POST- OCMP-22-18251 Questions and Answers 4 - EHR RFP .pdf

REQUEST FOR PROPOSALS (RFP)

ELECTRONIC HEALTH RECORDS (EHR)

SOFTWARE AS A SERVICE (SAAS)

RFP NUMBER: OCMP-22-18251 EMMA#BPM030665

Questions and Answers #4

ISSUE DATE: September 2, 2022

# Section Question Answer

Appendix 4

EHR

Requirements

Requirement

10.16 telepsychiatry

Does the MDH have an existing telepsychiatry/telehealth solution that would require interfacing to the new

EHR? Are telepsychiatry services provided to patients in home or other non-MDH settings that require hardware/equipment and/or patient mobile device integration? Are telepsychiatry sessions moderated on-site at MDH facilities for inter-facility consults?

Offeror should refer to 2.2.3 Overview of

Current Systems for information pertaining to existing solutions. In addition, offeror can also refer to Section 2.2.6 Maryland

Healthcare System – Current

Functionalities for information pertaining to current functionalities. Offeror should propose patient education materials as outlined in the 'EHR Requirements' 10.16.

Requirement states "The system shall support telepsychiatry through the use of scheduling and documentation of telepsychiatry sessions."

Revenue

Cycle

Requirements

Requirement

3.7 Encoder

Does the MDH have an existing encoder solution that requires interface to the new EHR revenue cycle management solution or is providing an encoder solution part of the scope of this solicitation?

Offeror should refer to 2.2.6 Maryland

Healthcare System – Current

Functionalities to obtain information pertaining to existing system functionalities.

General

Requirements

Requirement

4.14 incident reporting

Can the MDH please provide further detail on how incident reporting is done today? Is there a legacy incident reporting tool that requires interface to the new EHR? Is a separate system kept to protect staff/patient identity for legal cases or does the report go in the patient medical chart? What types of data/reports are required?

Offeror should refer to 2.2.3 Overview of

Current Systems for information pertaining

. Offeror should propose a solution to meet

General Requirement 4.14 as stated "The system shall support incident reporting."

Testing

Will MDH provide resources to be a part of executing test scripts for integration testing and charge/claims testing? It would be expected that User

Offeror should refer to 2.8.4 Deliverable

Descriptions/Acceptance Criteria , ID #2.8.4.8 'Test Plan' and ID # 2.8.4.9 'Test

Results Report' for information pertaining to the Project Management Plan.

Acceptance Testing would be fully

MDH executed - can MDH confirm?

EHR

Requirements

Bedside Medical Device Integration is typical in high acuity care areas, where individuals are tracking electronic data at a high frequency (every 15 min.).

Can the Department explain its indication of medical device integration needs? Is this for routine vitals? Are there units/areas within the Department facilities where individuals are connected to devices 24x7? If so, can you describe the device types, and the number of beds where this situation exists?

RFP requirements state 5.1 'The system interface with medical devices (e.g., glucometers) to obtain and record clinical information. Offeror should propose solution based on this requirement and technical solution offered.

3.11.7.B, pg

This section contains references to

3.11.3 and 3.11.4.B.1, however, these sections are not present in the RFP.

Please clarify the sections to be referenced when reviewing 3.11.7.B in lieu of sections 3.11.3 and 3.11.4.B.1.

Section 3.11.7.B, pg 53 states "1) To replace any Key Personnel in a circumstance other than as described in

3.11.4.B, including transfers and promotions, the Contractor shall submit a substitution request as described in Section

3.11.3 to the Contract Monitor at least fifteen (15) days prior to the intended date of change. A substitution may not occur unless and until the Contract Monitor approves the substitution in writing".

Revised to read ...1) To replace any Key

Personnel in a circumstance other than as described in 3.11.4.b), including transfers and promotions, the Contractor shall submit a substitution request as described in Section 3.11.7 5) to the Contract

Monitor at least fifteen (15) days prior to the intended date of change. A substitution may not occur unless and until the Contract

Monitor approves the substitution in writing. See Addendum 4 dated 9/2/22.

