S-DASOBO-00016280 OHA-OHP HCI Portal RFP Att B-2 Reqs Fit-Gap Matrix Analysis v1.1.xlsx

XLSX spreadsheet 63 KB Posted Aug 25, 2026

Attached to: Scheduling Portal Solution for Health Care Interpreters
Solicitation number: S-DASOBO-00016280
Issued by: Oregon

About this file

Written by GovTribe AI · Oct 28, 2026

This is a Requirements Fit-Gap Analysis Matrix for the Oregon Health Authority (OHA) Office of Health Plans (OHP) Health Care Interpreters (HCI) Scheduling and Claims Portal Request for Proposal (RFP). The document serves as a scoring tool for vendors to demonstrate how their proposed solutions address 124 detailed system requirements across nine functional categories: Account Creation and Maintenance, Scheduling, Post-Scheduling, Post-Encounter, Claims, Views/Reports/Analytics, Identity and Access Management (IAM), Infrastructure, Integration, Migration, Reporting, Security, System Administration, and User Experience/User Interface (UX/UI). The State of Oregon is seeking a cost-effective, scalable, configurable, web-based Software-as-a-Service (SaaS) solution to enable healthcare providers to schedule credentialed health care interpreters and manage service claims. Vendors must complete and submit an electronic version of this matrix, selecting response codes for each requirement to indicate whether proposed functionality currently exists, is available with configuration, is available soon through custom development, or is not available. The solution must integrate with the State's Medicaid Management Information System (MMIS), the HCI Central Registry, and various Electronic Health Records (EHR) systems to support provider account creation, patient eligibility verification, HCI registration validation, and claims submission.

The requirements matrix comprises 117 high-priority requirements valued at 1,205 total points and seven medium-priority requirements valued at 35 points, for a maximum possible score of 1,205 points. Vendor responses are scored objectively based on response codes (Currently Exists = 5 points; Available with Configuration = 4.5 points; Available Soon = 0.5 points; Not Available = 0 points) and subjectively based on vendor comments explaining how proposed solutions will implement requirements. Key system capabilities include role-based access control, account creation and validation for multiple user types (HCIs, providers, Coordinated Care Organizations, OHA staff, nonprofits), encounter scheduling and modification, virtual platform support, double-booking prevention, post-encounter documentation, claims submission and status tracking, comprehensive reporting and analytics dashboards, WCAG accessibility compliance, and multi-platform access (desktop, tablet, mobile). Critical non-functional requirements include U.S.-based data storage, 99.9% system uptime, near-real-time transaction response, secure integrations, data export capabilities for migration purposes, and ad-hoc reporting functionality. The file does not specify response deadlines, award dates, contract term, pricing information, set-asides, or incumbent vendor details.

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Other files

File	Type	Posted
OHA-OHP HCI RFP QandA ALL vPOST.pdf	PDF	Aug 25, 2026
S-DASOBO-00016280 OHA-OHP HCI Portal RFP.docx	DOCX document	Aug 25, 2026
S-DASOBO-00016280 OHA-OHP HCI Portal RFP Att E - Sample Contract.pdf	PDF	Aug 25, 2026
S-DASOBO-00016280 OHA-OHP HCI Portal RFP Att D - OR SW IS Standards.xlsx	XLSX spreadsheet	Aug 25, 2026

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Instructions and Score Summary HCI Scheduling and Claims Portal Requirements Scoring Matrix

Worksheet Completion Instructions
Proposer shall complete and submit an electronic version of this Requirements matrix to demonstrate how the proposed solution addresses the requirements. Please follow these instructions to complete the scoring matrix.
1	ENTER Offeror's Name in cell A12 of this Instructions Tab.
2	INDICATE proposed solution type (e.g., SaaS, PaaS, IaaS, or On-Premise) in cell H12 of this Instructions Tab.
3	This workbook is arranged in four worksheets or Catagory Tabs:

- Instructions (this tab)

- Feature Descriptions

- Requirements

- TBD-Reports 4 For each detailed Requirement line item on Catagory Tabs with requirements:

a. SELECT ONE of the Response Options from the drop down menu in Column I "Vendor Response Code." The codes in the drop-down list correspond to the codes described in the Vendor Response Code Table below. Vendor Response Codes are used to calculate the Fit/Gap Analysis "objective" evaluation point value.

b. COMPLETE Column J "Comments" with Offeror's or Solution Provider's brief comments that support, explain, or clarify the code selected in Column I.

Comments are not mandatory, but if offered they should succintly describe how the proposed Solution will implement the requirement line item, especially where the required functionality DOES NOT "Currently Exist" in the general release version of the proposed Solution at the time of Offer submission.

DO NOT use these comments to in place of the narrative requested by the RFP.

Vendor Responses (codes and comments) are used for the Fit/Gap "subjective" evaluation point value.

