ResponsestoQuestions(010915)-FINAL.docx

RESPONSES TO QUESTONS

REGARDING THE REQUEST FOR INFORMATION

ISSUED BY THE EXECUTIVE OFFICE OF HEALTH AND HUMAN SERVICES

ON BEHALF OF

THE DEPARTMENT OF PUBLIC HEALTH

BUREAU OF HEALTH CARE QUALITY AND SAFETY

Bid Number: BD-15-1039-EHS01-EHS-2-00000002506

RFI DOCUMENT #: 15HBEHSDPHBHCSQRFI

This document contains responses to questions received from interested parties regarding the Request for Information (RFI) issued by EOHHS on December 8, 2014, to elicit the advice and best analysis of knowledgeable persons in the vendor community to enable the Department of Public Health, Bureau of Health Care Safety and Quality to craft a potential future solicitation for a healthcare license registration and credentialing system. Answers have been provided to those questions of general interest that are relevant to the RFI.

1. Has funding been allocated for the e-Licensing solution and if so from where? If not, where will DPH look for funding?

Funding for the full e-licensing solution has not been allocated at this time. DPH will look to current sources for funding, and seek additional sources as necessary.

2. In the event the DPH releases an RFP for the e-Licensing solution, is there an estimated time frame available for when the DPH intends to release an RFP? Is there an anticipated timeframe for development?

DPH anticipates issuing procurement after reviewing and evaluating the responses to this RFI. At this time DPH is targeting Q3 of 2015, although circumstances may change. At this time, it is anticipated that there will be a 9-month period to complete all development, with an additional stabilization period.

3. Who provided the current licensing system?

System Automation.

4. What are the main issues of the current system, and what additional functionalities/features would you like to see in the new system?

The main issues of the current system are long term application stability and reliability, slow application performance, and inaccuracy of accounting functions. The two main features that we would like to see in the new system are application functionality under all major web browsers (e.g. Chrome, Safari, Internet Explorer, etc.) and mobile devices, and flexibility of the application to limit manual intervention based on business workflows.

5. Which, if any, systems currently in place at the DPH will need to integrate with the e-Licensing solution and which vendor(s) provided those systems?

Additional systems not included as part of the current licensing suite, that must integrate with the system solution are:

a. Reporting Manager built internally using Microsoft's SSRS; and

b. A payment processor solution that is approved by the State. The current payment processor solution is HP ePay provided by HP.

In addition, there are numerous data exchanges (file imports, exports, and downloads) with other agencies (Department of Revenue, MassResponds, etc.), and vendors (PCS, Red Cross, etc.) for the current licensing suite of applications.

6. Is there a technical contact available in regard to this project?

No. At this time all contact is through Lisa Wong. Please refer to Section 5.H of the RFI for her contact information.

7. Would the State consider a comprehensive 100% cloud-based solution designed specifically for the public sector? How will both "cloud" and “on premise” solutions be graded and evaluated against the other?

The State does not have a restriction on cloud-based solutions, but all data must be stored on US based servers and cannot be held offshore. Among other things, all vendor solutions will be evaluated on how closely they satisfy the requirements, and meet the State security and architecture standards.

8. Did the State use any vendor(s) to develop the RFI? If so, will the State please share the name of the vendor(s)?

The State did not use a vendor to develop the RFI.

9. Does the State anticipate releasing a future RFP that includes both the healthcare license and registration and credentialing system parts of the system or would the State issue separate RFPs for each?

Yes, the future RFP will include licensing, registration, and credentialing of healthcare professionals and facilities. At this time, DPH anticipates issuing a procurement for a complete solution; however RFI responses defining system components may be useful.

10. Please confirm all functional, technical, and interface requirements have been defined in the RFI.

As mentioned in Section 3 B. of the RFI, the system should integrate with third-party systems through data exchanges. The system should have the functionality to associate and manage complaints against the licensees or registrants. Therefore, not all functional, or interface requirements have been listed since the mechanism for data exchanges are dependent on the vendor solution, pending acceptance by EOHHS and partnering vendor standards. At this time, additional interfaces include, but are not limited to, Professional Credential Services, American Red Cross, NURSYS, NREMT, Bank of America Lockbox, NAPB and NCLEX, etc.

11. Section 3 A. - please define the "users" that would access all the features listed (i.e, a. through k.) in the secure online portal.

The users of the system are:

· DPH Staff;

· Professional Credential Services Staff;

· American Red Cross Staff;

· License Applicants and Licensees; and

· Other Licensing Organizations

12. Section 3 A. article e. - how does the State currently allow users to schedule exams Section 3 A. article e. - how does the State currently allow users to schedule exams?

The exams are scheduled by exam vendors. The exam results are returned to the licensing system via data imports.

13. Section 3 A. article f. - will the photo ID cards be printed on paper and if not, how else? Please state which users will be able to print the photo ID cards. Is the State currently printing photo ID cards and if so, what is the process?

DPH does not currently print photo ID cards.

14. Section 3 B. - what type of data is being transferred between the healthcare license registration and credentialing system and external agencies (organizations, vendors, etc.)? What database/system is being used in the data transfer?

Licensing and complaint data is being transferred between the State and external agencies. There is no database system is used in the data transfer. Currently, text files are transferred using SFTP or InterChange.

15. Section 4 H. - the State makes reference to "technical training," please define this terminology and does the state have a preferred method of training?

Technical Training refers to the process of providing instructions on the day-to-day operations and maintenance of the system to the System Administrators. This is achieved through webinars, in-house training, or web conferencing to ensure the System Administrators are well versed in the intricacies of the application, and can ensure the stability and operations of the application post-production.

The Technical Training should also include adequate documentation for the System Administrator to assist internal staff members on any aspect of the application, and provide resolution to any issues faced by the end-clients.

The method for training depends on the participants and goals of the training. Once the topic is determined, the method of training can be determined after consultation with the State.

16. Please identify the twelve (12) Boards the currently use the existing licensing system under the Department of Public Health's Bureau of Health Care Safety and Quality (BHCSQ). What is the number of Board staff needing access to the new system?

· Board of Registration in Dentistry;

· Board of Registration of Genetic Counselors;

· Board of Registration of Nursing Home Administrators;

· Board of Registration of Perfusionists;

· Board of Registration in Pharmacy;

· Board of Registration in Nursing;

· Board of Registration of Physician Assistants;

· Board of Respiratory Care;

· Board of Certification of Community Health Workers;

· Office of Emergency Medical Services;

· Nurse Aide Registry Services;

· Pharmaceutical and Medical Device Manufacturers.

The current system has approximately 150 Commonwealth of Massachusetts staff members who use the system.

17. What GIS system does the State currently use and what is the current version What GIS system does the State currently use and what is the current version?

We currently do not use any GIS system for the current licensing application.

18. Does the State use a payment gateway provider, if so what is the current version?

Yes, the State currently uses HP ePay as the payment gateway provider. The service currently provided by HP is not versioned.

19. Does the State use card readers at the counter of payment processing and would this need to be part of this project?

No.

20. Is there executive support for this project?

Yes, the Bureau of Health Care Quality and Safety leadership is behind this initiative.

21. Does EOHHS have mobile capability currently for staff in the field?

The capability exists, although it has not been implemented in production.

DPH e-Licensing RFI Responses to Questions