Attachment 23 – Requirements Traceability Matrix – 71 Pages Web viewThe solution shall enable authorized users to build and maintain care plan templates, define guidelines,

Attachment 23 – Requirements Traceability Matrix – 71 Pages

NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction

Treatment Centers RFP #17109

TABLE OF CONTENTS

1. INTRODUCTION................................................................................................................................. 22. BUSINESS REQUIREMENT TRACEABILITY MATRIX.....................................................................3

2.1 Admissions Functionality.............................................................................................................4

2.1.1 Admissions........................................................................................................................... 42.1.2 Appointment Management...................................................................................................92.1.3 Consent Management........................................................................................................102.1.4 Assessments......................................................................................................................13

2.2 Clinical Documentation Functionality.........................................................................................16

2.2.1 Clinical Documentation......................................................................................................162.2.2 Individual Treatment Plan..................................................................................................20

2.3 Billing Functionality.................................................................................................................... 21

2.3.1 Billing................................................................................................................................. 212.3.2 Financial Eligibility..............................................................................................................252.3.3 Managed Care...................................................................................................................26

2.4 Medical Functionality.................................................................................................................28

2.4.1 e-Prescribe.........................................................................................................................282.4.2 Laboratory.......................................................................................................................... 37

2.5 Administrative Functionality.......................................................................................................39

2.5.1 Analytics and Reporting.....................................................................................................392.5.2 Record Retention...............................................................................................................41

3. TECHNICAL REQUIREMENT TRACEABILITY MATRIX.................................................................43

3.1 Meaningful Use Criteria for Electronic Health Records..............................................................443.2 Security...................................................................................................................................... 453.3 System Interoperability..............................................................................................................47

3.3.1 System Interoperability Standards and Functions..............................................................473.3.2 Interfaces........................................................................................................................... 493.3.3 Usability............................................................................................................................. 513.3.4 Workflows and Alerts.........................................................................................................533.3.5 Reporting........................................................................................................................... 543.3.6 Data Entry and Editing.......................................................................................................553.3.7 General System Technology..............................................................................................56

3.4 System Performance and Reliability..........................................................................................57

4. SERVICE REQUIREMENTS VERIFICATION MATRIX....................................................................59

4.1 Project Initiation and Planning....................................................................................................594.2 Analysis..................................................................................................................................... 604.3 Solution Design and Development.............................................................................................604.4 Data Conversion........................................................................................................................624.5 Test and Implementation............................................................................................................624.6 Training...................................................................................................................................... 64

Attachment 23 - 1



4.7 Change Management................................................................................................................654.8 Ongoing Services....................................................................................................................... 654.9 Security Services.......................................................................................................................67

5. OPTIONAL REQUIREMENT TRACEABILITY MATRIX...................................................................69

5.1 Telemedicine.............................................................................................................................. 695.2 1st Level Help Desk Support......................................................................................................70

1. INTRODUCTIONThis Requirements Traceability Matrix (RTM) is to be used to identify how the Solution and Service Requirements are addressed in the Bidder’s proposal.

Attachment 23 - 2



2. BUSINESS REQUIREMENT TRACEABILITY MATRIXThis section defines the detailed EHR business requirements. contains the EHR Business Requirements and contains the following columns:

Column 1, ID. Indicates a unique requirement identifier assigned by a Requirements Management tool. Column 2, Section. Indicates the requirement Section. The Section shall not be modified in a proposal. Column 3, Business Requirement. The Business Requirement should not be modified in a proposal. Column 4, Notes. The Notes column shall not be modified in a proposal. Column 5, Required/Desired. Contains an indication of whether the requirement is Required or Desired. This column shall not be

modified in a proposal. Column 6, Response Code. This column should be updated for each requirement to indicate if the capability currently exists within the

proposed solution. Enter a response code from the list below.

Response Code Description

Existing Proposed solution satisfies the requirement

Configuration Proposed solution will require configuration to satisfy the requirement

Customization Proposed solution will require customization to satisfy the requirement

Column 7, Comments. For requirements with a Response Code of Configuration or Customization, this column should be updated to indicate where in the Bidder’s proposal that a description of how the Bidder proposes to satisfy this requirement is provided. This column may include clarifying comments.

Bidders are expected to provide an updated version of Attachment 23 containing the response code for each of the requirements in as part of their proposal.

Attachment 23 - 3



Table 1, Business Requirement Traceability MatrixID Section Business Requirement Notes Require

d/Desired

Response Code

Comments

1 n/a 2.1 ADMISSIONS FUNCTIONALITY n/a

2 n/a 2.1.1 Admissions n/a

833 Admissions The solution shall enable users to record, by uploading output from the Level of Care for Alcohol and Drug Treatment Referral (LOCADTR) system, (i.e. CSV) if a patient is eligible for treatment at an Addiction Treatment Center (ATC) using the following criteria:1: The patient meets OASAS LOCADTR-3 criteria for level of care.2: The patient meets OASAS admission criteria to participate in the program.

Required

3 Admissions The solution shall enable users to create a new patient admission when the patient is determined to be eligible for services.

Required

4 Admissions The solution shall enable users to provide all the data for extract to the Client Data System (CDS) for a patient as defined by federal and state regulatory bodies, with the ability to add custom fields for collection of other desired demographics.

Required

7 Admissions The solution shall enable users to update demographics upon a patient's arrival or check-in, based on a scheduled appointment or walk-in.

Required

8 Admissions The solution shall prompt the user performing patient registration for incomplete/missing data.

Required

10 Admissions The solution shall autofill required demographic data and service history for any patients who have been served in the past, regardless of the amount of time that has expired since the last treatment episode.

Required

449 Admissions The solution shall enable users to record the reason for a denial when a patient is not admitted to an OASAS treatment program, including, but not limited to:

Required

Attachment 23 - 4



ID Section Business Requirement Notes Required/

Desired

Response Code

Comments

Referred to another agency Refused admission/referral Lost contact after 30 days

448 Admissions The solution shall enable users to provide a referral to a more appropriate treatment center or program.

Required

450 Admissions The solution shall enable users to record the referral to a more appropriate treatment center or program.

Required

795 Admissions The solution shall enable users to create a referral to an ATC, or other facility.

Required

782 Admissions The solution shall enable users to place an applicant on a waiting list if the applicant is currently in treatment in another program and awaiting transfer to a different level of care that is available at this program.

Required

13 Admissions The solution shall forward all pre-admission or application/enrollment information to the EHR registration automatically if the individual becomes an active patient.

Required

14 Admissions The solution shall permit staff to assign patients to counselors and/or specialized groups.

Required

15 Admissions The solution shall permit authorized staff to print or display language-specific (at a minimum, English, Haitian-Creole, Italian, Korean, Russian, Spanish, and Traditional Chinese), enrollment letters, provider change letters, or other letters as identified.

Required

29 Admissions The solution shall, upon a patient's arrival, capture or update patient information, applying a timestamp to updated data for reporting purposes.

Required

30 Admissions The solution shall enable users to record a patient's acceptance into a facility for treatment and allow the patient to acknowledge their treatment plan using an electronic signature.

Required

31 Admissions As the patient is admitted for service, the solution shall enable users to support the collection of data appropriate to a patient's diagnosis, age, and service

Required

Attachment 23 - 5




Desired

Response Code

Comments

setting, as a minimum.

32 Admissions The solution shall enable users to support a patient's admission to an ATC through an admission order or form.

Required

826 Admissions Upon patient admission, the solution shall enable users to collect the following information regarding any children that will need to stay in the residence:

Any information required to complete the PAS-91 report

Name Any special needs (medical, diet, etc.)

Example report and instructions are available at https://apps.oasas.ny.gov/

Required

33 Admissions The solution shall enable authorized users to enter a patient's Advanced Directive and Physician Orders for Life-Sustaining Treatment (POLST) into the electronic record upon admission.

Required

34 Admissions The solution shall provide authorized users with a patient admission status dashboard capability that enables users to view the following:

Patient clinical admission status Patient administrative admission status Patient consent status Patient form status Patient financial eligibility status Bed availability and assignment Managed Care Eligibility Authorization

Status 48-hour Notification of Admission to

Insurance Company

Required

35 Admissions The solution shall alert a designated staff member when a specific admission activity involving them is due.

Required

36 Admissions The solution shall enable users to document all property and effects that a patient has on their person

Required

Attachment 23 - 6

https://apps.oasas.ny.gov/





Desired

Response Code

Comments

or in their possession upon admission to the facility, including a notation of the location of each article (e.g., in the room, on the unit, in a locker).

37 Admissions The solution shall enable users to capture and track information on patient valuables that are held on each unit of an inpatient or residential facility. At discharge or transfer, the solution shall enable users to document all property and effects that a patient had on their person or in their possession upon admission have been returned to them to ensure that the patient leaves with all his or her own personal effects.

Required

42 Admissions The solution shall re-start billing when a patient returns to a facility.

Required

43 Admissions The solution shall enable users to record a temporary change in patient location, internally or externally, within the same patient episode of care. Examples of temporary changes in patient location include emergency room visits, external doctor or other provider visits.