5 ENSURE to provide a respone and comments for each requirement line item. Total number of requirements across the Category Tabs:

	Proposers Name:						Indicate if this is a Saas, PaaS, IaaS or On-Premise System:
	Score
Summary:	Total Points	0.0	0.0%	%-age High Priority and "Currently Exists"	0	0.0%	%-age High Priority and "Available with Configuration"	0	0.0%	%-age Medium Requirements and "Currently Exists	0	0%	%-age Medium Priority and "Available with Configuration"	0	0%
			out of			out of			out of			out of			out of
			1205.0			117			117			7			7

Feature Requirements Tab Column	Explanation of Column	Vendor Reponse Code Table
Column B	Requirement ID	Points	Condition	Description
Column C	Type of Requiremnet (Functional/Non-functional)	5	Currently Exists	Offeror and Solution Provider assert the functionality described by the requirement currently exists in the generally available Solution described in the Offer and is used in their customer's production environment.
Column D	Requirement Title	4.5	Available with Configuration	The functionality described in the requirement is --

- Available in the proposed Solution by configuration of existing base code, OR

- On Solution Provider's product roadmap for general availability release within one year of RFQ Release (ensure to include expected date of general availability)

Column E	Users Applies to	0.5	Available Soon	Proposed Solution does not currently include functionality to meet the requiremet on the Solution Provider's product roadmap, and would require custom development to provide the functionality.
Column F	Requirement Decription	0	Not Available	Proposed Solution does not provide the functionality and is not on product roadmap for release within one year of RFQ Release. Offeror may provide alternative functional solutions in Offeror's Comments in Column G.
Column G	Requirement Priority
Column I	Vendor Response Code (See table at right)	Feature Priority
Column K	Vendor Comments	Points	Condition	Description
Column L	Maximum Points	2	High	High priority requirement for the proposed solution - manditory
Column M	Vendor Points (auto calculated)	1	Medium	Medium priority requirment for the proposed solution - desirable

Feature Descriptions

Feature Title	Feature Description
Account Creation and Maintenance	Allows users (e.g., OHA Admin, CCOs, interpreters, providers, scheduling coordinators) to register, update personal information, and manage account credentials. This includes unique settings that pertain to different accounts with various permissions (i.e. notifications, schedules).
Scheduling	Scheduling enables Providers, CCOs, and Customer Service users to create, assign, and manage interpreter encounters. It supports selecting encounter details, preventing double booking, handling modifications, coordinating multiple HCIs, sharing encounter information, choosing direct assign or pool selection, viewing CBA rates, and accessing virtual modality tools. The system will maintain a record of a patient’s HCI preferences, filters and display qualified HCIs based on language, distance, availability, modality, and other criteria.
Post-Scheduling	Core post scheduling functionality that allows Providers, CCOs, and Customer Service to modify or cancel interpreter encounters, track lifecycle changes, and receive system notifications related to HCI responses or lack of response. This feature also supports the actions required when an encounter becomes unclaimed or when no HCI is available, including the ability to trigger an overflow process.
Post-Encounter	Enable Providers and HCIs to complete all required post encounter tasks—such as updating encounter duration, rating the HCI, submitting feedback or complaints, and creating private notes with strict role based visibility. These capabilities ensure accurate encounter records, support claim readiness, capture feedback for service improvement, and protect sensitive information through HIPAA compliant, auditable controls.
Claims	Supports submission of interpreter service claims, including encounter details (e.g. date/time, length of visit, HCI rate, provider, and patient details). The system will support automatic reimbursement calculations based on predetermined rate logic. Users must be able to request changes to submitted claims, with all modifications subject to approval by authorized personnel. The system will track and maintain a complete audit trail of all claim submissions, change requests, and approvals.
Views, Reporting, & Analytics	Offers dashboards and filterable reports for tracking interpreter utilization, encounter trends, and claim metrics. The types of reports and accessible data will be restricted based on user type and role-based access. Will support an environment for ad hoc reporting.
IAM (Identity & Access Management)	Allows for configuration of role-based access control and ability to track and export user actions (e.g., login attempts, change history).
Infrastructure	Describes the underlying technical architecture, including hosting, scalability, uptime requirements, and disaster recovery.
Integration	Facilitates secure data exchange with external systems (e.g., EHRs, Medicaid Management Information System, and the HCI Central Registry), to streamline workflows. Integrations will be used to verify service eligibility, Medicaid billing providers, credentialed HCIs, and EHR integration.
Migration	Transfers historical data (e.g., provider profiles from MMIS) from existing systems into the Scheduling and Claims Portal.
Reporting	Sets standards around the searching capabilities and ease of generating various types of operational, claims, and compliance reports.
Security	Implements role-based access control, manage deactivation of accounts, and sets standards for necessary agency required security compliance.
System Administration	Provides tools for managing users, permissions, system settings, and sets website standards.
UX/UI (User Experience/User Interface)	Focuses on intuitive design, accessibility (WCAG compliance), and mobile/web responsiveness to ensure ease of use for all user types.

Requirements

	ID	Req ID	Type	Requirement Title	Users Applied To	Requirement
User Story or High-Level Capability	Item Priority	Item Value	Vendor Response
Code	Vendor Response Value	Vendor Comments
(Explain how the requirement would be met if it does not currently exist)	Maximum Points	Vendor Points
	Account Creation and Maintenance
	1	ACC1	Functional	Role Based Access	Scheduling and Claims Portal User	AS A Scheduling and Claims Portal User,

I NEED to have role based security access,

SO THAT I can control the look and feel, as well as data and access, of the Scheduling and Claims Portal, by User Group	High	2		ERROR:#N/A		10
	2	ACC2	Functional	Account Creation- HCI	HCI	AS A HCI,

I NEED to create an account that is validated by the OHA Central Registry (Interpreter),

SO THAT I can access the Interpreters Scheduling and Claims Portal and manage scheduling occurrences and associated data, as well as submit claims and check claim status.	High	2		ERROR:#N/A		10
	3	ACC3	Functional	Account Creation- Provider	Provider	AS A Provider,

I NEED to create an account that is validated by MMIS,

SO THAT I can access the Interpreters Scheduling and Claims Portal and manage scheduling occurrences and associated data.	High	2		ERROR:#N/A		10
	4	ACC4	Functional	Account Creation- OHA User	OHA User	AS A OHA User,

