Electronic Health Record System

Added:
Sep 18, 2018 3:47 pm
CSOSA is responsible for the Re-Entry and Sanctions Center (RSC). The RSC is a residential facility that provides intensive assessment and reintegration programming for high-risk offenders and defendants with extensive substance abuse, withdrawal, mental health and psycho-sexual histories, who re under our supervision. Residents referred to the RSC receive medical and mental health evaluations, counseling, treatment readiness and referral services to other treatment facilities. The RSC can house 102 individuals (15 women for 42 days and 87 men for 28 days) per day.
Description of Services
To effectively manage and provide quality medical care, behavioral health assessment, treatment planning and intervention delivery process to our residents and/or clients, CSOSA and PSA requires the following:
Database for behavioral health and addiction practice management
CSOSA/PSA seeks a vendor to provide electronic health record software

package designed for intake, scheduling, assessment, diagnosis, treatment planning, patient placement, progress notes, discharge summary, data analysis/reporting, electronic billing, electronic signatures, medication management, chart management, and outcomes measurement. At minimum, the desired system should combine clinical, management and research components for tracking and reporting information as well as supporting evidence-based and best practices.
Electronic Health Record System Software (EHR)
The RSC seeks to procure an Electronic Health Record (EHR) System. The system shall be configured to provide a core set of EHR features that meet RSC specific requirements. The system shall include license(s), hardware, implementation and maintenance and support services that will provide comprehensive EHR functionality and interoperability. The system shall provide easy and efficient means for medical and mental health staff to effectively manage individual patient treatment. Functionalities shall include: Patient Management Capabilities, Computerized Provider Order Entry, flexible Reporting and Querying. Interoperability with current CSOSA software, scheduling, nursing and physician documentation, registration, conformance to existing and emerging national vocabulary format and reporting are key objectives.
The Electronic Health Record System (EHRS) should be capable of assigning a unique client identifier, supporting a variety of assessment/evaluation tools, conversion of custom forms, questionnaires and functionality to capture physical signatures of both clients and staff.
Database for Behavioral Health and Electronic Health Records Systems Requirement
The Contractor shall ensure the records are HIPAA compliant. The following specialized instruments such as the Adult ASI assessment, Clinical Assessor Worksheet w/Performance Contract, University of Rhode Island Change Assessment (URICA), and the Simple Screening Instrument for Substance Abuse (SSI-SA), as well as the Mental Health Screening Form III (MHSF-III), software shall be incorporated into a Web- based EHRS, providing the ability to complete assessments, on line. Due to information privacy regulations, the system will be hosted and maintained on a government managed server(s).
The Contractor shall provide a complete clinical assessment system to manage a centralized client intake process, medication management, and chart management to support approximately 110 clinical users with approximately 65 users concurrently using the system at any given time.
Access Control - The Contractor shall provide a layered access control mechanism that can be configured by the system administrator. The system shall also have a user-friendly ability to automatically generate the printed narrative bio-psychosocial assessment, automatically generate a recommended treatment plan, and provide for progress notes and a discharge summary. It shall include ways for CSOSA, PSA and RSC to assign clients to multiple treatment vendors, track clients through the treatment process, and the ability to query data and automatically generate both detailed and high-level reports.
Transition Plan - The Contractor shall deliver a detailed transition plan requirements specific to the shifting from paper-based medical records to electronic medical records. The plan shall include, but not limited to, use cases, test cases and workflow.
The Contractor shall set forth the various project phases with definitive starting and completion dates. A project schedule shall be submitted for approval by the CSOSA Program Director.
The Contractor shall complete installation of all software, databases, and EHR systems in accordance to CSOSA, PSA and RSC approved plan. Installation shall include all database, EHR system software, any additional interfaces, updates, patches, and/or third-party software. Installation shall include but not be limited to the following:
a. Production - user interface testing and System acceptance.
Centralized Client Intake
The system shall have the ability to import client demographic information from CSOSA's or PSA's client enterprise management systems. Additionally, system functionality that would enable case assignment to staff/providers for scheduling and subsequent responsibilities should also be facilitated in the system intake features.
Data Conversion
The Contractor shall be responsible for the accurate transfer and reformatting of data from existing file(s) into the new database and EHR system. CSOSA will provide the data to be converted. The completed transfer of data must be approved by CSOSA.
Scheduling
The Contractor shall develop a scheduling feature with multiple options for tracking, viewing, and reporting events for staff and/or clients. Information from scheduling features should integrate a single system to support effortless transition from scheduling, client arrival, and capturing progress notes to streamline workflow.
Complete Clinical Assessment
The Contractor shall ensure the Database for Behavioral Health and EHRS is capable of supporting evidenced based and/or best practice assessment tools according to the industry standard such as the Adult ASI assessment. In addition, the system software shall be capable of integrating or customizing additional criminal-justice, medical and mental health related assessment questionnaires and scoring calculation as required by CSOSA, PSA and RSC.