Required

44 Admissions The solution shall enable authorized users to transfer an admission from one ATC to another.

Required

46 Admissions The solution shall enable users to track all the care provided to an individual within a given service program.

Required

820 Admissions The solution shall enable users to track outpatient care provided to an individual, including, but not limited to: provider contact info, appointment date, time, diagnoses, and treatment recommendations. This information will be input by ATC staff.

Required

51 Admissions The solution shall enable users to track the availability of beds in the ATCs.

Required

780 Admissions The solution shall enable users to calculate bed utilization rates based on the following, as a minimum:

Assigned type

Required

Attachment 23 - 7




Desired

Response Code

Comments

ATC Program Unit

52 Admissions The solution shall enable users to generate rosters by facility and unit.

Required

55 Admissions The solution shall provide a consolidated history of a patient's movement (transfers, leaves, bed exchanges, etc.) throughout his or her stay, including reasons for movement.

Required

56 Admissions The solution shall track admission and discharge dates of each patient movement.

Required

57 Admissions The solution shall track total length of stay for each patient (number of days), counting day entering placement but not day of discharge.

Required

58 Admissions The solution shall provide a count of the number of active patients in a specific program or setting as of a pre-determined day/date/time, based on a pre-determined frequency.

Required

59 Admissions The solution shall capture and track census for patients in Inpatient, Residential, Detoxification, and Part 820 programs by ATC.

Required

61 Admissions The solution shall provide a count of in-patients by unit, room and bed.

Required

62 Admissions The solution shall support access to current patient bed assignments for electronic documentation of routine safety/bed checks.

Required

63 Admissions The solution shall enable users to generate Facility Alphabetical Rosters showing (at a minimum) patient name, location within facility, provider(s), insurance, and phone number.

Required

64 Admissions The solution shall enable authorized users to define the capacity for each program and unit.

Required

Attachment 23 - 8




Desired

Response Code

Comments

768 Admissions The solution shall enable authorized users to define the program and the service code for a bed.

Required

452 Admissions The solution shall enable authorized users to temporarily reclassify a bed (M/F) or a bed’s billing code based on program needs.

Required

821 Admissions ATC’s have a certified capacity, with the ability to exceed that capacity when needed. The solution shall calculate the bed utilization rates based on the certified capacity, not total potential capacity.

Required

65 Admissions The solution shall enable users to track census changes, including admissions, discharges, leaves, transfers, and elopements by in-patient unit, and residential unit (Part 820).

Required

67 Admissions The solution shall provide users with a count of patient days (i.e., days residing at a facility, not including days on leave).

Required

68 Admissions The solution shall provide users with a list of filled and vacant beds indicating type of bed and billing rate.

Required

69 Admissions The solution shall enable users to assign patients to a unit and to a bed.

Required

70 Admissions The solution shall enable users to reassign patients to a different unit or a different bed.

Required

785 Admissions The solution shall enable users to generate a Consultation Request Form to be used when referring a patient to another medical facility.

Required

73 n/a 2.1.2 Appointment Management n/a

74 Appointment Management

The solution shall enable users to create appointments for individuals.

Required


The solution shall enable users to create an appointment for a future date, while maintaining data on past appointments.

Required

76 Appointment The solution shall enable users to edit appointment Required

Attachment 23 - 9




Desired

Response Code

Comments

Management information for pending appointments.


The solution shall enable users to only change the 'status of an appointment' that is past due.

Required


The solution shall enable users to only cancel, re-schedule or postpone pending appointments.

Required


The solution shall require users to select a reason from a list before cancelling an appointment.

Required


The solution shall provide assigned program staff with an alert on the appointment alert start date.

Required


When an appointment or a pre-appointment is edited, the solution shall provide an alert to the creator and all the staff assigned to that appointment or pre-appointment.

Required


The solution shall enable users to enter provider data into an appointment.

Required


The solution shall enable authorized users to edit individual or provider information.

Required


The solution shall enable users to maintain their prioritized appointment list.

Required


The solution shall, upon cancellation of an appointment, alert users of other patients who may want to take the cancelled slot.

Required


The solution shall prompt a user with suggestions for the next available appointment, based on the master schedule and appointment parameters.

Required

138 n/a 2.1.3 Consent Management n/a

148 Consent Management

The solution shall enable users to obtain, record and track consents for medical treatment.

Required


The solution shall enable users to obtain, record and track consents for photographs, audio recording, and video recording.

Required

Attachment 23 - 10




Desired

Response Code

Comments


The solution shall enable users to obtain, record and track consents for release of records.

Required


The solution shall enable users to obtain, record and track consents for release of HIV/AIDS information.

Required


The solution shall enable users to obtain, record and track general consents deemed necessary by the clinician or treatment team.

Required


The solution shall track when notifications are made to a consent giver following the disclosure of information in an emergency situation without consent.

Required


The solution shall provide an alert when a consent is needed or withdrawn.

Required


The solution shall enable users to capture who provided a consent.

Required


The solution shall enable users to capture the date(s) when consents are obtained.

Required


The solution shall capture the date and time when consent is withdrawn.

Required


The solution shall enable users to indicate that information was provided to the individual, that they are free to withdraw consent at any time without prejudice, and directions on how to withdraw consent.

Required


The solution shall enable users to indicate that consent needs to include the signature of the consent giver.

Required


The solution shall enable users to record the withdrawal of a consent; and optionally, record a comment regarding the withdrawal.

Required


The solution shall enable users to obtain and record consent to use/release records, including date of the request for records and date the records were released.

Required

Attachment 23 - 11




Desired

Response Code

Comments


The solution shall enable users to record consent for services and treatment.

Required


The solution shall enable users to customize additional consents.

Required


The solution shall permit e-signature of consents. Required


The solution shall provide users with alerts for missing consents.

Required


The solution shall restrict the release of data that does not have the applicable authorizing consent.

Required


The solution shall have the ability to define one or more versions of a "Health Record" for disclosure purposes.

Required


The solution shall provide staff with the ability to print an individual's health record, in its entirety, without requiring staff to print the record screen-by-screen or form-by-form.

Required


The solution shall assemble and combine an individual's health record so that users can print it efficiently.

Required


The solution shall provide staff with the ability to select sections of an individual's health record and print the selected sections.

Required


The solution shall have the ability to maintain and track requests and releases of health record information and PHI in accordance with Federal rules (42 CFR Part 2 and HIPAA).

Required


The solution shall provide staff with a means to release, or track the releases of, health record information to the following entities:

Court via subpoena Attorneys involved in litigation

Required

Attachment 23 - 12




Desired

Response Code

Comments

Investigators involved in litigation Attorneys involved in litigation holds Investigators involved in litigation holds Individual Disability/Social Security Administration

(SSA) Department of Social Services Health Insurance Company Provider/practitioner Law Enforcement Other entity designated by the individual


The solution shall enable a user to lock the entire health record, from a specified date back through admission, for the purpose of a litigation hold.

Required


The solution shall enable users to record cost and payment information related to the release of the health record.

Required


The solution shall restrict the release of data that does not have the applicable authorizing consent.

Required


The solution shall enable authorized users to restrict access to sections of a Patient Record based on user role.

Required


The solution shall enable authorized users to lock all or a portion of a Patient Record.

Required


The solution shall send applicable consent information to third-party insurance companies.

Required


The solution shall enable users to complete the existing consent forms in use by OASAS ATCs available at: https://oasas.ny.gov/mis/forms/trs/index.cfm.

Required


The solution shall require consent to be obtained when exchanging patient data between the EHR solution and providers whenever a Business Associate

Required

Attachment 23 - 13

https://oasas.ny.gov/mis/forms/trs/index.cfm




Desired

Response Code

Comments

Agreement between OASAS and the provider does not exist.

196 n/a 2.1.4 Assessments n/a

197 Assessments The solution shall enable users to create new patient assessments.

Required

198 Assessments The solution shall enable users to reference previous assessment records when completing a new treatment plan or comprehensive assessment.

Required

199 Assessments The solution shall restrict users from copying data from previous assessments into a new assessment.

Required

648 Assessments The solution shall enable users to record progress notes in a patient's record.

Required

200 Assessments The solution shall enable users to record and track progress notes by:

Program Location Service Type

Required

201 Assessments The solution shall enable users to record relevant medical history/diagnosis for an individual.

Required

202 Assessments The solution shall enable users to record an individual's progress toward a goal, as defined in the individual's Individual Treatment Plan.

Required

203 Assessments The solution shall enable users to utilize DSM-5, ICD-10, and ICD-10-CM criteria and coding for diagnoses.

Required

204 Assessments The solution shall enable users to record primary and secondary diagnoses, track multiple diagnoses, and track when the diagnoses were provided (date) or discontinued (date).

Required

205 Assessments The solution shall enable users to maintain a log of both current and historical diagnoses.

Required

206 Assessments The solution shall enable users to create alerts that will Required

Attachment 23 - 14




Desired

Response Code

Comments

be posted for a designated time and can be communicated to providers using the EHR.

211 Assessments The solution shall enable users to record information provided by the referral source, including source of the individual referral.