I NEED to have an account created by an OHA Admin,

SO THAT I can access the Interpreters Scheduling and Claims Portal	High	2		ERROR:#N/A		10
	5	ACC5	Functional	Account Creation- OHA Admin	OHA Admin	AS A OHA Admin,

I NEED to have an account created by an OHA Admin,

SO THAT I can access the Interpreters Scheduling and Claims Portal	High	2		ERROR:#N/A		10
	6	ACC6	Functional	Account Creation- CCO	CCO	AS A CCO,

I NEED to create an account that is validated by MMIS,

SO THAT I can access the Interpreters Scheduling and Claims Portal	High	2		ERROR:#N/A		10
	7	ACC7	Functional	Account Creation- Non Profit	Nonprofit	AS A Nonprofit,

I NEED to have a account created by an OHA Admin,

SO THAT I can access the Interpreters Scheduling and Claims Portal	High	2		ERROR:#N/A		10
	8	ACC8	Functional	User Name Recovery	Scheduling and Claims Portal User	AS A Scheduling and Claims Portal User,

I NEED to be able to find out what my user name is, if I forgot it,

SO THAT I can log into my account	High	2		ERROR:#N/A		10
	9	ACC9	Functional	Password Reset	Scheduling and Claims Portal User	AS A Scheduling and Claims Portal User,

I NEED to be able to reset my password, if I forgot it,

SO THAT I can log into my account	High	2		ERROR:#N/A		10
	10	ACC10	Functional	Existing account Sign-In	HCI	AS A HCI,

I NEED to log into my account,

SO THAT I can manage scheduling and claims	High	2		ERROR:#N/A		10
	11	ACC11	Functional	HCI recurring account validation, with registry	Scheduling and Claims Portal	AS A Scheduling and Claims Portal,

I NEED to validate that the HCI is still valid with the Registry on a regular basis,

SO THAT I do not allow access to an invalid user	High	2		ERROR:#N/A		10
	12	ACC12	Functional	Notification Preferences	Scheduling and Claims Portal User	AS A Scheduling and Claims Portal User,

I NEED to be able to set notification preferences,

SO THAT I can manage my communication preferences	High	2		ERROR:#N/A		10
	13	ACC13	Functional	Provider recurring account validation, with MMIS	Scheduling and Claims Portal	AS A Scheduling and Claims Portal,

I NEED to validate that the Provider is still valid with MMIS on a regular basis,

SO THAT I do not allow access to an invalid user	High	2		ERROR:#N/A		10
	Scheduling
	55	SCH1	Functional	Initial Provider Encounter Creation	Provider	AS A Provider,

I NEED to create an encounter with an HCI for a specific language (filter), and as part of this creation, prepopulate my static data (ex - Provider #), and get a prompt for my dynamic data (ex- patient name) as required,

SO THAT an HCI can be assigned and the occurrence has data needed for a claim submission	High	2		ERROR:#N/A		10
	56	SCH2	Functional	Patient HCI preferences	Provider	AS A Provider,

I NEED to be able to save patient specific HCI preferences (likes or don't like),

SO THAT the preferred HCI can be prioritized.	High	2		ERROR:#N/A		10
	57	SCH3	Functional	Provider reviews open encounters	Provider	AS A Provider,

I NEED to be able to view open encounters,

SO THAT I can see which are accepted, declined, or still open, or which encounters haven't been 'claimed'.	High	2		ERROR:#N/A		10
	58	SCH4	Functional	Initial CCO Encounter Creation	CCO	AS A CCO,

I NEED to create an encounter with an HCI for a specific language,

SO THAT my patient and I can communicate	High	2		ERROR:#N/A		10
	59	SCH5	Functional	Modification to Encounter	CCO	AS A CCO,

I NEED to be able to Modify an existing encounter,

SO THAT the encounter is happening at the appropriate time, with the appropriate participants, in the correct location, and modality.	High	2		ERROR:#N/A		10
	60	SCH6	Functional	CCO receives an encounter acceptance/denial/cancelation from HCI	CCO	AS A CCO,

I NEED to be notified that the HCI has responded (acceptance/denial/cancelation) to an encounter,

SO THAT my patient and I can communicate	High	2		ERROR:#N/A		10
	61	SCH7	Functional	CCO cancels encounter	CCO	AS A CCO,

I NEED to be able to cancel an encounter,

SO THAT the HCI is notified and can potentially be available for another encounter.	High	2		ERROR:#N/A		10
	62	SCH8	Functional	CCO reviews open encounters	CCO	AS A CCO,

I NEED to be able to view open encounters,

SO THAT I can see which are accepted, declined, or still open, or which encounters haven't been 'claimed'.	High	2		ERROR:#N/A		10
	63	SCH9	Functional	HCI accepts encounter	HCI	AS A HCI,

I NEED to respond to an encounter,

SO THAT I can fulfill the need for language assistance.	High	2		ERROR:#N/A		10
	64	SCH10	Functional	HCI cancels encounter	HCI	AS A HCI,

I NEED to be able to cancel my attendance at an encounter,

SO THAT the Provider is notified that I will not be available and can act accordingly.	High	2		ERROR:#N/A		10
	65	SCH11	Functional	Encounter Buffer	HCI	AS A HCI,

I NEED to create a time buffer between encounters for driving or personal time,

SO THAT I can manage my availability around my daily schedule as I accept encounters.	High	2		ERROR:#N/A		10
	66	SCH12	Functional	Medical Specialty	HCI	AS A HCI,

