6-No Response/Unknown | ||
| 5.3 | Support claims tracking for submission, under review, granted, and appeals status with ability to add case notes. | Select | 1-Case Management | 5.3 | Case Review | 07-Unknown | 6-No Response/Unknown | ||
| 5.4 | Support escalation flow for manual and automatic reviews as defined by County. | Select | 1-Case Management | 5.4 | Case Review | 07-Unknown | 6-No Response/Unknown | ||
| 6 | Assignment Tasking and Tracking | Support effective workflow of new/existing client submissions and inquiries. | Select | 1-Case Management | 6 | Assignment Tasking and Tracking | 07-Unknown | 6-No Response/Unknown | |
| 6.1 | Allow for supervisor review and assignment/reassignment. | Select | 1-Case Management | 6.1 | Assignment Tasking and Tracking | 07-Unknown | 6-No Response/Unknown | ||
| 6.2 | Support QA of case records and determinations to ensure consistency, timeliness, completeness, and accuracy of case files. | Select | 1-Case Management | 6.2 | Assignment Tasking and Tracking | 07-Unknown | 6-No Response/Unknown | ||
| 6.3 | Support Encrypted database features. | Select | 1-Case Management | 6.3 | Assignment Tasking and Tracking | 07-Unknown | 6-No Response/Unknown | ||
| 6.4 | Allow for detailed audit controls to monitor access, entries, and changes. | Select | 1-Case Management | 6.4 | Assignment Tasking and Tracking | 07-Unknown | 6-No Response/Unknown | ||
| 7 | Client Data Management | Support tracking of services and internal benefits/assistance provided on behalf of client. | Select | 1-Case Management | 7 | Client Data Management | 07-Unknown | 6-No Response/Unknown | |
| 7.1 | Support service and program level information and service types defined by the County. | Select | 1-Case Management | 7.1 | Client Data Management | 07-Unknown | 6-No Response/Unknown | ||
| 7.2 | Allow for tracking of grant, contract, and provider associated with service and program to better track performance. | Select | 1-Case Management | 7.2 | Client Data Management | 07-Unknown | 6-No Response/Unknown | ||
| 7.3 | Supports assessment and scoring for service planning. | Select | 1-Case Management | 7.3 | Client Data Management | 07-Unknown | 6-No Response/Unknown | ||
| 7.4 | Solution supports a single, unified client list across all health and social service components. (MANDATORY) | Select | 1-Case Management | 7.4 | Client Data Management | 07-Unknown | 6-No Response/Unknown | ||
| 7.5 | Support all client transactions and services accessible in one place with flags for specific programs/services engaged in and active/not active designation. | Select | 1-Case Management | 7.5 | Client Data Management | 07-Unknown | 6-No Response/Unknown | ||
| 7.6 | Support additional of user-defined/agency-defined, non-standard client demographic fields such as family size, monthly income, homeless status, etc. | Select | 1-Case Management | 7.6 | Client Data Management | 07-Unknown | 6-No Response/Unknown | ||
| 7.7 | Support and enforce unique client identifier across the system and maintain a unified client index. | Select | 1-Case Management | 7.7 | Client Data Management | 07-Unknown | 6-No Response/Unknown | ||
| 8 | Benefits Tracking and Management | Support tracking of local, state, and federal benefits cases managed both internally and by external partners including client detail, case status, and supporting documentation. | Select | 1-Case Management | 8 | Benefits Tracking and Management | 07-Unknown | 6-No Response/Unknown | |
| 8.1 | Support submissions for benefits to Social Security Administration. | Select | 1-Case Management | 8.1 | Benefits Tracking and Management | 07-Unknown | 6-No Response/Unknown | ||
| 8.2 | Support ongoing tracking of benefits receive by program. | Select | 1-Case Management | 8.2 | Benefits Tracking and Management | 07-Unknown | 6-No Response/Unknown | ||
| 9 | Social Service Case Management & Navigation | Support individual and family case plans. | Select | 1-Case Management | 9 | Social Service Case Management & Navigation | 07-Unknown | 6-No Response/Unknown | |
| 9.1 | Support development/integration of common assessments and case management tools within the system. | Select | 1-Case Management | 9.1 | Social Service Case Management & Navigation | 07-Unknown | 6-No Response/Unknown | ||