Required

213 Assessments The solution shall enable users to generate and display an individual summary or 'face sheet' that includes the person's demographics, communication needs, list of problems, current prescribed medications, allergies, immunizations, encounter listings, individual's photo, and personal profile.

Required

214 Assessments The solution shall enable users to enter treatment plans that are personalized based on the individual's health and nursing needs.

Required

215 Assessments The solution shall enable a physician to sign a diet order electronically or a community physician to sign the diet order manually.

Required

216 Assessments The solution shall enable users to initiate secure electronic exchange of key clinical information (e.g., discharge summary, procedures, problem list, medication list, medication allergies, diagnostic test results, complete medical record), among providers of care and authorized entities.

Required

217 Assessments The solution shall enable users to capture required data elements from the Comprehensive Assessment tool for a patient, including the following as a minimum: 48-hour Initial Treatment Plan Additional Considerations Admission risks Resources

Required

218 Assessments The solution shall enable users to capture required data elements from the Level of Care for Alcohol and Drug Treatment Referral (LOCADTR) web-based tool for a patient.

See https://www.oasas.ny.gov/treatment/health/locadtr/index.cfm for more

Required

Attachment 23 - 15

https://www.oasas.ny.gov/treatment/health/locadtr/index.cfm






Desired

Response Code

Comments

information.

802 Assessments The solution shall enable users to define an initial care determination for a patient.

Required

634 Assessments The solution shall enable users to record the results of a pre-admission assessment for a patient.

Required

635 Assessments The solution shall enable users to record the results of a medical assessment for a patient.

Required

636 Assessments The solution shall enable users to record the results of a nursing assessment for a patient.

Required

800 Assessments The solution shall enable users to record the results of a mental health mini-assessment for a patient.

Similar to psychiatric assessment

Required

637 Assessments The solution shall enable users to record the results of a psychiatric assessment for a patient.

Required

786 Assessments The solution shall enable users to record the results of a comprehensive psycho-social assessment for a patient, including the following as a minimum: Living Situation Family Information Family History and Relationships

Required

638 Assessments The solution shall enable users to record the results of a comprehensive assessment for a patient.

Required

646 Assessments The solution shall enable users to record the results of a gambling assessment for a patient.

Required

649 Assessments The solution shall enable users to record the results of a financial availability assessment for a patient.

Required

799 Assessments The solution shall enable users to perform a Clinical Withdrawal Assessment (CWA) for a patient.

Required

803 Assessments The solution shall enable users to perform a HELPS Brain Injury Screening Tool for a patient.

Required

809 Assessments The solution shall enable users to record the patient smoking habits.

Required.

Attachment 23 - 16




Desired

Response Code

Comments

195 n/a 2.2 CLINICAL DOCUMENTATION FUNCTIONALITY

n/a

455 n/a 2.2.1 Clinical Documentation n/a

612 Clinical Documentation

The solution shall enable users to maintain a single record for each patient.

Required


The solution shall enable users to record and maintain patient demographic information.

The patient demographic information should be clinically relevant, reportable and trackable over time.

Required


The solution shall enable users to initiate interactions with other systems, applications, and modules to enable the maintenance of updated demographic information.

Required


The solution shall enable users to create and maintain patient-specific problem lists.

Required


The solution shall enable users to create and maintain patient-specific medication lists.

Required


The solution shall enable users to capture, review, and manage medical procedural/surgical, social and family history; including the capture of pertinent positive and negative histories, patient-reported or externally available patient clinical history.

Required


The solution shall enable users to create, addend, correct, authenticate and close (as needed) transcribed or directly entered clinical documentation and notes.

Required


The solution shall enable users to define and maintain note templates.

Required


The solution shall enable users to capture external clinical documents and incorporate them into a patient’s record.

Required

620 Clinical The solution shall present organizational guidelines Required

Attachment 23 - 17




Desired

Response Code

Comments

Documentation (care plans, guidelines and protocols) for patient care as appropriate to support order entry and clinical documentation.


The solution shall enable users to manage guidelines, protocols and patient-specific care plans.

Required


The solution shall enable authorized users to build and maintain care plan templates, define guidelines, and define protocols for use during patient care planning and care.

Required


The solution shall enable users to generate and record patient-specific instructions, pre- and post-treatment, and post-discharge requirements.

Required


The solution shall enable users to track orders based on input from specific care providers.

Required


The solution shall enable users to manage practitioner/patient relationships, by identifying relationships among providers treating a single patient, and provide the ability to manage patient lists assigned to a particular provider.

Required


The solution shall provide users with rules-based clinical coding assistance to support coding of diagnoses, procedures, and outcomes.

ICD-10 or above Required


The solution shall enable users to assign, delegate, and/or transmit tasks to the appropriate parties.

Required


The solution shall enable users to link tasks to patients and/or a relevant part of the electronic health record.

Required


The solution shall enable users to track assigned tasks to determine if each task has been carried out and completed.

Required


The solution shall enable users to generate reports on timeliness of task completion.

Required


The solution shall enable users to send and receive patient-related secure electronic communication

Required

Attachment 23 - 18




Desired

Response Code

Comments

(inbound and outbound) between providers to trigger or respond to pertinent actions in the care process (including referral).


The solution shall enable users to document patient-related non-electronic communication (phone calls, correspondence, or other encounters) and generate paper message artifacts where appropriate.

Required


The solution shall enable users to generate a discharge summary.

Required


The solution shall enable users to develop a discharge plan consisting of the following:

identification of continuing chemical dependence services and any other treatment, rehabilitation, self-help and vocational, educational and employment services the patient will need after discharge

identification of the type of residence, if any, the patient will need after discharge

identification of specific providers of these needed services

specific referrals and initial appointments for these needed services

prescriptions and prescription instructions

Required


The solution shall enable users to capture a patient’s signature on their discharge plan.

Required


The solution shall enable users to record an acknowledgement in the system that the patient has been released from the facility, transferred to a different level of care after discharge, or transfer order is completed and processed.

Required


The solution shall enable users to indicate when a patient leaves a facility.

Required

Attachment 23 - 19




Desired

Response Code

Comments


The solution shall enable users to indicate when a patient returns to a facility.

Required


The solution shall enable users to maintain mandatory in-patient data, including but not limited to date of admission, referring provider, inpatient sponsor, outpatient authorization type, outpatient case manager, date of discharge, admit and discharge diagnosis, and legal status.

Required


The solution shall maintain accurate and up-to-date status of occupied beds relative to total available bed capacity.

Required


The solution shall enable users to track children in the residence.

Required

745 n/a 2.2.2 Individual Treatment Plan Required

746 Individual Treatment Plan

The solution shall provide a template-based, configurable treatment plan capability.

Required


The solution shall provide and maintain a treatment plan for each individual.

Required


The solution shall enable users to link services provided to the treatment plan.

Required


The solution shall enable users to enter the patient’s strengths, abilities and preferences in their treatment plan.

Required


The solution shall enable users to create a customized treatment plan that allows for the documentation of the problems, goals, objectives, valued outcomes and interventions/services that will be provided.

Required


The solution shall enable users to customize an individual's treatment plan for unique conditions.

Required


The solution shall enable users to access evidence-based guidelines at the point of care to improve treatment and deliver more personalized information and services to individuals.

Required

Attachment 23 - 20




Desired

Response Code

Comments


The solution shall enable users to create an individual's treatment plan that contains measurable long- and short-term treatment goals and objectives.

Required


The solution shall enable users to provide the rationale for defined measurable goals, objectives, and the individual's desired personal outcomes.

Required


The solution shall enable users to define a treatment or intervention for each long- and/or short-term goal and objective.

Required


The solution shall enable users to customize the treatment plan to meet the individual's unique needs, such as: English is not their primary language problems with alcohol and substance abuse, legal history, legal involvement, or visual/hearing impairment.

Required


The solution shall enable users to document when a goal is achieved, discontinued, or deferred.

Required


The solution shall enable users to capture whether the individual, or their circle of support, believes the services and support they receive contribute to their unique and personal goals, overall well-being and desired outcomes.

Required


The solution shall enable users to schedule a periodic review of an individual's progress.

Required


The solution shall enable users to make changes to the treatment plan.

Required


The solution shall provide users with reminders or alerts when treatment plan updates are due.

Required

48 n/a 2.3 BILLING FUNCTIONALITY n/a

111 n/a 2.3.1 Billing n/a

834 Billing The solution shall initiate billing after a patient has been admitted for services.

Required

Attachment 23 - 21




Desired

Response Code

Comments

112 Billing The solution shall enable users to submit an X12 837i institutional electronic claim form or produce a paper UB-04 claim form that can be sent to an insurance provider. The claim form would be generated from data entered into the EHR by OASAS staff.

See format details at: https://www.emedny.org/HIPAA/5010/transactions/index.aspx

Required

72 Billing The solution shall enable users to specify and manage the OASAS billing rates, including the following, as a minimum:

From Part 820

Stabilization (Upstate) Stabilization (Downstate) Rehabilitation (Upstate) Rehabilitation (Downstate) Community Integration

From Part 816

Detoxification

From Part 818

Daily Rate

Alternative Stay

Required

454 Billing The solution shall enable users to manage the billing rate for every bed.

Required

643 Billing Wherever possible, the solution shall provide ICD-10 codes on billing claims.

Required

114 Billing The solution shall enable users to send monthly statements to self-payers that include information regarding balance owed, payment amount, and payment date.