I NEED the provider to enter a mandatory Specialty field,

SO THAT I have a more concise idea of the vocabulary I will need to leverage.	High	2		ERROR:#N/A		10
	67	SCH13	Functional	HCI can't make Face to Face but can do a different modality	HCI	AS A HCI,

I NEED be able to notify a Provider that I am 'stuck in traffic', but can pull over and facetime or call,

SO THAT so that the Provider has the option of changing Modality or trying to find a new HCI for the encounter	High	2		ERROR:#N/A		10
	68	SCH14	Functional	HCI declines direct assignment encounter	HCI	AS A HCI,

I NEED be able to decline a request,

SO THAT the Provider knows that I am not interested	High	2		ERROR:#N/A		10
	70	SCH15	Functional	HCI short duration modification of Schedule (in Portal)	HCI	AS A HCI,

I NEED to modify my availability for a short duration for something like a vacation, Dr appt, or extra availability.,

SO THAT Providers know when I am available or not.	High	2		ERROR:#N/A		10
	71	SCH16	Functional	HCI open pool encounter	HCI	AS A HCI,

I NEED to be able to see filtered (for my language) unclaimed encounters,

SO THAT I can view unclaimed encounters, to see if I want to accept any of them	High	2		ERROR:#N/A		10
	72	SCH17	Functional	Provider Tier selection	Provider	AS A Provider,

I NEED to be able to assign HCI's to a tier level within my Provider scheduling interface,

SO THAT I can assign an encounter or send the encounter out to multiple HCI's.	High	2		ERROR:#N/A		10
	73	SCH18	Functional	Patient Eligibility and CCO check at time of creation	Provider	AS A Provider,

I NEED to check Patient eligibility data and CCO enrollment,

SO THAT I can verify eligibility and CCO affiliation.	High	2		ERROR:#N/A		10
	74	SCH19	Functional	Patient becomes Ineligible after occurrence has been scheduled	Provider	AS A Provider,

I NEED to be notified when a Patient becomes ineligible and the occurrence reflects that an action needs to be taken by me (Badge, Flag, visual indicator),

SO THAT I can go through my process for addressing this scenario.	High	2		ERROR:#N/A		10
	75	SCH20	Functional	HCI becomes Ineligible after occurrence has been scheduled	Provider, Nonprofit	AS A Provider, Nonprofit,

I NEED to be notified when an HCI becomes ineligible and the occurrence reflects that an action needs to be taken by the Provider (Badge, Flag, visual indicator),

SO THAT the provider can go through their process for addressing this scenario.	High	2		ERROR:#N/A		10
	76	SCH21	Functional	Virtual Platforms	HCI, Provider	AS A HCI, Provider,

I NEED a virtual platform like Teams or Zoom for non-in person modality or a change of modality,

SO THAT I have a convenient way to connect virtually with the participants in an encounter	High	2		ERROR:#N/A		10
	77	SCH22	Functional	Double Booking prevention	Scheduling and Claims Portal	AS A Scheduling and Claims Portal,

I NEED to prevent an HCI from Double booking an encounter (the HCI should not see conflicting encounters, if they have selected one),

SO THAT encounters do not get missed because the HCI can't be in 2 places at once	High	2		ERROR:#N/A		10
	78	SCH23	Functional	Display CBA rates	HCI, Provider, CCO, Nonprofit, OHA Admin, OHA User	AS A HCI, Provider, CCO, Nonprofit, OHA Admin, OHA User,

I NEED to be able to view current CBA rates,

SO THAT I understand the reimbursement schedule	High	2		ERROR:#N/A		10
	79	SCH24	Functional	Patient specific info	Provider	AS A Provider,

I NEED to be able to pass on information to the HCI for a specific encounter,

SO THAT I can inform the HCI of best needs for patient	High	2		ERROR:#N/A		10
	80	SCH25	Functional	Schedule multiple HCI at same time	Provider	AS A Provider,

I NEED to be able to schedule multiple HCI's for the same encounter,

SO THAT for example, if I have a long (1.5hr+) encounter requiring ASL, I can have 2 HCI's that can relieve each other.	High	2		ERROR:#N/A		10
	81	SCH26	Functional	Accept/Deny Modification to Encounter	HCI	AS A HCI,

I NEED to be able to respond to a modification of an existing encounter,

SO THAT if there is a change in time, location, modality, etc., I can accept or deny the changes.	High	2		ERROR:#N/A		10
	82	SCH27	Functional	Pool or Direct Assignment Selection	Provider	AS A Provider,

I NEED to be able to choose between direct assign or pool when creating/modifying an encounter,

SO THAT I have the flexibility to select a known/preferred HCIs or allow for any qualified (language, gender, modality, etc.) HCI to select an encounter from a pool.	High	2		ERROR:#N/A		10
	83	SCH28	Functional	Types of Encounter Modalities	Provider	AS A Provider,

I NEED to be able to select modality (virtual, telephone, in-person),

SO THAT the HCI knows the modality of the encounter	High	2		ERROR:#N/A		10
	84	SCH29	Functional	HCI Scheduling Availability	Provider	As A Provider,

I NEED to see count total of available HCIs for my encounter based on my filters (e.g. modality, distance, language, specific dates/times),

SO THAT I have an indication of potential HCIs available in the pool.	Medium	1		ERROR:#N/A		5
	85	SCH30	Functional	Patient Eligibility and CCO check at time of creation	Provider	AS A Provider,