Narrative Bio-psychosocial Assessment
The Database for Behavioral Health shall have a user-friendly interface that will allow clinical staff to automatically generate the printed narrative bio-psychosocial assessment at the completion of the ASI or other assessment processes. The narrative shall include a summary of the assessment that automatically categorizes the assessment information into one or more of the six assessment dimensions based on the American Society of Addiction Medicine (ASAM) Patient Placement Criteria for the Treatment of Substance Related Disorders, Third Edition. This narrative shall contain an introductory section that includes socio-demographic information, including the client's name, age, sex, race, referral source, and reason for referral. The narrative shall also include the following pieces of information categorized into the ASAM assessment dimension to which it relates: a description of the client's substance abuse history; prior substance abuse treatment history; mental health history, including any current treatment and medications; physical health history, including any current treatment and medications; criminal history, including instant offense and prior convictions; social history, including housing/living arrangements, employment/job skills, education, military service, children/dependents, social supports, and income/benefits; and a description of the client's readiness for change. The software must also prompt the user to input a "severity rating" of High, Moderate, or Low following the summary information in each of the six ASAM assessment dimensions. Information that does not related clearly to one of the ASAM assessment dimensions should be included in the introductory section along with the demographic information. The software must allow for the user to both edit, re-categorize and spell-check the narrative.
Treatment Plan Generation
The Database and EHR system shall provide automated generation of recommended level of care over five broad levels of treatment that are based on the degree of direct medical management provided, the structure, safety and security provided and the intensity of treatment services provided. The placement recommendations must be based on the adult criteria outlined in the ASAM Criteria and be derived from evaluation of key indicators of each of the six assessment dimensions filtered from the assessment. The evaluation shall give due weight to key factors of misrepresentation and client inability to understand. The software shall allow for the assessor to modify the analysis and provide for comments.
The EHRS shall provide for automated generation of treatment plans that are assessment driven and allow for the creation of individualized, client-specific progress, goals, objectives and interventions as well as timeframes for completion of goals and objectives. The automated treatment plans shall meet both JACHO (Joint Commission on Accreditation of Health Care Organizations) and CARF (Commission on Accreditation and Rehabilitation Services) standards.
The EHRS functionality shall be capable of providing time stamped documentation of individual and group progress notes and have the ability to track effectiveness and utilization of services through reporting features.
Discharge Summary
The EHRS shall support discharge summary functionality that allow users to document the client's reasons for discharge along with a summary of overall treatment experience and ability to customize aftercare/relapse prevention plans.
Follow-up Assessment and Summary
The Database and EHR system shall have the ability to analyze data captured from an individual client's baseline assessment to other assessment(s) to identify areas of treatment success and failure; along with tracking progress/regress for up to two years after discharge. The system shall also have notification capability for scheduled follow-up assessment due dates.
Training
The Contractor shall provide the necessary on-site technical support and repair of any installed or provided hardware and software, including consumable supplies for as long as the provided EHR system is under a maintenance agreement.
The Contractor shall provide CSOSA, PSA and RSC employees' adequate training on the Database and EHR system software and hardware, including software function, performance, user maintenance, as well as online training for all direct care staff members (nurse practitioners, physicians, psychiatric, dental assistant, dietician, health and wellness manager and administrative support specialist). The training must assure that the users will be capable of continued operation of the system and that the staff will be capable of maintaining the software and handling the diagnosis of software problems.
The Contractor shall provide telephone and remote support within two (2) business hours after the first contact and onsite support (if necessary) shall be rendered within two (2) business days.
The training shall take place onsite at 1900 Massachusetts Avenue, SE, Washington DC 20003
Software Support and Maintenance
The Contractor shall provide maintenance for the first year. In addition to standard software support and maintenance, the Contractor shall implement reporting changes to maintain conformance with District of Columbia, Office of the Chief Technology reporting requirements.
The Contractor shall provide help desk support twenty-four (24) hours/365 days.
File Back-Up/File Recovery
The Contractor shall provide processes that assure, to a reasonable degree, that upon system failure, disk failure, or other system component failure, that system database are restored to their pre-failure status and that date integrity is maintained. Recovery from failure must be provided such that operation maybe continued immediately following replacement of the failing component.