4.37.F, pg 67

Please clarify in what section of the

Contractor's proposal response a

Contractor is to furnish information regarding the location from which services will be provided. Please confirm that completion of Attachment

L Location of the Performance of

Services Disclosure satisfies the disclosure requirement outlined in

4.37.F.

Contractors are required to complete

Attachment L - Location of the

Performance of Services Disclosure and submit with their proposals.

Section 5.12

Section 5.3.2 is referenced throughout the proposal, however, there is no section 5.3.2 in the response. Please advise.

Section 5.3.2 reference throughout the proposal, should reference Section 5.12 -volume I - Technical Proposal. See

Addendum 4 dated 9/2/22.

5.12.2.F.1, pg

Please confirm that Contractors are only required to address requirements

2.3 through 2.10 of Section 2 as 2.1 through 2.2 are background and overview information regarding MDH.

Contractors should address all requirements in the RFP.

10 5.12.2.F.1, pg

72 and

5.12.2.G.1, pg 76

Section 3.10.4 requests resume for Key

Personnel. Section 5.12.2.F.1 indicates that Contractors are to include responses to Section 3 behind Tab E of their response while 5.12.2.G.1 indicates that Contractors are to provide resumes for Key Personnel behind Tab

F. Please confirm which response section (Tab E or F) Contractors are to include resumes for Key Staff.

Additionally, please confirm that the only format resumes are to be returned in is that provided in Appendix 6 -

Reference Form.

Offeror should refer to Appendix 7 and

Addendum 3 regarding Key Personnel roles and positions. Contractors should include resumes for Key Staff in Section E and F. The only format resumes are to be returned in is provided Appendix 6 -

11 3.7.10.1, pg

Please confirm the notification timeframe requested in this requirement. Does the Department intend for it to be 2 hours or 24 hours?

As stated in Section 3.7.10.1 A. If the

Contractor reasonably believes or has actual knowledge of a Data Breach, the

Contractor shall, unless otherwise directed:

1) Notify the appropriate State-identified contact within 2 hours by telephone in accordance with the agreed upon security plan or security procedures unless a shorter time is required by applicable law

3.10.4, pg 50 and App 5, pg 132

The key personnel positions listed in

3.10.4 do not have role descriptions included in Appendix 4. Please provide a crosswalk of the roles requested in

3.10.4 to the roles listed in Appendix 4 so that we can understand the experience that each key personnel must have. The names between the two lists are not the same.

Offeror should refer to Appendix 7 and

Addendum 3 regarding Key Personnel roles and positions. Contractors should include resumes for Key Staff in Section E and F. The only format resumes are to be returned in is provided Appendix 6 -

Lab

Requirements

Would the facilities that currently operate their own lab continue to do so?

We understand that MDH that a laboratory module is not required and have reviewed each site's current lab

Offeror should refer to 2.2.6 Maryland

Healthcare System – Current

Functionalities to obtain information pertaining to existing system functionalities.

and/or third party system. Would MDH describe its desired lab future state further?

General

What is the total number of concurrent users across all facilities? Would MDH be able to supply total number of providers (doctors, nurse practitioners, licensed social workers, psychiatrists, etc. across all facilities)? And, if possible, is there an estimated concurrent user count that could be totaled across all facilities?

Offeror should refer to Section 2.2.2 'MDH

Healthcare System' for information pertaining to each facility.

General

What is the total number of Long-Term

Care beds across all facilities? Or more specifically, can MDH provide the LTC beds that are located at Western

Maryland Hospital Center? It looks like there are 2 MDH facilities that provide

LTC, is that accurate?

Offeror should refer to Section 2.2.2 'MDH

Healthcare System' for information pertaining to each facility.

General

Is this true Long-Term Care (skilled nursing, where they complete an MDS assessment for their individuals)? That is referenced once in the RFP regarding the current system in place at Deer's

Head and Western Maryland. Could

MDH please expand further?

As stated in Section 2.2.3 Overview of

Current Systems, MDS is a current process. Offeror should propose how their solution will best suit the MDS needs based on their solution.

