Salient Characteristics Sheet QGenda NAVAHCS.pdf

Salient Characteristics Date:__________

Item Name/Description:

Essential/significant physical, functional, or performance characteristics:

• Must be able to create schedules as far out in the future as desired (monthly, quarterly, annually, etc.).

• Must be 100% web-based, accessible by a web browser both inside the VA hospital and outside, and not locally hosted and/or require additional hardware/software at the facility.

• Must be accessible via native iPhone and Android mobile applications and provide full end-user functionality (schedule viewing, requesting, swapping, etc.), with FedRAMP approved use from both military and personal smart phones.

• 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.

• Must be a solution with interactive/intuitive logic to prevent scheduling gaps if the algorithm is unable to reach "100%" during the automated build process, which presents data related to conflicts and suggestions on provider availability.

• Must be a solution that can take into account various preferences/rules for consecutive shifts and allows for more variable numbers of consecutive, time-based shifts.

• Must be a solution with the ability to track provider 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.

• Must be able to incorporate individual provider scheduling preferences.

• Must provide user-friendly decision support tools to aid in the efficient creation of schedules.

• 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.

• Must be able to support functionality which allows administrators and providers to put shifts up for pickup (QGenda's

"available shifts" board) and ability to request to pick shifts up.

• Must be able to support a multi-tier approval process.

• 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.

• 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.

• Must be able to filter schedule data in any format (by region, by site, by provider type, etc.).

• 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.

• Must have the ability to configure various levels of user permissions and associated functionality at the enterprise, departmental and user level.

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Salient Characteristics (cont')

Compatibility: List systems or equipment this unit must be compatible with or integrate with if applicable.

Purpose: Describe the purpose and intended use.

Industry Standards: List Industry standards that must be met if applicable.

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Salient Characteristics Other Relevant Characteristics: List any other pertinent characteristics.

Form Completed By:

Position Title:

• Must have the ability to offer dual-integration to Vocera for both populating Vocera Voice Group as well as deep link between each vendor's mobile applications.

• 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.

Industry Standards: • Must be a solution that has a valid Authority to Operate (ATO) designation in place with the Veterans Administration.

• Must be a solution that is FedRAMP Certified.

Purpose: The purpose of this requirement is to obtain a secure, centralized scheduling platform for the NAVAHCS Emergency Department that improves schedule transparency, flexibility, and fairness when operationally feasible.

The platform will provide staff and leadership with real-time access to the most current schedule from approved locations and devices, reduce administrative burden associated with manual scheduling, improve communication regarding schedule changes, support timekeeping accuracy, and help leadership analyze and optimize staffing supply and demand.

Relavant Information: · 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 9:00 AM - 6:00 PM Eastern Time.

· 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).