I NEED to check Patient eligibility data and CCO enrollment,

SO THAT I can verify eligibility and CCO affiliation.	High	2		ERROR:#N/A		10
	86	SCH31	Functional	Patient becomes Ineligible after encounter has been scheduled	Provider	AS A Provider,

I NEED to be notified when a Patient becomes ineligible and the encounter reflects that an action needs to be taken by me (Badge, Flag, visual indicator),

SO THAT I can go thru my process for addressing this scenario.	High	2		ERROR:#N/A		10
	87	SCH32	Non-Functional	Patient CCO change after encounter has been scheduled	Provider	AS A Provider,

I NEED to be notified when a Patient's CCO enrollment changes and the encounter reflects that an action needs to be taken by me (Badge, Flag, visual indicator),

SO THAT I can verify CCO affiliation.	High	2		ERROR:#N/A		10
	88	SCH33	Functional	CCO check at time of creation	Provider	AS A Provider,

I NEED to check Patient CCO enrollment,

SO THAT I can verify CCO affiliation for claim submission.	High	2		ERROR:#N/A		10
	Post Scheduling
	41	PSC1	Functional	Modification to Encounter	Provider	AS A Provider,

I NEED to be able to Modify an existing encounter,

SO THAT if there is a change in time, location, modality, etc., I do not need to create a new encounter	High	2		ERROR:#N/A		10
	42	PSC2	Functional	Provider receives an encounter acceptance/denial/cancelation from HCI	Provider	AS A Provider,

I NEED to be notified that the HCI has responded (acceptance/denial/cancelation) to an encounter,

SO THAT I can notify my patient and reschedule encounter if necessary	High	2		ERROR:#N/A		10
	43	PSC3	Functional	Provider cancels encounter	Provider	AS A Provider,

I NEED I need to be able to cancel an encounter,

SO THAT the HCI is notified and can potentially be available for another encounter.	High	2		ERROR:#N/A		10
	44	PSC4	Functional	HCI doesn't respond to an direct assign encounter request	Provider	AS A Provider,

I NEED to be able to be notified or view when an HCI has not accepted an encounter,

SO THAT I can create a process for handling an 'unclaimed' direct assigned encounter	High	2		ERROR:#N/A		10
	45	PSC5	Functional	No HCI has responded to a open pool assign encounter request	Provider	AS A Provider,

I NEED to be able to be notified or view when no HCI has accepted an encounter. (example; notification within 48hrs),

SO THAT I can create a process for handling an 'unclaimed' open pool encounter	High	2		ERROR:#N/A		10
	46	PSC6	Functional	Overflow	Provider	AS A Provider,

I NEED to have a solution for finding an HCI if there isn't one available in the Registry,

SO THAT I can fulfill my due diligence to have an HCI assigned to an encounter	High	2		ERROR:#N/A		10
	47	PSC7	Functional	Provider Customer Service	Provider	AS A Provider,

I NEED Customer Service to manage/modify any irregularities to existing encounters,

SO THAT I do not have the administrative burden of making sure that an HCI is assigned to my encounter.	High	2		ERROR:#N/A		10
	48	PSC8	Functional	HCI Customer Service	HCI	AS A HCI,

I NEED Customer Service to bridge any non-technical customer service needs,

SO THAT I can get resolution or be triaged to appropriate parties (workforce development, OHA provider enrollment Services, CCO, etc.).	High	2		ERROR:#N/A		10
	Post-Encounter
	37	PEN1	Functional	Provider Post encounter claim	Provider	AS A Provider,

I NEED to complete post booking, including changes to duration of occurrence and rating the HCI,

SO THAT I can fulfill my requirement for the HCI, to be able to submit a claim, and give constructive feedback for HCI development opportunities.	High	2		ERROR:#N/A		10
	38	PEN2	Functional	User Feedback	Scheduling and Claims Portal User	AS A Scheduling and Claims Portal User,

I NEED to be able to submit feedback

SO THAT data can be collected as potential feedback/complaints.	High	2		ERROR:#N/A		10
	39	PEN3	Functional	Private Visit Notes	Provider	AS A Provider,

I NEED the ability to create and manage private notes linked to the encounter, with strict role-based visibility (only I and my role can see my notes),

So that I can document important details for internal reference or claims purposes without exposing my notes to other roles, while maintaining HIPAA compliance and auditability.	Medium	1		ERROR:#N/A		5
	40	PEN4	Functional	Private Visit Notes	HCI	AS A HCI,

I NEED the ability to create and manage private notes linked to the encounter, with strict role-based visibility (only I can see my notes),

So that I can document important details for internal reference or claims purposes without exposing my notes to other roles, while maintaining HIPAA compliance and auditability.	Medium	1		ERROR:#N/A		5
	Claims
	14	CLM1	Functional	HCI adds additional reimbursements cost (non-service)	HCI	AS A HCI,

I NEED to be able to submit additional cost for reimbursement for things like parking and milage,

SO THAT I can be reimbursed	High	2		ERROR:#N/A		10
	15	CLM2	Functional	HCI submits a Claim	HCI	AS A HCI,

I NEED to be able to submit a claim for attending an encounter,

SO THAT I can get paid for the encounter	High	2		ERROR:#N/A		10
	16	CLM3	Functional	HCI makes a request to change a Claim	HCI	AS A HCI,

I NEED be able to request a change to an encounter to reflect the actual Duration,

SO THAT the claim will reflect the correct duration for payment.	Medium	1		ERROR:#N/A		5
	17	CLM4	Functional	Provider is notified of a request to change a Claim	Provider	AS A Provider,

I NEED to be notified when a request for a change to the encounter has been submitted,