| 10 | Eligibility Determination | Support configurable eligibility rules associated to each program. | Select | 1-Case Management | 10 | Eligibility Determination | 07-Unknown | 6-No Response/Unknown | |
| 10.1 | Support monitoring of eligibility for federal programs such as Medicaid as a prompt for eligibility determination. | Select | 1-Case Management | 10.1 | Eligibility Determination | 07-Unknown | 6-No Response/Unknown | ||
| 10.2 | Support assessment and scoring for eligibility determination that is program specific. | Select | 1-Case Management | 10.2 | Eligibility Determination | 07-Unknown | 6-No Response/Unknown | ||
| 11 | Internal Program and Process Tracking | Support client level and aggregate data intake to allow for effective monitoring of program service delivery. | Select | 1-Case Management | 11 | Internal Program and Process Tracking | 07-Unknown | 6-No Response/Unknown | |
| 11.1 | Support ability to perform care coordination across programs leveraging a unified client list for client level data. | Select | 1-Case Management | 11.1 | Internal Program and Process Tracking | 07-Unknown | 6-No Response/Unknown | ||
| 12 | External Program Tracking & Management | Support client level and aggregate data intake to allow for effective monitoring of program service delivery in the community. | Select | 1-Case Management | 12 | External Program Tracking & Management | 07-Unknown | 6-No Response/Unknown | |
| 12.1 | Support ability to perform care coordination across programs leveraging a unified client list for client level data. | Select | 1-Case Management | 12.1 | External Program Tracking & Management | 07-Unknown | 6-No Response/Unknown | ||
| 13 | Invoice Management and Reconciliation | Support workflow for receipt of invoices and supporting documentation, flexible task assignment and review, edits to line items on invoice, approvals, notes, and electronic submission to the Clerk’s office for final payment processing. | Select | 1-Case Management | 13 | Invoice Management and Reconciliation | 07-Unknown | 6-No Response/Unknown | |
| 13.1 | Support audit and documentation trace of all transactions. | Select | 1-Case Management | 13.1 | Invoice Management and Reconciliation | 07-Unknown | 6-No Response/Unknown | ||
| 13.2 | Support ability to submit ‘split’ invoice payment request for part of an invoice while awaiting further documentation with clear notation of paid versus unpaid balance tracked in system and sent with invoice. | Select | 1-Case Management | 13.2 | Invoice Management and Reconciliation | 07-Unknown | 6-No Response/Unknown | ||
| 13.3 | Support reconciliation for all providers and vendors participating in County grant and contracted programs and HIPAA compliant document exchange/management for all financial/accounting documents. This includes, but is not limited to, generating account numbers, traceability of invoices, and voucher processes. | Select | 1-Case Management | 13.3 | Invoice Management and Reconciliation | 07-Unknown | 6-No Response/Unknown | ||
| 13.4 | Support clear transaction flow with user defined verifications, authorization, escalation procedures, and auditing enforced programmatically. | Select | 1-Case Management | 13.4 | Invoice Management and Reconciliation | 07-Unknown | 6-No Response/Unknown | ||
| 14 | Provider Management and Tracking | Support provider portal and workflow to allow for shared document coordination, submission of reports and invoices, validation of invoiced services, supporting documentation, etc. | Select | 1-Case Management | 14 | Provider Management and Tracking | 07-Unknown | 6-No Response/Unknown | |
| 14.1 | Support assignment of providers to specific or groups of programs, contracts, grants, and client services. | Select | 1-Case Management | 14.1 | Provider Management and Tracking | 07-Unknown | 6-No Response/Unknown | ||
| 14.2 | Support a unified vendor list populated in alignment with Oracle system. (MANDATORY) | Select | 1-Case Management | 14.2 | Provider Management and Tracking | 07-Unknown | 6-No Response/Unknown |
| Analytics & Integration Features: | |||||||||
| Category | Functional Questions (Does solution…) | Response | Vendor Comments | Category | Number | Subcategory | Response | Response Category | |
