RFI EHR Market Research Final.pdf

Request for Information (RFI) Technology solutions to improve Electronic Health Record (EHR) workflows for Maryland state agencies

Objectives The State of Maryland is seeking information to better understand technology options for Electronic Health Record (EHR) systems based on the needs of multiple state agencies. As part of our initial research, we are inviting vendors to share brief screen-capture videos demonstrating the design and functionality of solutions that we should consider in our review.

This can include solutions that encompass entire EHR systems as well as smaller solutions that might address just one or two areas of functionality. There is no reward or penalty for having all of the listed features or having gaps. We are simply surveying what exists in the market today.

Purpose This RFI contains preliminary information to serve as a platform to initiate discussion with the vendor community. The requirements in this RFI are in no way final and are in no way a representation of that which may be contained in a Request for Proposal (RFP), Invitation for Bid (IFB), Purchase Order RFP (PORFP), Task Order RFP (TORFP), or other procurement vehicle. This issuance does not constitute a commitment to issue a request for bids, award a contract, or pay any costs incurred in preparation of a response to this request.

Furthermore, the Issuer requires that all responding vendors abstain from providing any quotes or bids in response to this RFI.

Any information received in response to this RFI will assist the Issuer in collecting information that may be used at a future date for procurement. A submission in response to this RFI does not guarantee that the respondent will be included in any subsequent procurement. Likewise, a non-submission in response to this RFI does not preclude a recipient or vendor from inclusion in any future procurement.

Vendor response instructions Rather than standard slide decks or promotional materials, we want to see how users actually navigate and interact with your tool. Please record one or more short screen-capture videos highlighting the components of the workflows listed below, with a maximum of one video for each workflow:

1. Patient Encounter workflow

a. Begin from clinician view landing page

b. Look up an existing patient

c. Review patient history, including documentation from encounters with outside providers brought in via a Health Information Exchange or another interoperability mechanism

d. Document new encounter

e. Prescribe medication and/or vaccine

f. Schedule a referral with a specialist clinician

g. Capture patient consent to share relevant medical record with referred clinician

h. Save/update

i. Logout

2. Medication Administration workflow

a. Assume clinician is a nurse

b. Begin from clinician view landing page

c. View order for medication to be administered

d. Determine status of ordered medication

i. Order received by pharmacy

ii. Prescription filled by pharmacy

iii. Prescription delivered and available for administration

e. Administer medication and document in a Medication Administration Record without network access

3. Administrator workflow

a. Begin from the view where someone like a hospital administrator would start

b. Select and view an existing report

c. Create an ad hoc report to show the number of unique patients seen by clinical staff during a select time period AND the total number of visits completed by clinical staff over the same time period. If such a report is “out of the box” with your product, show how this person would create a report that is not.

d. Send a report over email to someone who does not have access to your tool.

e. Logout

4. Billing workflow: begin from the view of a medical billing specialist, then:

a. Navigate to the Billing Dashboard and open the daily submission workqueues

b. Review Clearinghouse Acknowledgement / Rejection Report for front-end rejections

c. Research the root cause of a rejected claim by cross-referencing a claim against the patient’s record

d. Update a patient’s master file to correct an inaccuracy and resubmit

e. Logout

Video requirements and guidelines

● Quantity: Submit only one video for each workflow listed above. You are welcome to submit videos for all workflows, if desired.

● Duration: Each video must have a maximum duration of 5 minutes (Much shorter is great as we want to see tools that complete workflows quickly.)

● Content: Videos must show real, on-screen user navigation of software. Do not submit static screenshots, slide presentations, animated illustrations, or videos of personnel talking about features. A voiceover narrating what is happening on screen is encouraged.

● Video naming conventions: Name video files with their focus area and the name of your product or organization. For example, “PatientEncounter_companyname”

● Technical details (optional): If you would like to provide deeper technical context alongside your video, you may optionally attach architectural diagrams as a PDF. Please limit technical documentation to 5 pages.

Submission instructions Submit your materials via email to ehr-rfi@maryland.gov. You can share access to your video(s) using either of the following methods:

● Provide a link (preferred): Send a URL for a web link (e.g., Google Drive, OneDrive, Dropbox, Loom, unlisted YouTube, Vimeo) where our team can download the video directly. Please ensure that the link is shared so we can download without needing to request access.

● Submit via file transfer: If you are unable to provide a link to download the video, send us an email at ehr-rfi@maryland.gov and we can create an account for you to use a file transfer service. Using this option will require at least two additional business days. We are not able to extend the submission deadline for any delays due to using the file transfer service.

Our team will be reviewing submissions starting noon, July 8, 2026 EST. To ensure your solution is included in our initial market research, please submit your videos no later than 12 PM EST on July 15, 2026.

We will not be responding to emails other than to acknowledge receipt. No feedback will be provided.

Timeline Issue Date: July 1, 2026 Responses Due: July 15, 2026 12 PM EST mailto:ehr-rfi@maryland.gov

Terms & Conditions This RFI does not obligate the State to award or proceed with a procurement. The State is not responsible for costs incurred in preparing responses. Proprietary information should be clearly marked.