SO THAT I can make the change to the encounter	High	2		ERROR:#N/A		10
	18	CLM5	Functional	Provider doesn't accept or doesn't respond to an HCI claim change request.	HCI	AS A HCI ,

I NEED to be able to submit a claim for attending an encounter, even if the duration of the encounter is in dispute,

SO THAT I can get paid	High	2		ERROR:#N/A		10
	19	CLM6	Functional	Claims are sent by EDI x12	Scheduling and Claims Portal	AS A Scheduling and Claims Portal,

I NEED to submit Claims to MMIS,

SO THAT MMIS can go thru the process of submitting payment	High	2		ERROR:#N/A		10
	20	CLM7	Functional	Submit Retroactive Claim - Provider approved	HCI	AS A HCI,

I NEED to submit a retroactive claim that the Provider has approved,

SO THAT I can be paid for time that has been adjusted by the Provider	High	2		ERROR:#N/A		10
	21	CLM8	Functional	HCI checks a claim status	HCI	AS A HCI ,

I NEED to check the status of a submitted claim/s,

SO THAT I can track the claims process and know about when to expect payment or to follow up on something.	High	2		ERROR:#N/A		10
	Views-Reports-Analytics
	110	VRA1	Functional	Schedule View	HCI, Provider, CCO	AS A HCI, Provider, CCO,

I NEED to see a schedule view of encounters,

SO THAT I can manage or reference encounters in a given time bracket	High	2		ERROR:#N/A		10
	111	VRA2	Functional	Encounter History	HCI, Provider, CCO	AS A HCI, Provider, CCO,

I NEED to be able to view changes and modifications to occurrences ,

SO THAT I have the history needed, if there is a dispute or other issue that needs to be resolved.	High	2		ERROR:#N/A		10
	112	VRA3	Functional	HCI Claims view	HCI	AS A HCI,

I NEED to be able to see a list of my unsubmitted, pending, and historic claims in a list or dashboard format. ,

SO THAT I can mange my submitted and unsubmitted claims regardless of status.	High	2		ERROR:#N/A		10
	113	VRA4	Functional	HCI Encounter view	HCI	AS A HCI,

I NEED to view encounter information in the scheduling and claims portal,

SO THAT I can identify which encounters still require claim submission or access the data for other operational or reporting purposes.	High	2		ERROR:#N/A		10
	114	VRA5	Functional	View/report unclaimed encounters, post encounter	CCO, Nonprofit, OHA Admin, OHA User	AS A CCO, Nonprofit, OHA Admin, OHA User,

I NEED to be able to see unclaimed encounters,

SO THAT I can do analysis against how well encounters are being fulfilled or unfulfilled	High	2		ERROR:#N/A		10
	115	VRA6	Functional	Provider follow-up	Provider	AS A Provider,

I NEED be able to see how long it takes me to 'close out' an encounter,

SO THAT I can understand my response time and adjust if needed.	High	2		ERROR:#N/A		10
	116	VRA7	Functional	HCI data for CCO	Provider	AS A Provider,

I NEED HCI data including; CCO Name, Member ID, Visit Date, Modality, Language, Registry or not registry (OHA, Certified/Qualified), Interpreters registry number, Claims filed. That is applicable to my CCO,

SO THAT I can use this data in my Reporting metrics	High	2		ERROR:#N/A		10
	117	VRA8	Functional	CCO Reporting	CCO	AS A CCO,

I NEED monthly/quarterly/annual metrics reporting (3-6 reports per group (Provider, HCI, OHA, Nonprofit)),

SO THAT I can see the trends in my KPI's (Key Performance Indicator)	High	2		ERROR:#N/A		10
	118	VRA9	Functional	Provider Reporting	Provider	AS A Provider,

I NEED monthly/quarterly/annual metrics reporting,

SO THAT I can see the trends in my KPI's. Fill Rate/Completion report to OHA, etc.…	High	2		ERROR:#N/A		10
	119	VRA10	Functional	Non profit Reporting	Nonprofit	AS A Nonprofit,

I NEED monthly/quarterly/annual metrics reporting,

SO THAT I can see the trends in my KPI's. Fill Rate report to OHA, etc.…	High	2		ERROR:#N/A		10
	120	VRA11	Functional	OHA Admin Reporting	OHA Admin	AS A OHA Admin,

I NEED monthly/quarterly/annual metrics reporting,

SO THAT I can see the trends in my KPI's. Unfulfilled encounters by language and location. Outstanding encounters that haven't submitted a claim, Responsiveness of providers to HCI requests, HCI encounter return(by time for Provider to respond), etc.…	High	2		ERROR:#N/A		10
	121	VRA12	Functional	Change Log	Nonprofit, OHA Admin, OHA User	AS A Nonprofit, OHA Admin, OHA User,

I NEED to see changes to the data in a way that I can understand,

SO THAT I can monitor and do research against changes to the data.	High	2		ERROR:#N/A		10
	122	VRA13	Functional	Language List	Scheduling and Claims Portal	AS A Scheduling and Claims Portal,

I NEED a master list of languages/dialects,

SO THAT there is a standard, sharable list of language/dialects that can be leveraged by the portal and is accessible to users	High	2		ERROR:#N/A		10
	123	VRA14	Functional	HCI Fill/Completion rate Report	Nonprofit	AS A Nonprofit,

I NEED to report out fill rate vs completion rate of HCI's that accepted encounters,

SO THAT I can report against these KPI's per SB1578	High	2		ERROR:#N/A		10
	124	VRA15	Functional	In-language Encounter Report	Provider	AS A Provider,