Contractor shall provide EHR system with core features with solution as follows:
a. Provide e-form capability
b. Provide a patient-centric EHR with integrated workflows
c. Provide summary lists, including problem lists, allergy/adverse reactions, and medication lists
d. Provide template-driven nursing and physician documentation
e. Provide stay-based care documentation
f. Track patient requests for services that trigger encounters and/or appointments
g. Schedule patients, providers, and other required resources
h. Track encounters and dependencies between encounters (e.g. lab work before appointment)
i. Track referrals and consultations
j. Track measurements (e.g. vital signs) and test results
k. Provide reminders, alerts, and recalls
l. Provide modifiable patient education materials
m. Medication Dosing - This function would allow the EHR to provide weight-based dosing information to the provider. Also included would be functions that check the dose-range, round to safe and convenient doses.
Can interface for physician order entry with capability to customize by clinician and/or setting for quick-entry of common orders
b. Provide standardized orders and custom CSOSA RSC order set capabilities
c. Generate reports of order results and track each report's review and approval
The Contractor shall provide patient management capabilities as follows:
a. Provide intake and discharge management functionality
b. Provide level of care management functionality
c. Have capability to define and track patient care plans
d. Track patient consents, referrals, advanced directives, and patient preferences
e. Track patient movement and patient schedule
f. Provide census functionality
The Contractor shall provide comprehensive medication management functionality as follows:
a. Provide dispensing management and support all dispensing requirements
b. Provide clinical decision support capabilities
c. Allow tailoring of the clinical alerts to prevent alert fatigue
d. Have Patient Information Management System (PMS) module native with orders communications module allowing the databases to be synchronized in real time
e. Support the functionality of electronic Medication Administration Record (eMAR)
f. Provide end-to-end continuity from the physician order to medication administration
g. Allow for a high degree of customization without custom coding.
h. Provide electronic messaging capabilities among pharmacist, physicians and nurses
i. Allow prescribing remotely
The Contractor shall provide the following terminology services capabilities:
a. Include a medical terminology dictionary and spell checker
b. Support abbreviations, synonyms, and other non-standard verbiage.
The Contractor shall provide data management and reporting capabilities to include:
a. The capability for multiple users to access records and update the same data (i.e., no "soft locks" on records), and reflect all updates sequentially within the system to ensure no transactions are lost
b. Store data in, or exportable to, standard data formats for fulfillment of external Public Records Act requests, and to support RSC' appeals and audit process(es)
c. Provide operational reporting and meaningful use reporting for pharmacy functionality
Data Integrity
a. Support the configuration and enforcement of data constraints and rules to ensure data quality
b. Provide point-in-time data recovery capability in the event of data corruption
Electronic Forms
Electronic forms shall be customized to support client-specific data attributes and business rules
a. The electronic forms shall be capable of being associated with current RSC Medical Team workflow.
Medication Management
The EHRS should allow users to document all prescribed medications, manage changes to client medications, and capture identified problems, cross check alerts on medications and allergies as well as place orders electronically through automated prescription functionality. Medication dispense report and tracking vitals functionality should also be included. Additionally, security functionality should allow classification of user access to sensitive information to include prescriber and non-prescriber designations.
Reports
The Database and EHR system shall allow for data query and generation of a wide variety of reports and shall be readily available to CSOSA, PSA and RSC and be SQL-server and Excel compatible.
Reports shall provide outcome based reporting, sort by unique client identifier, data mining, and custom reporting to analyze data within all facets of the program including, clinical, financial, administrative, staffing and more.
Desired report function features:
• Custom Reports from Data Query - to allow the user to extract/export information collected in the system and compile it into meaningful, detailed reports.
• Access Control - to configure the system to assign or remove access to client records or other system functions by layered accessed based on role/position of staff or agency departments.
Electronic Signature and Chart Management
The EHR system shall have functionality to capture physical signatures so that staff and clients can electronically sign and file documents to the client's record; Additional functionality shall support capability to upload external documents into a client's record.
CSOSA, PSA and RSC Segmentation
The Database and EHR system shall be capable of assigning designated agency work areas by department, program, unit or individual staff members so that assessments are only accessible by each organization's staff members. The system shall also have the ability to allow CSOSA and PSA to transfer assessments between each organization as offenders move between pretrial and post-trial status.
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IT Security Requirement
FISMA Compliance
The system must have the capability to run in a federal network environment which conforms to Information Assurance (IA) controls of NIST 800-53 for a confidentiality level of moderate.
Privacy Act Compliance
The system must have the capability to run in a federal network environment in compliance with the Freedom of Information and Privacy Acts. The Contractor shall comply with OMB Memorandum, M03-22 (OMB Guidance for Implementing the Privacy Provisions of the E-Government Act of 2002) for conducting a Privacy Impact Assessment (PIA).
IT System Requirements
The application shall compatible with Microsoft IE6 and later, Microsoft SQL Server 2008, Windows Server 2012 or higher and Internet Information Server (IIS).

Added:
Sep 27, 2018 1:06 pm Solicitation 9594CS18Q0089 has been cancelled and may be revisited at another time.