Required

115 Billing The solution shall enable users to keep track of payments made.

Required

118 Billing The solution shall enable users to access an individual's identification and demographic information

Required

Attachment 23 - 22

https://www.emedny.org/HIPAA/5010/transactions/index.aspx






Desired

Response Code

Comments

needed for billing purposes.

119 Billing The solution shall provide system controls such that all days for a billing period are billed or otherwise accounted for.

Required

120 Billing The solution shall enable users to maintain an open item account for each individual.

Required

121 Billing The solution shall enable users to provide near real-time billing updates and notifications (e.g., changes to insurance, situational-data elements and special billing features).

Required

122 Billing The solution shall enable users to create the following accounts receivable reports: accounts receivable ledger, aged accounts receivable report, uncollectible and bad debt write-off report, payment posting report.

Required

123 Billing The solution shall enable users to define automated tasks to remind state employees of missing charges.

Required

124 Billing The solution shall enable users to generate electronic bills in HIPAA ANSI X12 835I format, based on individual days and other account information maintained in the automated billing system.


Required

125 Billing The solution shall enable users to generate hard-copy bills to payers (including health insurance and other third parties, private payers) that will not accept electronic format.

Required

126 Billing The solution shall enable users to correct billing data rejected by a payor upon initial submission, and the subsequent re-submission of the bill for full or adjusted payment.

Required

127 Billing The solution shall enable users to maintain complete account receivable ledgers, reflecting payments made and balances outstanding as of the end of the billing period.

Required

128 Billing The solution shall enable users to display account balances outstanding for 60 days, 90 days, 120 days

Required

Attachment 23 - 23







Desired

Response Code

Comments

and more than 120 days.

129 Billing The solution shall enable users to write-off uncollectible accounts and bad debts, as appropriate, and produce individual and summary reports on screen and in hard copy.

Required

130 Billing The solution shall enable users to generate full-cost bills for submission to primary and secondary third-party payers, including health insurance and managed care providers.

Required

131 Billing The solution shall enable users to ensure that the billing to secondary insurers is not sent before being settled with the primary insurer and indicates that the primary insurer has paid the maximum benefit for its coverage.

Required

132 Billing The solution shall enable users to generate third-party bills that display the full cost, self-pays, and anticipated payment amounts on the accounts receivable record.

Required

133 Billing The solution shall enable users to adjust, or write-off, a patient's remaining balance after contracted payments have been received, and processed.

Required

134 Billing The solution shall enable users to hold open any accounts with discrepancies until such discrepancies are resolved.

Required

135 Billing For self-payers, the solution shall enable users to set daily rate charge individually, up to full rate.

Required

818 Billing The solution shall enable authorized users to define and maintain negotiated billing rates for individual insurance companies.

Required

776 Billing For self-payers, the solution shall enable users to carry forward unpaid balances until paid, determined uncollectible, or written off.

Required

775 Billing For self-payers, the solution shall enable users to generate a report that lists uncollectible amounts and bad debt write-offs and the reason for each such write-

Required

Attachment 23 - 24




Desired

Response Code

Comments

off.

774 Billing For self-payers, the solution shall enable users to be able to credit private party payers with third party payments received, with the credited amount displayed on the bill and the net amount reflected on the accounts receivable record.

Required

136 Billing The solution shall enable users to credit all third-party and private-party payments received to the individual's Medicaid account, with the credited amount displayed on the bill and the net amount billed reflected on the accounts receivable record.

Required

794 Billing The solution shall enable users to assign a single daily billing rate to a patient for each day that starts at midnight.

Required

796 Billing The solution shall accept electronic remittances in HIPAA ANSI X12 835 electronic remittance advice format.


Required

773 n/a 2.3.2 Financial Eligibility n/a

797 Financial Eligibility The solution shall enable users to send an X12 270 Health Care Eligibility Benefit Inquiry electronic transaction to the patient’s insurance company to determine patient insurance eligibility.


Required

798 Financial Eligibility The solution shall enable users to receive and view an X12 271 Health Care Eligibility Benefit Response electronic transaction that provides an insurance eligibility determination from the patient's insurance company.


Required

18 Financial Eligibility The solution shall enable users to indicate whether patient has provided proof of income and the type of the proof.

Required

19 Financial Eligibility The solution shall enable users to support eligibility determinations for payers to include Medicaid, Medicaid Expansion, and commercial and private

Required

Attachment 23 - 25













Desired

Response Code

Comments

insurances.

25 Financial Eligibility The solution shall enable users to print selected forms to give to the patient at the conclusion of the eligibility/financial assessment (e.g., the Advanced Beneficiary Notices.)

Required

116 Financial Eligibility The solution shall enable users to gather data during a financial eligibility interview as to potential sources of payment.

Required

117 Financial Eligibility The solution shall prompt users when financial eligibility is not determined within two days of admission.

Required

137 Financial Eligibility The solution shall provide users with critical future dates for Medicaid eligibility to permit recertification of Medicaid eligibility.

Required

23 Financial Eligibility The solution shall enable users to define alerts to staff and other appropriate parties of Medicaid eligibility status changes, either prospective or retrospectively.

Required

24 Financial Eligibility The solution shall identify patients who have lost their insurance coverage.

Required

336 n/a 2.3.3 Managed Care n/a

337 Managed Care The solution shall enable users to record electronic authorization decisions, based on medical necessity documented by the Qualified Provider.

Required

338 Managed Care The solution shall enable users to support authorizations for treatments and services based on pre-defined rules captured in the clinical document.

Required

339 Managed Care The solution shall enable users to support authorizations for all levels of care.

Required

340 Managed Care The solution shall enable users to maintain and track service authorizations according to patient funding, including Medicaid and Third Party Insurers.

Required

341 Managed Care The solution shall enable users to capture patient Required

Attachment 23 - 26




Desired

Response Code

Comments

financial eligibility at the time of authorization.

342 Managed Care The solution shall enable users to issue authorizations, generate letters and track authorizations.

Required

343 Managed Care The solution shall enable users to define service limits for each type of authorization including, but not limited to, number of visits or days, number of patient or provider service hours and number of days or weeks.

Required

770 Managed Care The solution shall enable users to define specific service codes for each type of authorization.

Required

771 Managed Care The solution shall enable users to define multiple billing codes for each type of authorization.

Required

345 Managed Care The solution shall compare documented services provided to authorized amounts and notify providers and utilization managers of remaining balances and impending authorization expirations.

Required

347 Managed Care The solution shall permit authorized staff to override lockouts, and provide a reason for the override.

Required

348 Managed Care The solution shall permit authorized staff to add, change, or delete services within an individual authorization.

Required

350 Managed Care The solution shall provide users with a list of services that can and cannot be reauthorized.

Required

351 Managed Care The solution shall provide users with a list of services for which the patient is authorized.

Required

353 Managed Care The solution shall enable users to update a patient record and authorize additional services or treatment when required for qualified patients.

Required

354 Managed Care The solution shall track authorizations issued for Contracted Service, Fee for Service, and Third-Party Payer Service.

Required

832 Managed Care The solution shall enable users to view the number of service days or visits used and the number of service

Required

Attachment 23 - 27




Desired

Response Code

Comments

days or visits authorized for a patient.

355 Managed Care When authorized services are nearing depletion for a patient, the solution shall automatically alert the appropriate users (e.g., the authorizing agent, network provider).

Required

356 Managed Care The solution shall enable authorized users to suspend authorization of services based on internal pre-set rules and/or Medicaid rules.

Required

357 Managed Care The solution shall enable users to exchange data with service providers via a secure interface.

Required

358 Managed Care The solution shall enable users to perform financial reporting for OASAS.

Required

359 Managed Care The solution shall enable users to capture, track and link services delivered to a managed care patient by OASAS.

Required

360 Managed Care The solution shall enable users to view and track cases by staff member assigned.

Required

361 Managed Care The solution shall enable users to perform financial reporting with service providers for contract providers, other contract service providers, and staff.

Required

362 Managed Care The solution shall enable users to send referrals electronically via a secure interface.

Required

363 Managed Care The solution shall receive electronic referral packets. Required

647 Managed Care The solution shall enable users to generate a managed care form.

Required

219 n/a 2.4 MEDICAL FUNCTIONALITY n/a

221 n/a 2.4.1 e-Prescribe n/a

222 e-Prescribe The capability shall provide support for polypharmacy management.

Required

223 e-Prescribe The solution shall be e-Prescribing Controlled Substances (EPCS) Certified.

Required

Attachment 23 - 28




Desired

Response Code

Comments

224 e-Prescribe The solution shall enable users to integrate Surescripts formulary lists.

Required

226 e-Prescribe The solution shall enable users to perform e-Prescribing for an individual.

Required

227 e-Prescribe The solution shall enable users to perform e-Prescribing using any iOS, Android or other mobile device.

