POST- OCMP-22-18251 Questions and Answers 5 - 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 #5

ISSUE DATE: September 7, 2022

# Section Question Answer

Attachment B

The EHR Pricing Excel has a

“Forensics” line item on each tab. Can you describe what types of forensics data/information the vendor system should maintain?

The system should have the ability to scan, upload and label the various court documents common to forensic psychiatric services. These documents include but are not limited to the following: Civil/criminal commitment orders, hearing orders, writs, conditional releases, motions, pleadings, subpoenas, etc. This part of the EHR system should be modifiable to add new and unique forensic document labels that may occur from time to time.

2 Appendix 4

EHR

Requirements

Requirement

4.4 Treatment

Plan Medical Necessity

Review

Can the MDH please elaborate on this requirement; is this for evaluation that the client/patient is receiving care that is clinically appropriate to their diagnosis/diagnoses, that mental health treatment is required for a client/patient particularly in forensics, or is this related to billing and automation of medical necessity checking of claims

(or something else)?

Requirement states "Treatment plans shall drive the capture of required documentation throughout the course of treatment." Treatment plan consist of multiple documentation needs based on plan outlined by the Treatment Team.

This will support that the client/patient is receiving care that is clinically appropriate to their diagnosis/diagnoses. Elaborate more on what the purpose of the EHR is in streamlining treatment plan and care delivery.

Key

Personnel –

Lead for

Organization

Change

Management

1) MDH has required a key personnel role of Lead for Organizational Change

Management but has provided no scope associated to this work. What is the expectation of this individual's availability and allocation to the project? 2) If the MDH expects the

Lead for Organizational Change

Management role to be dedicated, can the Department please provide a scope of work associated to this individual -as there is not scope within the RFP for organizational change management,

1) 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 - Reference Form. 2) Offeror should refer to Section 2.3.1 Contractor

Responsibilities and Tasks- Overview which states "A. The Contractor shall provide implementation that will encompass activities such as deciding how to automate and standardize workflow; configuring the new EHR system; cleaning and converting data; engaging identifying expectations of the work to be performed related to this role. 3) If

MDH anticipates needing OCM services during this process, will this be solicited for in a separate RFP or will there be a Change Order involving appropriate scope as a part of this contract?

and training the end-user community; deploying to facilities in a multi-stage rollout; and launching the steady-state support services." 3)

Offeror should refer to Section 3.10.4 Key

Personnel Roles Identified, Lead for

Organization Change Management is an anticipated need. Offeror should review Section

2.10 EHR On-Demand Future Activities. This

solicitation may include Work Orders.

2.3.1.C. Pg.

This states “The process will include creating digital images of records that are not in a structured digital format

(e.g., paper records) and attaching them to the patient’s record.” Generally speaking, this work falls on the client side rather than the vendor in order to keep costs down for travel to where the hardcopy records are located and the time for backfile scanning. A) Can you please provide clarification on this requirement, whether it should be vendor or client responsibility. B) If it is expected to be vendor responsibility, please provide the volume/size, duration back in time, and quantity of records to be scanned?

Offeror should propose best solution that best meets needs of the proposed software. Offeror is encouraged to propose a solution that best meets the needs of MDH.

Section 2.2.2

What are the number of inpatient days across all facilities or what is each facility's occupancy rate for 2019, 2020, and 2021? We can probably assume an almost 100% occupancy rate

Offeror should refer to Section 2.2.2 for facility information. Please note that numbers listed under each facility are subject to changes throughout the solicitation and implementation of the EHR system.

NA

Could we receive further clarification regarding how the requirement for a separate database/instance is being defined?

Additional clarification is needed.

Section 2.2.5

Could we get some estimates regarding volumes that might be indicated in section 2.2.5 Key Functionality of the

Current Systems? It is indicated that the existing systems, where deployed, support the following high-level processes and reporting which include, Census, including

Admissions/Discharges/Transfers

(ADT), Order entry (and computerized physician order entry at some facilities),Pharmacy ,Clinician

Documentation (including physicians, nurses, therapists, psychologists, and

Offeror should refer to Section 2.2.2 for facility information. Please note that numbers listed under each facility are subject to changes throughout the solicitation and implementation of the EHR system.

other professionals) ,Laboratory

,Dialysis ,Long Term Care (LTC)

Billing , and Credentialing. We would simply like more information regarding the volumes associated with the processes indicated above.

Section 4.15

Are you allowing Offerors or subcontractors the ability to respond to a portion or half of the RFP instead of the entirety?

Partial submissions will not be accepted. Per

Section 4.15 Multiple or alternate Proposals will not be accepted.

9 General

Have you considered or are you willing to enhance/optimize the existing legacy

Hospital Management Information

System through an Offeror?

Currently MDH is not considering enhance/optimizing the existing legacy Hospital

Management Information System through an

Offeror. Offeror should refer to Section 2.2.4

Challenges of the Current System for information regarding challenges of current systems. Offeror should propose best solution that best meets needs of the proposed software.

10 General

Would you consider a dual partnership with an Offeror and “XXXX”?

As stated in Section 2.1.3 An Offeror, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all the requirements requested in this solicitation. The successful Offeror (the

Contractor) shall remain responsible for

Contract performance regardless of subcontractor participation in the work. Per

Section 2.1.6 The Department intends to make a single award as a result of this RFP. See RFP

Section 4.18 Award Basis for more Contract award information.

General

Would you consider a dual partnership with an Offeror and “XXXXXX”?

As stated in Section 2.1.3 An Offeror, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all the requirements requested in this solicitation. The successful Offeror (the

Contractor) shall remain responsible for

Contract performance regardless of subcontractor participation in the work. Per

Section 2.1.6 The Department intends to make a single award as a result of this RFP. See RFP

Section 4.18 Award Basis for more Contract award information.

What percentage of your current system is on paper and is the goal to be fully paperless?

Offeror should refer to Section 2.2.2 Maryland

Department of Health (MDH) Healthcare

System for facility information. As stated in

Section 2.1.1 'The Maryland Department of

Health (MDH or the "Department") is issuing this Request for Proposals (RFP) in order to procure a multi-tenant, subscription-based

Software as a Service (SaaS) solution for

Electronic Health Records (EHR) and revenue-cycle management for eleven (11) healthcare facilities operated by MDH. MDH is

General

Would you like the new system to be customizable or are you looking for a specific level of standardization?

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

General

Are you allowing a grace period for the potential new system to achieve full integration with all of your requirements and specifications?

Per Section 5.3.2 H.2. Offeror shall give a definitive section-by-section description of the proposed plan to meet the requirements of the

RFP, i.e., a Work Plan. The Work Plan shall include the specific methodology, techniques, and number of staff, if applicable, to be used by the Offeror in providing the required goods and services as outlined in RFP Section 2, Contractor Requirements: Scope of Work. The description shall include an outline of the overall management concepts employed by the

Offeror and a project management plan, including project control mechanisms and overall timelines. Project deadlines considered contract deliverables must be recognized in the

Work Plan.