| 1 | Ad Hoc Reporting, Analytics, and Alerts | Ad hoc reporting by users an option and standard defined reports. | Select | 2-Analytics & Reporting | 1 | Ad Hoc Reporting, Analytics, and Alerts | 07-Unknown | 6-No Response/Unknown | |
| 1.1 | Support Health Resources and Services Administration (HRSA), Uniform Data System (UDS) reporting and National Committee for Quality Assurance (NCQA), Patient Centered Medical Home (PCMH) reporting. | Select | 2-Analytics & Reporting | 1.1 | Ad Hoc Reporting, Analytics, and Alerts | 07-Unknown | 6-No Response/Unknown | ||
| 1.2 | Support 3rd party report writing products. | Select | 2-Analytics & Reporting | 1.2 | Ad Hoc Reporting, Analytics, and Alerts | 07-Unknown | 6-No Response/Unknown | ||
| 1.3 | Support complex analyses across the system data based on defined conditions or condition combinations, events, and thresholds (ie: ER visit over 3 times within 4 months, new event within 3 months of a different defined event, etc.) | Select | 2-Analytics & Reporting | 1.3 | Ad Hoc Reporting, Analytics, and Alerts | 07-Unknown | 6-No Response/Unknown | ||
| 1.4 | Support monitoring and alerts for defined events, abuse of services, or other reasons that require attention across the data. | Select | 2-Analytics & Reporting | 1.4 | Ad Hoc Reporting, Analytics, and Alerts | 07-Unknown | 6-No Response/Unknown | ||
| 1.5 | Support ad hoc file extraction in formats compatible with common Microsoft products such as Excel, Word, Power BI, etc. as well as SAS, Tableau, and other standard market packages. | Select | 2-Analytics & Reporting | 1.5 | Ad Hoc Reporting, Analytics, and Alerts | 07-Unknown | 6-No Response/Unknown | ||
| 2 | Service Transactions and Outcomes | Support real-time and retrospective trending, analysis, and reporting or clinical, operational, demographic, or other user specified data. | Select | 2-Analytics & Reporting | 2 | Service Transactions and Outcomes | 07-Unknown | 6-No Response/Unknown | |
| 2.1 | Support dynamic, secure information exchange with external systems. | Select | 2-Analytics & Reporting | 2.1 | Service Transactions and Outcomes | 07-Unknown | 6-No Response/Unknown | ||
| 3 | Integration to Internal Systems | Support integration to external systems such as Oracle E-Business Suite, Granicus Legistar, Microsoft Power BI, and ESRI ArcGIS Enterprise. (Exhibit A) | Select | 2-Analytics & Reporting | 3 | Integration to Internal Systems | 07-Unknown | 6-No Response/Unknown | |
| 4 | Data Intake, Ingestion, and Exchange | Support critical, client level data integration from various external partner sources. (Exhibit A) | Select | 2-Analytics & Reporting | 4 | Data Intake, Ingestion, and Exchange | 07-Unknown | 6-No Response/Unknown | |
| 5 | Integration of Key External Sources | Support critical integrations with external sources for information exchange and direct inquiries: (Exhibit A) | Select | 2-Analytics & Reporting | 5 | Integration of Key External Sources | 07-Unknown | 6-No Response/Unknown | |
| 6 | Performance Dashboards | Support solution-based analytical dashboards that support management review, performance, status updates, alerts, outcomes, effective workflow, and trends. | Select | 2-Analytics & Reporting | 6 | Performance Dashboards | 07-Unknown | 6-No Response/Unknown | |
| 7 | Tracking Program Data and Performance | Support tracking of data and services associated with programs, including ability to assign a record to a specific grant, contract, or funding source with dollar values. | Select | 2-Analytics & Reporting | 7 | Tracking Program Data and Performance | 07-Unknown | 6-No Response/Unknown | |
| 8 | Fiscal Tracking of Programs and Services | Support provider invoices and payment tracking tied to clients, programs, contracts, and grants. | Select | 2-Analytics & Reporting | 8 | Fiscal Tracking of Programs and Services | 07-Unknown | 6-No Response/Unknown |
| Other Technical Features and Functions: | |||||||||
| Category | Functional Questions (Does Solution…) | Response | Vendor Comments | Category | Number | Subcategory | Response | Response Category | |
