Supplemental_Questionnaire_for_EMPI.pdf

Technical & Migration Questions

• Legacy Extraction: Describe your experience specifically migrating clients away from Rhapsody (formerly NextGate). What tools do you use to map their proprietary formats to your system?

• Identity Continuity: How do you ensure that the EUIDs we’ve already shared with downstream systems remain mapped or linked correctly during the transition?

• Referential Matching: Does your solution incorporate third-party referential data (e.g., credit/public records) to resolve duplicates that the current application could not?

• Stewardship Workflow: Show us the interface a steward uses to resolve a "potential match." How many clicks are required to merge two records?

• Epic Experience: Tell us about your experience with the Epic EHR and reference any implementations of your solution in an Epic environment.

• Implementation Questions:

o Provide the expected length of an implementation for the proposed solution.

o Describe the resources required from the customer and your company during the implementation, outlining roles and responsibilities and skillset.

o Detail any reliance on 3rd party products or services.

• API Support: Provide documentation for your FHIR R4 APIs. How do you handle high-concurrency "search-and-link" requests during peak registration hours?

• Security & Compliance: Confirm your platform is HIPAA compliant and detail your data encryption standards both at rest and in transit.

• Acceptance Process:

o Describe the procedures for acceptance testing. What types of operations and support services do you provide once the system is accepted by the customer and in use.

o Describe the measurements/metrics, deliverables and assessments you will provide periodically during implementation to allow the Health System to assess the services you will provide.

• Training and Documentation:

o Describe the training needed by the customer to be successful during implementation. Indicate the length and location (i.e. onsite or virtual) of the training and whether it is targeted for the implementation team or end users.

o Describe the post implementation education services included in your proposal Include a discussion of the types of media offered.

o Describe the training database available in your system.

o Describe the approach for training of new releases and enhancements.

o Describe how system documentation is provided. How often are documentation updates provided.

• Support Services: Provide outline of Service Level Agreements including your method for prioritizing incidents as well as response time and resolution time KPIs.

o Do you have a Support Portal?

o Describe the ongoing support services provided to your customers, including procedure report problems, methods of contacting the support center, the escalation process, availability of support resources, and location of support resources.

o Describe the methods you use to measure customer satisfaction and actions taken based on customer feedback.

o Indicate how federal and state regulatory changes are made.

o What is the frequency of software versions and releases.

o What is covered during the software warranty period? How long is the warranty period?

o Describe how you engage the user community for input to product development. Indicate the types of user groups and how they interact with your company.

• Technical Architecture:

o Describe your technical solution. Provide drawings and flowcharts of how the data gets into your system, how it is matched and general workflow.

o Describe the platforms that you support in your solution and the security portion of your solution. Ex-SOC2 Type 2, HITRUST CSF.

o Explain if there will be a Production, Test and Sandbox version included in your solution.

o List Server requirements for your solution, including customer access of the solution.

• Reliability:

o Describe your metrics for current customers and uptimes.

o What failover and redundancy is built into your solution.

o Are there load balancing/clustering and fail-over solutions built into your

• SAAS and Reporting:

o Describe your Software As A Service (SAAS) solution and how it works.

Provide screenshots and examples in response.

o What type of reporting is available from your EMPI solution.

o What tools, if any will be provided to extract/query/load data to and from the Solution database.

• Monitoring and Alerting: What types of monitoring and alerting is available in your

• Networking: Are there any networking or connectivity supported or required?

• Application Security:

o Describe the types of role based, task based or object based profiles the application supports.

o Is there an audit trail that can be used to identify transactions or data accesses that have been performed by function, terminal, diagnosis class (HIV), patient, patient classes (VIP) and user.

o Provide all audit log reporting features. Is there a log of all unsuccessful logins and lock out after a certain number of unsuccessful attempts as defined by user?

o Is there a time-out feature that automatically signs off a user if a period of unattended time has been reached?

o Please describe your identity and Assessment Management (IAM) process.

Include data security and support for user accounts and their roles that access your solution. Customer Data must remain within the United States of America. What audit methods are available to the customer.