RFI 36C26226Q0787 Salient Characteristics Physician Scheduling System-FEDRAMP.pdf
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- Solicitation number
- 36C26226Q0787
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This document outlines the salient characteristics for a QGenda (or equivalent) Physician Scheduling System procurement for the Veterans Administration, which must comply with FedRAMP requirements.
The solution must obtain and maintain a valid Authorization to Operate (ATO) designation with the Veterans Administration, either already in place or achieved within six months of award, and must be FedRAMP Certified. The system must be 100% web-based and accessible through native iPhone and Android mobile applications, providing full end-user functionality for schedule viewing, requesting, and swapping. A US-based dedicated support resource must be assigned at no additional cost, offering consultation and support services Monday through Friday from 9:00 AM to 6:00 PM Eastern Time. The solution must support on-demand reporting exportable to Excel, PDF, and CSV formats, covering metrics such as shifts worked, call fairness, PTO reports, and weekday versus weekend distributions.
The scheduling system must offer multiple creation methods including software automation powered by a rules-based, configurable algorithm that prevents scheduling gaps and provides conflict/availability suggestions. It must accommodate provider preferences, consecutive shift rules, and real-time clinician target tracking for both shifts and hours. Additional required capabilities include multi-tier approval processes, time tracking with mobile geo-verification and overtime reporting, schedule data filtering by multiple parameters, integration with personal calendar applications (Outlook, Gmail), support for shift swap markets, configurable user permission levels, VA Single Sign On integration, Vocera system integration with Voice Group Assignment, automatic ticket creation for substantial schedule changes, and integration with Affiliate University version of QGenda to manage scheduling conflicts.
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| File | Type | Posted |
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| 36C26226Q0787.docx | DOCX document |
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QGenda (OR EQUAL) Physician Scheduling System (FEDRAMP) Salient
Characteristics
1. Must be a solution that has a valid Authorize to Operate (ATO) designation in place with the Veteran's Administration or achieved within six months of award.
2. Must be a solution that is FEDRAMP Certified.
3. Must assign a US based dedicated support resource that consults the facility at no additional cost and provide additional support services via phone or online
Monday through Friday 9:00AM (or earlier) - 6:00PM (or later) (Eastern Time
Zone).
4. Must support the ability to pull reports on-demand and be exportable to excel, pdf, and csv including number of shifts worked, call fairness, weekdays vs weekends, PTO reports, etc.
5. Must be able to create schedules as far out in the future as desired (Monthly, Quarterly, Annually, etc.)
6. Must be able to create, maintain and provide access to clinician schedules through the use of a secure, facility-specific web site and mobile application.
7. Must be 100% Web-Based accessible by a web browser both inside the VA hospital and outside.
8. Must be accessible via native iPhone & Android mobile applications and provide full end-user functionality (schedule viewing, requesting, swapping, etc.)
FedRAMP approved use from both military and personal smart phones.
9. Must offer multiple ways of creating the schedule including the ability to have software automations create the schedule. The automations should use a rules-based engine, powered by a configurable algorithm.
10. Must be a solution with interactive/intuitive logic to prevent scheduling gaps if algorithm is unable to reach "100%" during the automated build process which presents data related to conflicts and suggestions on clinician availability.
11. Must be a solution that can take into account various preferences/rules for consecutive shifts and allows for more variable numbers of consecutive, timebased shifts.
12. Must be a solution with the ability to track clinician targets in "real time" as it relates to the number of shifts or hours as well as consider this information in future automated schedule builds.
13. Must be able to incorporate individual provider scheduling preferences.
14. Must provide user friendly, decision support tools to aid in the efficient creation of schedules.
15. Must support the ability for providers to submit requests for open shifts, specific roles or time off electronically. It should also enforce any limits that a facility would like to put in place.
16. Must be able to support functionality which allows administrators and providers to put shifts up for pickup (e.g. QGenda's (OR EQUAL) "available shifts" board) and ability to request to pick shifts up.
17. Must be able to support a multi-tier approval process.
18. Must be able to track time worked via a mobile application and or web solution.
The mobile application should also be able to geo-verify and flag exceptions to all time punches. Finally, the time tracking capabilities should enable users to identify and report on overtime.
19. Must be able to filter schedule data in any format (by region, by site, by provider type, etc.).
20. Must be available via native mobile applications for both the iOS and Android platforms. It should provide the ability to view schedules, filter those views and integrate with other office/personal scheduling applications such as Outlook or
Gmail.
21. Must be able to support the request process through the mobile application. It should also let providers submit shifts to a "swap market" for time they are looking to take off and also allow them to pick up shifts from other providers looking to change their schedule.
22. Must have the ability to configure various levels of user permissions and associated functionality at the enterprise, departmental and user level.
23. Must be able to support the VA's Single Sign On Vendor.
24. Must have the ability to connect to other systems. If the facility has Vocera, must provide a schedule integration with Vocera for Voice Group Assignment and also have an existing mobile application to mobile application integration with Vocera.
25. Must support the ability to create tickets when substantial changes are made to the schedule so other areas of the hospital are aware of said changes and can plan accordingly (e.g. a provider requests to cancel a clinic day and a ticket is created so the patient access team knows they need to update the EMR with the clinic changes so patients do not show up when the provider is no longer covering the clinic).
26. Must be able to integrate with Affiliate University version of QGenda (OR EQUAL) to manage scheduling conflicts.
File details come from the government source that posted it. Updated .