EHR

Requirements

From the 'EHR Requirements' tab 6.16, "The System shall support electronic flowsheets, populated by medical devices, with the ability to pull aggregate data and graph vitals over time." Can MDH estimate how many beds across all the MDH facilities would utilize bedside medical devices that would automatically populate the

EHR? Typically, at behavior health sites we would not leave any monitoring equipment in the room due to patient safety and there’s generally not a need for continuous monitoring otherwise they’d already be at an acute care facility.

Will MDH provide more information around this requirement so we can scope the medical device integration appropriately across all MDH facilities?

What do the respective facilities currently due today with medical device integration and which workflows would

Offeror should review section 2.2.2

Maryland Department of Health (MDH)

Healthcare System to determine the number of beds. In addition, offeror can refer to 2.2.5 Key Functionality of the

Current Systems for information on current solutions.

Offeror should propose best solution that best meets needs of the proposed software.

MDH being trying to automate (e.g., vitals sign monitoring)?

General

How would the Deer's Head and

Western Maryland LTC facilities like to document? In lots of cases, LTC documentation can be delivered via an app in a lightweight mobile deployment. Would MDH, and the

Deer's Head/Western Maryland facilities, prefer a wall-mounted LTC documentation device - or would a mobile iPad LTC documentation solution be preferred?

Offeror should propose the best solution that best meets the needs of the proposed software.

19 RevCycle

Requirements

3.7

The system shall work with an encoder and pass back modifiers entered in the encoder.

From 'RevCycle Requirements' tab 3.7, "The System shall work with an encoder and pass back modifier entered in the encoder" - Is there a current encoder in place or an agreement that already exists between Optum and

MDH?

Offeror should refer to 2.2.6 Maryland

Healthcare System – Current

Functionalities to obtain information pertaining to existing system functionalities. Offeror should propose best solution that best meets needs of the proposed software.

20 Lab

Requirements

A laboratory module is not required

(interfacing to 3rd party lab systems are sufficient), but if the

Offeror has an integrated laboratory module, the following requirements must be met.

Would MDH prefer an integrated lab module provided by the vendor or an interface to a 3rd party lab system?

Would LabCorp be the preferred 3rd party lab system or are there additional

3rd party lab systems MDH would interface to? If the vendor can provide an integrated lab system, should we provide that pricing as optional?

Offeror should refer to section 2.2.3

Overview of Current Systems for information pertaining to existing laboratory systems. Offerors should propose solutions based on requirements set forth in Section 5 - Proposal Format of the RFP.

Does MDH and the State require Dual factor authentication for EPCS

(electronic prescribing-controlled substances)- this can be accomplished via various solutions and workflows.

The most cost-effective option involves a clinician typing a 6-digit passcode

Offerors should review Appendix 4 -

Pharmacy Requirements for requirements and include with their proposals a solution as required in Section 5.

that is randomly generated on an application running on their smartphone. The passcode changes every 60 seconds. On the other end of the spectrum, the 2nd factor authentication can be accomplished using either a secure message delivered to the smart phone (the user simply swiped the message and clicks “yes” on their phone) or even “hands-free” communication between the user’s smartphone and a Bluetooth dongle installed on the local workstation.

Would MDH prefer low cost or high functionality?”

5.2.4 Email

Submissions

Can you clarify the e-mail submission instruction "A. All Proposal e-mails shall be sent with password protection."?

Per Section 5.11.5 Offerors shall provide their Proposals in two separate envelopes through eMMA following the Quick

Reference Guides (QRG) labelled “5 -eMMA QRG Responding to Solicitations

(RFP)” for double envelope submissions.

eMMA is a secure environment therefore password protection is not required.

Long Term

Care

How does MDH currently accomplish

LTC billing and SNF billing?

Offeror should refer to Section 2.2.6

Maryland Healthcare System – Current

Functionalities for information pertaining to LTC billing and SNF billing.

Appendix 6

pg. 145

1) Do Key Personnel Resumes require the Labor Category section to be filled out? Not every Key personnel position matches exactly with a Labor category title. This section also begins with “PO

Authors: update the section number on the left side.” 2) Please advise if 1. we must label each Key Personnel resume with a labor category title and fill out that section of appendix 6 for all 11 resumes and 2. 3) If so, we are only required to fill out the right side of the table

Yes, Key Personnel Resumes are required.