I NEED to be able to be able to report Bilingual Licensed Clinicians and provided interpreter services,

SO THAT I can report out encounters by in-language providers	High	2		ERROR:#N/A		10
	IAM
	22	IAM1	Non-Functional	NF Role Based Access	NF	The system shall support configurable role based access control.	High	2	ERROR:#N/A	10
	23	IAM2	Non-Functional	NF Change Log	NF	The system shall be able to track and report against all changes and change attempts to the system via change log tracking.	High	2	ERROR:#N/A	10
	Infrastructure
	24	INF1	Non-Functional	System Log	NF	The system will create Logs for both scheduled and ad-hoc incidents and responses.	High	2	ERROR:#N/A	10
	25	INF2	Non-Functional	Data Storage U.S.	NF	The system shall operate and store all data within the continental U.S., its possessions, and territories.	High	2	ERROR:#N/A	10
	26	INF3	Non-Functional	Scalability	NF	The system shall support seamless scalability of concurrent users without instability or a degradation in performance.	High	2	ERROR:#N/A	10
	27	INF4	Non-Functional	Reliability	NF	The system shall support an uptime of 99.9%.	High	2	ERROR:#N/A	10
	28	INF5	Non-Functional	Tech Help Desk	NF	The system shall provide support staff for technical issues.	High	2	ERROR:#N/A	10
	29	INF6	Non-Functional	Latency	NF	The system shall support near real-time transactional response time (e.g., data submission, database query).	High	2	ERROR:#N/A	10
	30	INF7	Non-Functional	Progress Indicator	NF	The system shall provide an indicator (progress bar) of action in progress for actions with a response time greater than near real time.	High	2	ERROR:#N/A	10
	31	INF8	Non-Functional	Data Export	NF	The system shall support the logical export of historical and current data to facilitate migration to an alternative vendor's platform, should the State choose to transition providers	High	2	ERROR:#N/A	10
	Integration
	32	INT1	Functional	Requirement around EPIC/EHR integrations	Scheduling and Claims Portal	AS A Scheduling and Claims Portal,

I NEED to have integration points for various EHR systems in Oregon, around HCI Scheduling,

SO THAT I get EHR connectivity and acceptance of the Scheduling and Claims Portal	High	2		ERROR:#N/A		10
	33	INT2	Functional	Integration with MMIS	Scheduling and Claims Portal	AS A Scheduling and Claims Portal,

I NEED to give and receive data from MMIS, around Provider data, Patient eligibility, HCI registration, and claims submission and status,

SO THAT the Scheduling and Claims Portal can prepopulate data for Provider account creation, check for Patient eligibility or ineligibility (recurring), HCI registration in MMIS, and HCI claims submission and status.	High	2		ERROR:#N/A		10
	34	INT3	Functional	Integration with the Registry	Scheduling and Claims Portal	AS A Scheduling and Claims Portal,

I NEED to get HCI information from the interpreter registry,

SO THAT I know availability, location, registry ID, certified/qualified language, and other types of data in the registry.	High	2		ERROR:#N/A		10
	35	INT4	Non-Functional	API Integration	NF	The system shall allow for and make available custom API's for the purpose of integration.	High	2	ERROR:#N/A	10
	Migration
	36	MIG1	Functional	Provider Migration for Pre-Account Creation	OHA Admin	AS A OHA Admin,

I NEED to pre-load Provider accounts from existing MMIS data,

SO THAT the majority of data needed to create a Provider user account can be prepopulated	High	2		ERROR:#N/A		10
	Reporting
	49	REP1	Non-Functional	Ad-hoc Reporting	NF	The system shall allow Internal Users to create, run, save, and re-run parameterized reports utilizing any data in the application for which the Internal User has the required permissions to access. (sandbox, ad-hoc)	High	2	ERROR:#N/A	10
	50	REP2	Non-Functional	Claim Status	NF	The system shall allow for claims information and claims history to be accessible for Users.	High	2	ERROR:#N/A	10
	51	REP3	Non-Functional	Dashboards	NF	The system shall provide the ability to create dashboards that combine information from the system.	High	2	ERROR:#N/A	10
	52	REP4	Non-Functional	Search Function	NF	The system shall enable Admin Users to view and search User information, date, billing number, facility, Medicaid id, registry id, NPI id, number and assigned employees to see records. This is not an exhaustive list.	Medium	1	ERROR:#N/A	5
	53	REP5	Non-Functional	Smart Search Function	NF	The system shall support wildcard searching, in it's searches, so that searching is intuitive and identifies relevant results. (for example; ability to search using partial names. Partial name search shall support both wildcards (*, ?) and default “starts with” matching (e.g., entering “Joh” returns “John,” “Johnson,” “Johnsen”))	High	2	ERROR:#N/A	10
	54	REP6	Non-Functional	Data Retention	NF	The system shall adhere to the state data retention standards (OAR 943-120-0180). (7yrs)	High	2	ERROR:#N/A	10
	Security
	89	SEC1	Functional	Security Compliance (RFP)	Scheduling and Claims Portal	As the Scheduling and Claims Portal,

I NEED to be able to support the Security and Compliance standards and requirements mandated in the [RFP section 2.4 11],

SO THAT I can administer the correct access across the portal safely and securely.	High	2		ERROR:#N/A		10
	90	SEC2	Functional	OHA/Admin role to manage user accounts	OHA Admin	AS A OHA Admin,

