Release of Information (ROI)

The University of Texas M.D. Anderson Cancer Center is requesting proposals for Release of Information (ROI) services with a proposal due date of January 9, 2026.

The scope encompasses comprehensive medical record retrieval, processing, and delivery across approximately 105,887 annualized ROI requests spanning patient requests, patient portal requests, walk-ins, audit requests, coordination of care, disability requests, insurance requests, legal requests, research requests, workers' compensation claims, and Medicare Risk Adjustments. The institution anticipates potential future phase expansion with an additional 94,009 annual requests. Awardees must provide a secure technology platform with multi-factor authentication, encryption, and configurable user roles; meet turnaround time requirements of 99% within five days and 100% within thirty days; maintain 99% accuracy rates; and integrate seamlessly with MD Anderson's existing systems including Epic and OnBase. On-site staffing must include a minimum of two ROI personnel and at least one certified notary during business hours Monday through Friday, 8:00 AM to 5:00 PM CST. For cloud-based solutions, suppliers must achieve Texas Risk and Authorization Management Program (TX-RAMP) certification.

Awardees must demonstrate financial stability, proven experience serving large academic medical centers, and compliance with HIPAA, HITECH Act, CMS Conditions of Participation, and Joint Commission Standards. Suppliers must disclose all costs including supplies, training, ongoing operations, and system enhancements, along with any profit-sharing or revenue-sharing models based on current volumes. Service Level Agreements must define response and resolution times for technical support, system availability and uptime guarantees, secure PHI transfer with audit logs, documented disaster recovery and business continuity plans, and regular reporting of performance metrics including turnaround times, accuracy rates, error rates, request volumes, and compliance status.

Short-listed suppliers will be invited to virtual presentations and product demonstrations after preliminary review of RFP responses.