Offerors should refer to Appendix 7 and

Addendum 3 for position requirements.

Offerors should submit resumes on

Appendix 6 for all positions.

Section 4.35

Is there any consideration to revise 4.35

MBE Participation Goal There is no

MBE subcontractor participation goal for this procurement and 4.36 VSBE

Goal There is no VSBE subcontractor participation goal for this procurement to add a participation goal?

Currently this solicitation does not include an MBE/VSBE participation goals.

However, MBE and VSBEs are encouraged to respond to this solicitation.

Section. 12

The RFP references Section 5.3.2 multiple places (e.g. 2.7.1 Product

Requirements), but we cannot locate that section in the RFP. Can you clarify where Section 5.3.2 is located?

Section 5.3.2 reference throughout the proposal, should reference Section 5.12 -volume I - Technical Proposal throughout the proposal. See Addendum 4 dated

9/2/22.

Appendix 4

EHR

Requirements

Requirement

3.30

PIRS

Is the Patient Incident Reporting

System (PIRS) a legacy system that requires an interface to the EHR or is this a system per the requirement that MDH anticipates the EHR vendor to create as part of custom programming? In either case, can MHD provide more detailed requirements or specifications?

As stated in Appendix 4 EHR

Requirements 3.0 Clinical Documentation,

3.30 "The system shall support the creation of the Patient Incident Reporting System

(PIRS), used for assault, seclusion, injuries, restraints. The user shall create the report once and tag each party involved

(patients and staff)" serves as a requirement under Clinical Documentation.

Offeror should propose best solution that best meets needs of the proposed software.

Appendix 4

EHR

Requirements

Requirement

10.16 telepsychiatry

Does the MDH have an existing telepsychiatry/telehealth solution that would require interfacing to the new EHR?

Are telepsychiatry services provided to patients in home or other non-MDH settings that require hardware/equipment and/or patient mobile device integration? Are telepsychiatry sessions moderated on-site at MDH facilities for inter-facility consults?

Offeror should refer to 2.2.3 Overview of

Current Systems for information pertaining to existing solutions. In addition, offeror can also refer to Section 2.2.6 Maryland

Healthcare System – Current

Functionalities for information pertaining to current functionalities. Offeror should propose patient education materials as outlined in the 'EHR Requirements' 10.16.

Requirement states "The system shall support telepsychiatry through the use of scheduling and documentation of telepsychiatry sessions."

28 Appendix 4

Revenue

Cycle

Requirements

Requirement

3.7

Encoder

Does the MDH have an existing encoder solution that requires interface to the new EHR revenue cycle management solution or is providing an encoder solution part of the scope of this solicitation?

Offeror should refer to 2.2.6 Maryland

Healthcare System – Current

Functionalities to obtain information pertaining to existing system functionalities.

Appendix 4

General

Requirements

Requirement

4.14 incident reporting

Can the MDH please provide further detail on how incident reporting is done today? Is there a legacy incident reporting tool that requires interface to the new EHR? Is a separate system kept to protect staff/patient identity for legal cases or does the report go in the patient medical chart? What types of data/reports are required?

Offeror should refer to Section 2.2.3

Overview of Current Systems for information regarding current systems. As stated in General Requirements 4.14 "The system shall support incident reporting."

Offeror should propose best solution that best meets needs of the proposed software.

Appendix 4

EHR

Requirements

Requirement

Is the Patient Incident Reporting

System (PIRS) a legacy system that requires an interface to the EHR or is this a system per the requirement that MDH

As stated in Appendix 4 EHR

Requirements 3.0 Clinical Documentation,

3.30 "The system shall support the creation of the Patient Incident Reporting System

(PIRS), used for assault, seclusion, 3.30

PIRS

anticipates the EHR vendor to create as part of custom programming? In either case, can MHD provide more detailed requirements or specifications?

injuries, restraints. The user shall create the report once and tag each party involved

(patients and staff)" serves as a requirement under Clinical Documentation.

Offeror should propose best solution that best meets needs of the proposed software.