I NEED to be able to manage all User accounts,

SO THAT I can administer the correct access across the portal	High	2		ERROR:#N/A		10
	91	SEC3	Non-Functional	Account Source Validation	NF	The system shall also support disabling accounts that are inactive based on the source validation of the account. (Registry/HCI, MMIS/Provider)	High	2	ERROR:#N/A	10
	System Administration
	92	SAD1	Non-Functional	OHA Admin User	NF	The system shall allow Administrative Users to access/edit the user permissions associated with users accounts.	High	2	ERROR:#N/A	10
	93	SAD2	Non-Functional	Other Admin User	NF	The system shall allow for admin groups to administrate or segregate users within their domain.	Medium	1	ERROR:#N/A	5
	94	SAD3	Non-Functional	WCAG	NF	The system shall support website accessibility standards as referenced at https://www.oregon.gov/pages/accessibility.aspx,at go-live, and will update to newer versions of WCAG within 2 years of WCAG version release.	High	2	ERROR:#N/A	10
	95	SAD4	Functional	CCO Portal Data	OHA Admin	As A OHA Admin,

I NEED to store CCO Data,

SO THAT the system has the data it needs to run claims eligibility for CCO.	High	2		ERROR:#N/A		10
	UX-UI
	96	UX1	Functional	Tooltips	Scheduling and Claims Portal User	AS A Scheduling and Claims Portal User,

I NEED to be able to see tooltips for various elements within the portal,

SO THAT I can get more information around a specific fields or gain insight into what kind of data the Portal wants	High	2		ERROR:#N/A		10
	97	UX2	Functional	Spotlight interpreter, patient, or doctor (pinning)	HCI, Provider	AS A HCI, Provider,

I NEED to be able to spotlight/pin speakers ,

SO THAT they are prominent displayed in the video	High	2		ERROR:#N/A		10
	98	UX3	Functional	Save Filter Provider	Provider	AS A Provider,

I NEED to be able to save a filter 'default',

SO THAT when I log into the system and look for an HCI, I only get HCI's that are working in the geographical region that I have saved my filter on.	High	2		ERROR:#N/A		10
	99	UX4	Functional	Save Filter Provider	HCI	AS AN HCI,

I NEED to be able to save a filter 'default',

SO THAT when I log into the system and look for occurrences, I only get occurrence options that are in the geographical region that I have saved my filter on.	High	2		ERROR:#N/A		10
	100	UX5	Functional	Notification Formats	Scheduling and Claims Portal	AS A Scheduling and Claims Portal,

I NEED to support email, text messaging, and in-tool notifications about special events,

SO THAT that I am notified/reminded of an event	High	2		ERROR:#N/A		10
	101	UX6	Functional	Notification Triggers	Scheduling and Claims Portal	AS A Scheduling and Claims Portal,

I NEED to be notified of an event (new encounter, modification to existing encounter, acceptance of encounter (pool or direct assigned), denial of encounter (previously accepted or direct assigned), up-coming encounter reminders, open claim reminders, etc.),

SO THAT that I am made aware of or reminded of an event	High	2		ERROR:#N/A		10
	102	UX7	Non-Functional	Cross-system Search	NF	The system shall allow for intuitive cross-system search by standard and custom data fields.	High	2	ERROR:#N/A	10
	103	UX8	Non-Functional	Multiple Portal Technology Access (cell, tablet, pc)	NF	The system shall support desktop, tablet, and mobile users and provide a highly-responsive and intuitive design (scalable display). Potentially a supporting companion app.	High	2	ERROR:#N/A	10
	104	UX9	Non-Functional	Technical Search Options	NF	The system shall allow for the ability to perform searches that include a wildcard, date ranges, and/or numerical values.	High	2	ERROR:#N/A	10
	105	UX10	Non-Functional	Specific Landing Page by User Role	NF	The system shall provide a landing page that displays logical information based on the user's type and modules utilized (i.e., pending tasks assigned to the user, applications or visits assigned to the user, and any past due actions assigned to the user) and is configurable by Administrative User.	High	2	ERROR:#N/A	10
	106	UX11	Non-Functional	Report File Type Format	NF	The system shall be able to generate and export all reports in a standard format, compatible with products like Adobe Reader, Microsoft Word, and/or Microsoft Excel.	High	2	ERROR:#N/A	10
	107	UX12	Non-Functional	No Lockout upload/download	NF	The system shall support upload operations performed in the background to allow Internal Users continued access to all interface capabilities while files are being uploaded/synced.	High	2	ERROR:#N/A	10
	108	UX13	Non-Functional	Configurable Notifications	NF	The system shall support the configuration / edit of content to be included in system notifications. (going from eligible to ineligible, any appointment change)	Medium	1	ERROR:#N/A	5
	109	UX14	Non-Functional	Push Notification	NF	As a Scheduling and Claims Portal,

the system needs to support push notifications,

So that users can opt into multiple kinds of notifications for encounter updates, like changes to accepted encounters, as well as notification for new filtered encounters.	High	2		ERROR:#N/A		10
	110	UX15	Non-Functional	NF Password Reset	NF	The system shall support self-service password reset for all Users.	High	2		ERROR:#N/A		10
						# High Requirements"	117		0	# "Currently Exists"	Point Total	1205	0
						# Medium Requirements	7		0	# "Available with Configuration"	High	1170	0
						Total # Requirements	124		0	# "Available Soon"	Medium	35	0
												Max Points	Vendor Points

Scoring Dropdowns

Item Priority	Value
High	2
Medium	1

Response Option	Value
Currently Exists	5
Available with Configuration	4.5
Available soon	0.5
Not Available	0
Not Yet Scored

File details come from the government source that posted it. Updated Oct 28, 2026.