Required

233 e-Prescribe The solution shall enable users to view a list of all current, expired, and historical prescriptions prescribed to the individual as allowed by 42 CFR Part 2 and HIPAA.

Required

229 e-Prescribe The solution shall provide a formulary notification functionality that provides an indication to users whether or not medications are covered by insurance.

Required

230 e-Prescribe The solution shall provide a formulary notification functionality that enables users to request pre-approval for medications that are not covered by insurance.

Required

231 e-Prescribe The solution shall provide users with prescription reference tools, including:

providing reference information about drugs and diseases

diagnostic tools conversion tables differential diagnoses dosage recommendations based on

patient-specific conditions and characteristics

Required

232 e-Prescribe The solution shall enable users to access the National Drug Code (NDC) database

https://www.accessdata.fda.gov/scripts/cder/ndc/

Required

234 e-Prescribe The solution shall enable authorized users to define prescriptions for individuals, including:

Required

Attachment 23 - 29







Desired

Response Code

Comments

Medication Name Dose Route Time(s) to be administered Start Date Stop Date MD/NP who prescribed medication All of patient's known allergies (food,

drug, environment)

235 e-Prescribe The solution shall identify potential alternative medications to users when they select a medication.

Required

236 e-Prescribe The solution shall enable users to indicate when Nursing should give something to patient to be self-administered.

Required

237 e-Prescribe The solution shall enable users to enter non-prescription medications, including over the counter and complementary medications such as vitamins, herbs, and supplements.

Required

238 e-Prescribe The solution shall provide users with dosage warnings when a prescription dosage is outside of the manufacturer's recommended dosage range.

Required

239 e-Prescribe The solution shall enable users to perform medication advanced search by name, alias, or free text.

Required

608 e-Prescribe The solution shall enable users to provide a prescription specification by use of free text with name and dosage.

Required

609 e-Prescribe The solution shall enable users to designate their medication favorites.

Required

240 e-Prescribe The solution shall enable users to select a Tapering dosage, where a prescription should start with a high dosage and reduce the dosage over time.

Required

241 e-Prescribe The solution shall enable users to select a Titration dosage, where a prescription should start with a low

Required

Attachment 23 - 30




Desired

Response Code

Comments

dosage and increase the dosage over time.

242 e-Prescribe The solution shall enable users to indicate that the dosage for a medication is Dispense As Written (DAW).

Required

243 e-Prescribe The solution shall provide a Structured Sigs capability. Required

244 e-Prescribe The solution shall provide a Custom Sig builder functionality to build out specific prescriptions.

Required

245 e-Prescribe The solution shall provide an updated prescription library containing current prescriptions and prescription information, as well as historical prescription information.

Required

246 e-Prescribe The solution shall provide a real-time medication interaction checking capability that includes the following:

Drug-allergy checking Drug-drug interaction checking (both

prescription and non-prescription) Drug-food checking Any and all other interactions identified

by the manufacturer

Required

247 e-Prescribe The solution shall enable OASAS users to add medication interaction warnings.

Required

248 e-Prescribe The solution shall provide an electronic patient discharge prescription prior authorization capability.

Required

249 e-Prescribe The solution shall provide an Electronic Refill Ordering capability enabling users to reorder a prescription without reentering previous data. (e.g., administration, schedule, quantity).

Required

250 e-Prescribe The solution shall provide a system alert for providers when it is time to renew a prescription for a patient.

Required

251 e-Prescribe The solution shall enable users to discontinue prescriptions for a specific time range.

Required

Attachment 23 - 31




Desired

Response Code

Comments

252 e-Prescribe The solution shall support reconciliation on admission by enabling users to enter an existing medication name, dosage, route, frequency and MD order.

Required

253 e-Prescribe The solution shall support reconciliation on admission by enabling users to specify patient-owned medication to include quantity and patient verification by electronic signature.

Required

254 e-Prescribe The solution shall support reconciliation on discharge by enabling users to return patient medication to the patient with patient verification by electronic signature.

Required

255 e-Prescribe The solution shall enable users to designate medication and non-medication orders during discharge.

Required

256 e-Prescribe The solution shall enable users to enter non-prescription medications, including over the counter and complementary medications such as vitamins, herbs and supplements.

Required

257 e-Prescribe The solution shall enable users to enter free-form, non-medication instructions to be included as part of an order.

Required

258 e-Prescribe The solution shall enable users to define selectable favorite drop-down lists.

Required

259 e-Prescribe The solution shall enable users to enter non-medication orders in the Medication Administration Record (MAR).

Required

261 e-Prescribe The solution shall comply with the current applicable Commission on Accreditation of Rehabilitation Facilities (CARF) Requirements.

Required

262 e-Prescribe The solution shall support reconciliation on discharge by enabling users to print discharge medication instructions for the patient.

Required

263 e-Prescribe The solution shall support reconciliation on discharge by enabling users to record the providing of discharge medications to the patient.

Required

Attachment 23 - 32




Desired

Response Code

Comments

264 e-Prescribe The solution shall support reconciliation on discharge by enabling users to obtain an electronic patient signature acknowledging receipt of discharge medications and instructions.

Required

266 e-Prescribe The solution shall enable users to submit the following information to a pharmacy for a patient:

Name Date of Birth Prescription Order Medication Allergy History

Required

267 e-Prescribe The solution shall enable authorized users to receive verbal prescription orders from a physician and prepare prescription orders for controlled or non-controlled substances.

Required

268 e-Prescribe The solution shall support reconciliation on discharge by enabling users to submit discharge medication prescriptions to the patient's desired pharmacy.

Required

269 e-Prescribe The solution shall enable users to submit prescriptions orders to any pharmacy.

Required

270 e-Prescribe The solution shall provide users with a visual indication of a successful prescription transmission and a received receipt from the pharmacy.

Required

271 e-Prescribe The solution shall provide users with alerts of unsuccessful prescription transmissions where a pharmacy receipt for a submitted prescription has not been received.

Required

272 e-Prescribe The solution shall enable users to re-submit unsuccessful prescription transmissions.

Required

610 e-Prescribe The solution shall enable users to record prescriptions that were ordered outside of the solution.

Required

273 e-Prescribe The solution shall enable users to generate a report of successful and unsuccessful prescription submissions.

Required

Attachment 23 - 33




Desired

Response Code

Comments

274 e-Prescribe The solution shall enable authorized users to connect an ATC user to any pharmacy in the United States.

Required

275 e-Prescribe The solution shall enable users to obtain a consent to send a prescription to the patient-selected pharmacy.

Required

276 e-Prescribe The solution shall enable users to perform weight-based dosing based on the manufacturer’s recommended weight-based dosing range.

Required

277 e-Prescribe The solution shall enable users to document non-medication orders that do not need to be sent to an outside pharmacy.

Required

279 e-Prescribe The solution shall provide an electronic MAR capability that allows for users to track the administration of medication and any other necessary data associated with the medication administration instantly, such as users needing to enter blood pressure on the MAR, as well as the medication administration.

Required

280 e-Prescribe The solution shall enable users to record the time, date and user identification when a medication is administered.

Required

281 e-Prescribe The solution shall enable users to utilize a photo to verify, before administering medication(s), that the individual to whom a medication is to be administered is the individual to whom the medication should be administered.

Required

282 e-Prescribe The solution shall enable users to verify that the medication to be administered matches the medication ordered for the individual before administering medication(s).

Required

283 e-Prescribe The solution shall enable users to verify that the dose of the medication to be administered matches the dose of the medication ordered for the individual before administering medication(s).

Required

284 e-Prescribe The solution shall enable users to verify that the route of medication delivery matches the route specified in

Required

Attachment 23 - 34




Desired

Response Code

Comments

the medication order before administering medication(s).

285 e-Prescribe The solution shall enable users to verify that the time the medication was ordered to be administered corresponds to the current time before administering medication(s).

Required

815 e-Prescribe The solution shall enable users to provide notes regarding prescription administration.

Required

769 e-Prescribe The solution shall provide users with all standardized medication coding during medication administration.

Required

286 e-Prescribe The solution shall allow for medication to be administered in the manner prescribed by the physician, including:

Multiple times a day Daily Every other day Several times per week Once per week Monthly Other user-specified time interval

Required

287 e-Prescribe The solution shall alert staff when a medication is overdue for administration.

Required

288 e-Prescribe The solution shall enable users to start or end a medication administration by time and date.

Required

289 e-Prescribe The solution shall enable users to display medication administration for all patients per shift on one page.

Required

290 e-Prescribe The solution shall enable users to document medication administration for all patients per shift on one page without having to open each patient's individual record.

Required

611 e-Prescribe The solution shall populate an individual patient's medication administration record automatically when the administration was entered on a group page.

Required

Attachment 23 - 35




Desired

Response Code

Comments

291 e-Prescribe The solution shall enable users to indicate not administering a medication for the following reasons:

Drug not in formulary Hold Medication/treatment refused On leave Patient unavailable Self-administered Other (explain in notes)

Required

292 e-Prescribe The solution shall enable users to indicate that patient education was performed for each medication in the MAR.

