RFP_for_ePCR.docx

SECTION I – SCOPE OF SERVICES

1. Scope of Work GCEMS is seeking a fully configurable ePCR system with a user-friendly, intuitive interface for field providers that must be comprehensive in its ability to provide for the collection of patient information including demographics, treatment and transport. The software must be cloud-hosted and must be operational on PCs while supporting mobile documentation through Microsoft, Apple iOS, and Android operating systems. Additionally, the system must allow for offline documentation, lost/deleted PCR data retrieval, and should have the ability to wipe data remotely. The system must work with Mobile Device Management.

The system shall support efficient patient care documentation and provide solutions for data inquiry, reporting, auditing and Quality Assurance/Quality Improvement (QA/QI). The software must support monitoring and analysis of trends in incidents, treatments, and clinical findings, and allow for the creation of standard and custom reports, validations, and dashboards.

The system must provide comprehensive reporting and analytics capabilities. Specify if this includes visual analytic tools such as charts, graphs, gauges, maps, and other dashboard components. Additionally, state whether the system allows comprehensive data access via Open Database Connectivity (ODBC) for internal analytics and reporting and if so, system must integrate with current quality assurance/quality improvement software (First Pass/First Watch).

The system must be configurable and customizable, including the ability to create and modify data fields, validations, and multiple run forms for data collection purposes. System Administrators must be able to perform all core configurations and operational oversight functions. The system shall include electronic consent capture and electronic signature capability and allow personnel from additional responding units to be added to an existing patient care report.

The system must integrate with our Central Square Computer-Aided Dispatch (CAD) system to receive real-time data. This includes importing information such as personnel details, call types, and timestamps. The proposer must detail how data is transferred with definitions provided. The system must support the import and merging of EKG data into patient care reports and be compatible with the Physio-Control LifePak 15 monitor/defibrillator. The system must also support interfaces with multiple fire and law enforcement agencies, including the ability to view and merge reports.

The system must interface with the hospital’s current electronic health record software (EPIC). The proposer shall describe hospital interoperability and two-way data sharing capabilities, including the data transfer process, any required third-party products, and an example dataset. If custom development or programming is required, the proposer must provide a detailed description of the work, responsibilities, estimated timelines, and associated costs.

The system shall be compliant with National Emergency Medical Services Information System (NEMSIS) and Health Insurance Portability and Accountability Act (HIPAA) requirements. All data entered into the system shall remain the property of GCEMS. The system must be capable of incorporating all historical ePCR data and shall allow data export, including historical data, upon request and at the conclusion of the contract without additional fees. The system must also support automated CARES data export.

The system shall include role-based user management with configurable permissions, including the ability to assign roles and permissions to individual users and add users manually or through automated import processes.

Optional Features Dashboards – Ability to produce visual analytic tools such as graphs, gauges, meters, charts, and maps. Proposers shall indicate whether this functionality is built-in, optional, or provided through a third-party application.

AI Driven Features – Features that enhance documentation efficiency, including voice-to-text, predictive autofill, error detection, and real-time clinical decision support during report completion.

Real-Time Documentation Alerts – Ability to alert users to documentation errors, incomplete reports, or abnormal clinical values during report completion. State whether errors are visible to administrators.

Barcode Scanning – Ability to scan barcodes for medication and equipment tracking.

3. Training and Implementation The proposer must provide a detailed implementation and training plan for GCEMS personnel, including system configuration, historical data migration, testing, proposed go-live timelines, and any ongoing training and support services. The proposer must include a description of system log-in procedures and methods for adding personnel from additional responding units.

4. Pricing Responders shall provide a detailed price schedule for all services outlined in this RFP, including costs for any optional or additional services. Pricing shall clearly identify all fees that may be incurred by Greenville County.