| 1 | Technical Environment | Provide implementation at fixed site and mobile locations hardware and operating system agnostic. . | Select | 3-Technical | 1 | Technical Environment | 07-Unknown | 6-No Response/Unknown | |
| 1.1 | Provide an API-driven internal system architecture. | Select | 3-Technical | 1.1 | Technical Environment | 07-Unknown | 6-No Response/Unknown | ||
| 1.2 | Maintain core data integration capabilities from standard API availability to adopted standards for HL7, FHIR, etc. | Select | 3-Technical | 1.2 | Technical Environment | 07-Unknown | 6-No Response/Unknown | ||
| 2 | Infrastructure and Technology | Ensure all public facing components of the solution meet Section 508/ADA requirements (MANDATORY) | Select | 3-Technical | 2 | Infrastructure and Technology | 07-Unknown | 6-No Response/Unknown | |
| 3 | Security and Security Features | Meet or exceed all aspects of the Health Insurance Portability and Accountability Act (HIPAA) Privacy, Health Information Technology for Economic and Clinical Health Act (HITECH), and/or Security requirements as appropriate to stored data. This includes ingestion, exchange, and storage of information in a secure, HIPAA compliant environment. (MANDATORY) | Select | 3-Technical | 3 | Security and Security Features | 07-Unknown | 6-No Response/Unknown | |
| 3.1 | Provide different levels of security based on User Role, Site, and/or Enterprise settings. | Select | 3-Technical | 3.1 | Security and Security Features | 07-Unknown | 6-No Response/Unknown | ||
| 3.2 | Provide user based, change based audit process within the product. | Select | 3-Technical | 3.2 | Security and Security Features | 07-Unknown | 6-No Response/Unknown | ||
| 3.3 | Allow creation of new security rights/roles based on new workflows or enhancements (e.g., customer-developed content such as Psych notes or departmental flowsheets). | Select | 3-Technical | 3.3 | Security and Security Features | 07-Unknown | 6-No Response/Unknown | ||
| 3.4 | Secure patient/client's data at all times and in all modules of the product (e.g., strong password protection or other user authentication, data encrypted at rest, data encrypted in motion). | Select | 3-Technical | 3.4 | Security and Security Features | 07-Unknown | 6-No Response/Unknown | ||
| 3.5 | Support encrypted storage | Select | 3-Technical | 3.5 | Security and Security Features | 07-Unknown | 6-No Response/Unknown | ||
| 3.9 | Support authentication through Okta using SAML/OAuth. | Select | 3-Technical | 3.9 | Security and Security Features | 07-Unknown | 6-No Response/Unknown |
Visualization
| Count of Response | Column Labels | |||||||
| Row Labels | 07-Unknown | 06-Not Available | 05-Future Release | 04-Custom | 03-3rd Party | 02-Configurable | 01-Out of Box | Grand Total |
| 1-Case Management | 30 | 2 | 2 | 3 | 2 | 3 | 6 | 48 |
| 2-Analytics & Reporting | 14 | 14 | ||||||
| 3-Technical | 11 | 11 | ||||||
| Grand Total | 55 | 2 | 2 | 3 | 2 | 3 | 6 | 73 |
| Count of Response Category | Column Labels | |||||||
| Row Labels | 6-No Response/Unknown | 5-Not Available | 4-Future | 3-Custom | 2-Addl Cost | 1-Included | Grand Total | |
| 1-Case Management | 30 | 2 | 2 | 3 | 2 | 9 | 48 | |
| 2-Analytics & Reporting | 14 | 14 | ||||||
| 3-Technical | 11 | 11 | ||||||
| Grand Total | 55 | 2 | 2 | 3 | 2 | 9 | 73 |
Responses
07-Unknown 1-Case Management 2-Analytics & Reporting 3-Technical 30 14 11 06-Not Available 1-Case Management 2-Analytics & Reporting 3-Technical 2 05-Future Release 1-Case Management 2-Analytics & Reporting 3-Technical 2 04-Custom 1-Case Management 2-Analytics & Reporting 3-Technical 3 03-3rd Party 1-Case Management 2-Analytics & Reporting 3-Technical 2 02-Configurable 1-Case Management 2-Analytics & Reporting 3-Technical 3 01-Out of Box 1-Case Management 2-Analytics & Reporting 3-Technical 6
Response Category
6-No Response/Unknown 1-Case Management 2-Analytics & Reporting 3-Technical 30 14 11 5-Not Available 1-Case Management 2-Analytics & Reporting 3-Technical 2 4-Future 1-Case Management 2-Analytics & Reporting 3-Technical 2 3-Custom 1-Case Management 2-Analytics & Reporting 3-Technical 3 2-Addl Cost 1-Case Management 2-Analytics & Reporting 3-Technical 2 1-Included 1-Case Management 2-Analytics & Reporting 3-Technical 9
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