Required

293 e-Prescribe The solution shall enable users to identify medications ordered for a specific time range.

Required

294 e-Prescribe The solution shall enable users to track non-medication medical supplies, including knee braces, special dressings, treatments, etc.

Required

295 e-Prescribe The solution shall enable users to generate a Medication Reconciliation Report for each shift that provides an indication of medications that are not indicated as dispensed in the MAR.

Required

296 e-Prescribe The solution shall enable users to generate a report by drug name, for psychotropic and non-psychotropic medication, that can be aggregated across the state and drill down to individual and physician.

Required

297 e-Prescribe The solution shall enable users to generate a report, by class of medication, that can be aggregated by region and can be drilled down to individual medication and physician.

Required

298 e-Prescribe The solution shall enable users to generate a report on percentages of individuals taking one or more antipsychotic or other class of medications, such as antidepressants, benzodiazepines, antiepileptic medications, or addiction medications.

Required

Attachment 23 - 36




Desired

Response Code

Comments

299 e-Prescribe The solution shall enable users to generate a report by PRN, prescribing, and actual administration by drug name and class of medications that can be aggregated by region, facility, individual and prescriber.

Required

300 e-Prescribe The solution shall enable users to generate a report, by STAT use, of medications separated by behavioral and medical use aggregated by region, facility, individual and prescriber.

Required

301 e-Prescribe The solution shall enable users to generate a report that tracks adverse drug reactions by symptoms and medication, by individuals and totals statewide.

Required

302 e-Prescribe The solution shall enable users to generate a report that tracks medication errors by facility and region, with dashboard metrics to category of error.

Required

303 e-Prescribe The solution shall enable users to generate a Diagnosis Comparison to the Medication Use report.

Diagnosis needs to be easily available and visible

Required

304 e-Prescribe The solution shall enable users to include the MAR when entire patient records are sent to insurance companies.

Required

305 e-Prescribe The solution shall be registered with the New York State Department of Health, Bureau of Narcotic Enforcement 'Electronic Prescribing' in accordance with NY State regulations.

Additional information can be found at http://www.health.ny.gov/professionals/narcotic/electronic_prescribing/

Required

307 n/a 2.4.2 Laboratory n/a

309 Laboratory The solution shall enable users to include and allow for order submission/tracking for laboratory tests.

Required

310 Laboratory The solution shall enable users to send laboratory orders to participating providers.

Required

311 Laboratory The solution shall associate laboratory test results with the applicable laboratory order in the individual's service record.

Required

Attachment 23 - 37

http://www.health.ny.gov/professionals/narcotic/electronic_prescribing/






Desired

Response Code

Comments

313 Laboratory The EHR shall interface to laboratories utilizing the Health-Level 7 (HL7) Version 2 Messaging Standard.

Required

314 Laboratory The solution shall enable users to define and maintain the laboratory tests that can be requested, which labs that can perform the test, and the average time that the test should take to be performed.

Required

315 Laboratory The solution shall enable users to submit appropriate diagnostic test orders to the selected laboratory via electronic interface.

Required

316 Laboratory The solution shall enable users to request Hepatitis C Reflex testing.

Required

317 Laboratory The solution shall enable users to select tests or order test sets of related tests.

Required

318 Laboratory The solution shall enable users to maintain OASAS protocols of recommended laboratory tests based on a patient's condition.

Required

319 Laboratory The solution shall provide a suggestion of laboratory test orders, based on the patient’s condition, required to satisfy OASAS protocols.

Required

320 Laboratory The solution shall enable users to define their own 'Most Common List' of laboratory tests.

Required

321 Laboratory The solution shall alert users of the required specimen collection, based on the user-selected test(s).

Required

322 Laboratory The solution shall enable users to facilitate the routing of specimens to the laboratory.

Required

323 Laboratory The solution shall provide billing information in laboratory test requests.

Required

324 Laboratory The solution shall enable users to cancel laboratory test requests.

Required

325 Laboratory The solution shall provide tracking of testing that has been requested.

Required

326 Laboratory The solution shall provide users with notifications of Required

Attachment 23 - 38




Desired

Response Code

Comments

tests not completed within a specified time frame.

327 Laboratory The solution shall be able to associate received electronic laboratory test results with the Patient Record.

Required

328 Laboratory The solution shall enable users to generate ad hoc reports based on test results.

Required

329 Laboratory The solution shall enable users to acknowledge, via electronic signature, that laboratory results were reviewed.

Required

330 Laboratory The solution shall provide users with trending and graphing of laboratory test result data.

Required

331 Laboratory The solution shall provide users with trending and graphing of laboratory test results to medications and other clinical data.

Required

332 Laboratory The solution shall enable users to enter test results that are performed by OASAS.

Required

333 Laboratory The solution shall enable users to define normal and abnormal test result ranges.

Required

334 Laboratory The solution shall alert users to abnormal test results. Required

335 Laboratory The solution shall enable users to resubmit orders when an acknowledgement has not been received from the designated laboratory.

Required

365 n/a 2.5 ADMINISTRATIVE FUNCTIONALITY

n/a

366 n/a 2.5.1 Analytics and Reporting n/a

369 Analytics and Reporting

The solution shall enable users to conduct a utilization review to assist the agency in determining whether treatment and services are cost effective and beneficial.

Required


The solution shall enable users to generate ad hoc queries on any patient information in the solution.

Required

Attachment 23 - 39




Desired

Response Code

Comments


The solution shall enable users to generate ad hoc queries with user specified sorting.

Required.


The solution shall enable users to print or export the entire health record for an individual in accordance with 42 CFR Part 2 and HIPAA.

Required


The solution shall enable users to perform redaction of selected patient information in a patient record prior to printing or exporting.

Required


The solution shall enable users to export or print complete patient records or selected portions of patient records in the following user-selected formats: Paper, Fax, Encrypted fax (e-Fax), Encrypted e-mail, Electronic.

Required


The solution shall enable users to generate a vital signs report for a selected patient.

Required


The solution shall enable users to generate a report containing types of beds and billing rates for a user specified ATC.

Required


The solution shall enable users to generate a Monthly Service Delivery Report Form - Crisis Services Programs (PAS-48NC) utilizing calculated fields and user entered information.


Required


The solution shall enable users to generate a Monthly Service Delivery Report Form - Programs Reporting Patient Days (PAS-48N Days) utilizing calculated fields and user entered information.


Required


The solution shall enable users to partially generate a Monthly Service Delivery Report Form - Part 820 Programs (PAS-48N) utilizing calculated fields and user entered information.


Required

784 Analytics and The solution shall enable users to generate a Waiting Example report and Required

Attachment 23 - 40










Desired

Response Code

Comments

Reporting List Applicant Data Report (PAS-51N). instructions are available at



The solution shall enable authorized users to extract de-identified patient information.

Required


The solution shall enable authorized users to generate a bed utilization report by unit or ATC.

Required


The solution shall enable authorized users to generate an intake show and no-show report by unit or ATC.

Required


The solution shall enable users to produce billing reports for a variety of data (e.g., by guarantor, insurance company, month, quarter, fiscal year).

Required


The solution shall enable users to generate a Patient Admission Form (PAS-44N) using DSM-5 and ICD-10 codes wherever possible.


Required


The solution shall enable users to generate a Financial Availability Report, that includes the following:

Number of approved days of care for the patients individually, and in aggregate, by insurance company

Number of outstanding claims not paid by individual, and in aggregate, by insurance company

Number of claims in appeal by individual, and in aggregate, by insurance company

Required


The solution shall enable users to generate a completed Patient Discharge Form (PAS-45N) using DSM-5 and ICD-10 codes wherever possible.

Example report and instructions are available at

Required

Attachment 23 - 41








Desired

Response Code

Comments



The solution shall enable users to generate a completed Element Transition Form (PAS-125).



Required


The solution shall enable users to generate a Child in Residence Report (PAS-91).



Required

385 n/a 2.5.2 Record Retention n/a

386 Record Retention The solution shall enable users to archive individual records and maintain them for a user-defined period.

Required

387 Record Retention The solution shall enable users to print selected portions of a patient record upon request.

Required

388 Record Retention The solution shall enable users to record and track an individual's record requests.

Required

389 Record Retention The solution shall enable users to extract archived files upon demand, by Year, Patient, or Provider.

Required

390 Record Retention The solution shall enable users to extract archived records based on date range, episode closure, or record closure.

Required

391 Record Retention The solution shall enable users to close patient episodes.

Required

392 Record Retention The solution shall enable users to note reasons for discharges through PAS-45N defined codes and descriptions.

PAS-45N is available at https://apps.oasas.ny.gov/

Required

393 Record Retention The solution shall provide role-based access to sections of a Patient Record.

Required

Attachment 23 - 42












Desired

Response Code

Comments

394 Record Retention The solution shall enable authorized users to lock all or portions of a Patient Record.

Required

447 Record Retention When record retention guidelines are not specified in this requirements traceability matrix, the solution shall retain records according to the NYS General Retention and Disposition Schedule for New York State Government Records requirements.

http://www.archives.nysed.gov/common/archives/files/mr_pub_genschedule.pdf

Required

Attachment 23 - 43






3. TECHNICAL REQUIREMENT TRACEABILITY MATRIXThis section defines the detailed EHR Technical Requirements. Table 2 contains the EHR Technical Requirements and contains the following columns:

Column 1, ID. Indicates a unique requirement identifier assigned by a Requirements Management tool. Column 2, Section. Indicates the requirement Section. The Section shall not be modified in a proposal. Column 3, Technical Requirement. The Technical Requirement shall not be modified in a proposal. Column 4, Notes. The Notes column shall not be modified in a proposal. Column 5, Required/Desired. Contains an indication of whether the requirement is Required or Desired. This column shall not be








Bidders are expected to provide an updated version of Attachment 23 containing the response code for each of the requirements in Table 2,Technical Requirement Traceability Matrix, as part of their proposal.

Attachment 23 - 44



Table 2, Technical Requirement Traceability MatrixID Section Technical Requirement Notes Require

d/Desired

Response Code

Comments

457 n/a 3.1 MEANINGFUL USE CRITERIA FOR ELECTRONIC HEALTH RECORDS

n/a

458 Meaningful Use The solution shall satisfy the Medicare and Medicaid Programs’ Electronic Health Record Incentive Program, Stage 1 Federal Meaningful Use rules.

Required

459 Meaningful Use The solution shall satisfy the Medicare and Medicaid Programs’ Electronic Health Record Incentive Program, Stage 2 Federal Meaningful Use rules.

Required

460 Meaningful Use No later than 12/31/2017, the solution shall satisfy the Medicare and Medicaid Programs’ Electronic Health Record Incentive Program, Stage 3 Federal Meaningful Use rules.

Required

461 Meaningful Use The solution shall satisfy the Federal Meaningful Use requirement for encrypting and decrypting electronic health information.

https://www.cms.gov/Regulations-and-Guidance/Legislation/EHRIncentivePrograms/downloads/Stage2_EPCore_9_ProtectElectronicHealthInfo.pdf

Required

462 Meaningful Use The solution shall satisfy the Federal Meaningful Use requirements for maintaining and generating audit logs.


Required

Attachment 23 - 45









ID Section Technical Requirement Notes Required/

Desired

Response Code

Comments

463 Meaningful Use The solution shall satisfy the Federal Meaningful Use requirements for end-user devices.


Required

464 Meaningful Use The solution shall satisfy the Federal Meaningful Use requirements enabling user-created audit reports for a specific time period and to sort data entries in the audit log.


Required

465 Meaningful Use The solution shall satisfy the Federal Meaningful Use requirements for recording disclosures made for treatment, payment and healthcare operations.


Required

466 n/a 3.2 SECURITY n/a

467 Security Any cloud-based solution components shall have attained a Federal Risk and Authorization Management Program (FedRAMP) Authorization To Operate (ATO) at a Federal Information Security Management Act (FISMA) Moderate level. at a minimum.

https://www.fedramp.gov/

Required

Attachment 23 - 46















Desired

Response Code

Comments

817 Security Any non-cloud-based solution components shall either comply with the Federal Information Security Management Act (FISMA) moderate level at a minimum (per National Institute of Standards and Technology (NIST) SP 800-53 rev 4) OR comply with the American Institute of Certified Public Accountants (AICPA) Statement on Standards for Attestation Engagements (SSAE) No. 16, Service Organization Control (SOC) 2 standard.

http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-53r4.pdf

Required

468 Security The solution shall comply with the Health Information Technology for Economic and Clinical Health (HITECH) Act.

http://www.healthit.gov/policy-researchers-implementers/health-it-legislation

Required

469 Security The solution shall meet or exceed federal substance use disorder confidentiality requirements of 42 CFR Part 2.

https://www.ecfr.gov/cgi-bin/text-idx?rgn=div5;node=42%3A1.0.1.1.2

Required

470 Security The solution shall comply with the authentication credentialing requirements as included in the U.S. Drug Enforcement Administration (DEA) Interim Final Rule, and applicable NYS authentication and identity assurances standards.

https://www.deadiversion.usdoj.gov/fed_regs/rules/2010/fr0331.htm and https://its.ny.gov/eiso/policies/security

Required

471 Security The solution shall require users to satisfy multi-factor authentication technology certified by the DEA, compliant with NIST 800-63 Authenticator Assurance Level 3, prior to accessing data.

Required

472 Security The solution shall comply with the NYS Enterprise Information Security Office, ITS Information Security Policies and Standards.

https://its.ny.gov/eiso/policies/security

Required

473 Security The solution shall leverage Security Assertion Markup Language (SAML) authentication to support integration with NYS authentication and authorization services.

Required

Attachment 23 - 47





https://www.deadiversion.usdoj.gov/fed_regs/rules/2010/fr0331.htm















Desired

Response Code

Comments

474 Security The solution shall enable authorized OASAS users to lock non-administrative access to system components in the event of a suspect incident or security breach.

Required

476 Security The solution shall provide a customizable User Access Management capability that enables authorized users to assign user access by role, region, and/or location.

Required

478 Security The solution shall ensure that audit logs are never altered.

Required

479 Security The solution shall store audit logs on a server separate from the system that generates the log.

Required

483 Security The solution shall provide the ability for all modules the end-user is authorized to use to be accessed through one sign-on into the system.

Required

487 Security The solution shall enable individuals and guardians to request to amend their record in the EHR in accordance with applicable HIPAA requirements and applicable Federal rules established by the Department of Health and Human Services.

Required

488 Security The solution shall enable users to document a provider's response to an individual's record amendment request in accordance with applicable HIPAA requirements and applicable Federal rules established by the Department of Health and Human Services.

Required

490 Security The solution shall comply with Federal HIPAA security standards.

Required

491 Security The solution shall comply with Federal HIPAA privacy standards.

Required

492 Security The solution shall comply with the Statewide Health Information Network for New York (SHIN-NY) Security and Privacy Policies.

https://www.health.ny.gov/technology/regulations/shin-ny/

Required

493 n/a 3.3 SYSTEM INTEROPERABILITY n/a

Attachment 23 - 48







Desired

Response Code

Comments

494 n/a 3.3.1 System Interoperability Standards and Functions

n/a

495 System Interoperability - Standards and Functions

The solution shall support Health-Level Seven (HL7) Primary Standards.

Required


The solution shall support HL7 Foundation Standards. Required


The solution shall support HL7 Clinical and Administrative Domains.

Required


The solution shall support HL7 EHR Profiles. Required


The solution shall support HL7 Rules and Reference Standards.

Required


The solution shall support ICD-9-CM diagnoses and coding.

Required


The solution shall support ICD-10 and ICD-10-CM diagnoses and coding.

Required


The solution shall support Diagnostic and Statistical Manual of Mental Disorders, Fifth Edition (DSM-5) codes.

Required

Attachment 23 - 49




Desired

Response Code

Comments


The solution shall support Diagnostic Related Groups (DRG) codes.

Required


The solution shall support Logical Observation Identifiers Names and Codes (LOINC) for laboratory and clinical results.

Required


The solution shall support Systematized Nomenclature of Medicine - Clinical Terms (SNOMED CT) (11 and 111).

Required


The solution shall support Health Common Procedure Coding System/Current Procedural Terminology (HCPCS/CPT) (4 and 5) codes.

Required


The solution shall support National Drug Codes (NDC).

Required


The solution shall support RXNorm Medications Standards.

Required


The solution shall support Ambulatory Patient Group (APG) billing codes.

Required


The solution shall provide automated code translation between:

DSM-5 and ICD-9 SNOMED-CT to ICD-10

Required

Attachment 23 - 50




Desired

Response Code

Comments


The solution shall provide Evaluation and Management (E&M) coding advice to providers based on provided documentation.

Required


The solution shall be compatible with Consent2Share. http://www.feisystems.com/what-we-do/health-it-application-development/consent2share/

Required

516 n/a 3.3.2 Interfaces n/a

518 System Interoperability - Interfaces

The solution shall enable users to send and receive faxes (for referrals, discharge summaries, etc.).

Required


The solution shall support industry accepted import/export web service and SFTP interface standards.

Required


The solution shall enable users to import or export Comma-Separated Value (CSV) formatted files.

Required

520 n/a 3.3.2.1 Managed Care Organizations (MCOs) n/a


The solution shall enable users to exchange an individual’s medical data with other Managed Care Organizations (MCOs).

Required

522 n/a 3.3.2.2 Regional Health Information Organizations (RHIO) or Qualified Entities

n/a


The solution shall enable users to exchange an individual’s medical data with other health providers via New York State’s Health Information Exchange, the Statewide Health Information Network for New York (SHIN-NY).

http://www.health.ny.gov/technology/technical_infrastructure.htm

Required

Attachment 23 - 51




http://www.feisystems.com/what-we-do/health-it-application-development/consent2share/






Desired

Response Code

Comments


The solution shall enable users to connect to and download medication history from Regional Health Information Organizations (RHIOs).

Required

650 n/a 3.3.2.3 Client Data System (CDS) n/a


The solution shall validate admission and discharge data upon completion of the information and prior to submitting data to the CDS.

Refer to Batch Process File Specification located at https://apps.oasas.ny.gov/

Required


The solution shall enable users to resolve admission and discharge data errors received from the CDS.


Required


The solution shall enable users to provide an indication to the CDS of verified valid EHR data that the CDS has flagged as invalid.


Required


The solution shall transmit completed Client Admission Forms (PAS-44N) in batch mode to the CDS.


Required


The solution shall transmit completed Patient Discharge Forms (PAS-45N) in batch mode to the CDS.


Required

825 n/a 3.3.2.4 Secure Messaging n/a


The solution shall provide users the ability to send secure messages/alerts to other authorized users of the system, as allowed by 42 CFR Part 2 and HIPAA.

Required

Attachment 23 - 52














Desired

Response Code

Comments


The solution secure messaging capability shall interact with external providers and organizations, including primary care, behavioral health, social services, health homes and payer plans, as allowed by 42 CFR Part 2 and HIPAA.

Required


The solution secure messaging capability shall support the exchange of patient clinical data, including Consolidated-Clinical Document Architectures (C-CDAs), clinical assessments, and progress notes, as allowed by 42 CFR Part 2 and HIPAA.

Required


The solution direct messaging capability shall support National Health Information Network (NHIN) Direct Messaging, as a minimum, in adherence with Federal and State privacy policy standards, as allowed by 42 CFR Part 2 and HIPAA.

Required

525 n/a 3.3.3 Usability n/a

526 System Interoperability - Usability

The solution shall conform to the New York State Accessibility Standards.

https://executiveorder38.ny.gov/sites/default/files/NYS-P08-005.pdf

Required

529 System Interoperability – Usability

The solution shall enable authorized users to grant or remove user access in response to OASAS needs.

Required


The solution shall track (date/time) when a user was granted access, when user access was modified, or when user access was revoked.

Required


The solution shall enable users to "attach" documents (PDFs, Documents, Spreadsheets, Images, etc.) to an individual's record. The ability to attach documents may not replace the functionality of the EHR. The EHR is expected to automate health and care coordination to the extent possible; therefore, documents should be appended to the record only when necessary.

Required

Attachment 23 - 53




Desired

Response Code

Comments


The solution shall enable users to search attachments containing narrative.

Required


The solution shall enable users to store attachments in user-defined document management categories/groups for ease of access.

Required


The solution shall enable authorized users to define document management categories/groups.

Required


The solution shall require users to provide e-signatures on forms when necessary and according to billing rules.

Required


The solution e-signature capability shall comply with HIPAA, HITECH, Meaningful Use standards, CMS requirements, and the NYS Electronic Signatures and Records Act (ESRA) Regulation.

https://its.ny.gov/Policy/ESRARegs

Required


The solution shall provide users a "Contact Us" link so they can message/email OASAS "Super Users" with any technical questions or concerns.

Required


The solution shall interface with OASAS-provided scanners.

Required


The solution shall provide an Optical Character Recognition (OCR) capability.

Required


The solution shall provide a scanned document indexing capability.

Required


The solution shall interface with OASAS-provided signature pads.

Required

Attachment 23 - 54






Desired

Response Code

Comments


The solution shall provide users with information in the following languages: English, Haitian-Creole, Italian, Korean, Russian, Spanish, and Traditional Chinese.

http://www.governor.ny.gov/news/no-26-statewide-language-access-policy

Required

543 n/a 3.3.4 Workflows and Alerts n/a

544 System Interoperability - Workflow

The solution shall enable authorized users to define and customize workflow processes and work queues.

Required


The solution shall assist users with completing pre-defined work steps.

Required


The solution shall enable users to view all chart activity for a patient since they last worked on the chart.

Required


The solution shall enable multiple users to simultaneously/concurrently view an individual’s record.

Required


The solution shall enable users to simultaneously/concurrently view multiple individuals’ records.

Required


The solution shall provide a workflow capability that includes an inbox for users.

Required


The solution shall enable users to assign a priority to messages/alerts (High Importance, Low Importance, etc.).

Required


The solution shall enable users to create personal to-do lists based on their job roles.

Required


The solution shall enable users to schedule an individual's appointment time.

Required

553 n/a 3.3.5 Reporting n/a

Attachment 23 - 55







Desired

Response Code

Comments

554 System Interoperability - Reporting

The solution shall provide a dashboard capability that provides functionality at multiple user levels.

Required


The solution shall enable users to save forms or screens to PDF files.

Required


The solution shall enable users to generate ad hoc reports.

Required


The solution shall enable users to store user-defined report specifications in a central report repository.

Required


The solution shall enable users to select data fields on which they want to report/query.

Required


The solution shall enable users to export query results to the following file formats: Microsoft Word, Microsoft Excel, and Text.

Required


The solution print capability shall provide page-formatting features.

Required


The solution print capability shall enable users to perform a minimum of two (2) levels of sorting in ascending and descending order.

Required


The solution print capability shall enable users to include the following in report page headers: report title, time run, date run and page numbers.

Required


The solution shall enable users to direct reports to a user-selected printer.

Required


The solution shall enable users to preview reports. Required

Attachment 23 - 56




Desired

Response Code

Comments


The solution shall enable users to "print what you see" from the web browser.

Required


The solution shall enable users to print the entire health record for an individual.

Required

567 n/a 3.3.6 Data Entry and Editing n/a

568 System Interoperability - Data Entry

The solution shall provide users with word processing capabilities when editing text fields.

Required


The solution shall provide spell check functionality in text fields.

Required


Once data is entered into the solution, the solution shall populate the data in and across all modules to reduce the need for duplicate data entry. Data fields that carry over to multiple templates, forms, or screens should only be changed on the originating source document or form as applicable.

Required


The solution shall detect missing required data on forms and alert the user.

Required


The solution shall enable users to correct errors while retaining information about the correction(s).

Required


The solution shall enable users to disable copy and paste functionality.

Required


The solution shall enable users to create and save draft documents.

Required


The solution shall provide a document management functionality that enables users to manage the creation, storage/retention, and control of documents.

Required

Attachment 23 - 57




Desired

Response Code

Comments


The solution shall enable authorized users to remove a document from an individual’s record if the document was erroneously attached to the record.

Required


The solution shall enable users to query text included in image files.

Required


The solution shall provide speech recognition capability that converts oral language to written text form that can be saved, accessed and reviewed, edited, emailed, or transmitted with command and control features.

Required


The solution shall have the ability to capture dictation on a mobile device in an online or offline mode.

Required


The solution shall have an option to dictate while navigating through an individual record.

Required


The solution shall have a dictation management system with intelligent routing and tracking of the status of each dictation job.

Required


The solution shall record the user name, date, and time for any changes to any record within the solution.

Required

582 n/a 3.3.7 General System Technology n/a

583 System Interoperability - General

The solution shall enable users to customize screen layout and views based on user preferences.

Required


The solution shall enable authorized users to track training modules completed for each user.

Required


The solution shall provide an online tutorial and/or help documentation on how to access and use the solution.

Required

Attachment 23 - 58




Desired

Response Code

Comments


The solution shall enable authorized users to maintain users.

Required


The solution shall provide an offline function (functions on a PC/device during an internet outage with subsequent uploading of data) that enables users to complete whatever forms they are filling out and provides the capability to save it locally in their PC/device and subsequently upload and synchronize the information to the EHR once internet connectivity is restored.

Infrastructure for internet and network is a NYS responsibility

Required

587 n/a 3.4 SYSTEM PERFORMANCE AND RELIABILITY

n/a

588 System Performance and Reliability

The solution shall support a minimum of 200 concurrent users.

Required


The solution e-Prescribe capability shall allow for a minimum of 200 concurrent users.

Required


The solution shall be available to end users 24 hours per day, 7 days per week and 365 days per year.

Required


The solution shall achieve a system availability uptime of 99.7 percent 24 x 7 x 365 for service other than downtime for scheduled maintenance.

Required


The solution downtime shall not exceed four hours within a 24-hour period.

Required

Attachment 23 - 59



4. SERVICE REQUIREMENTS VERIFICATION MATRIXThe OASAS EHR RFP identifies the RFP Service Requirements. Table 3 provides the Service Requirements and contains the following columns:

Column 1, ID. Indicates a unique requirement identifier assigned by a Requirements Management tool. Column 2, Section. Indicates the requirement Section. The Section shall not be modified in a proposal. Column 3, Service Requirement. The Service Requirement shall not be modified in a proposal. Column 4, Notes. The Notes column shall not be modified in a proposal. Column 5, Required/Desired. Contains an indication of whether the requirement is Required or Desired. This column shall not be

modified in a proposal. Column 6, Bidder Acknowledgement (Y/N). This column should be updated for each requirement to indicate that the Bidder

acknowledges the requirement will need to be satisfied while under contract. Column 7, Comments. This column may include clarifying comments.

Bidders are expected to provide an updated version of Attachment 23 as part of their proposal indicating acknowledgement they will need to satisfy each service requirement stated in Table 3, Service Requirement Verification Matrix, when they are under contract.

Table 3, Service Requirement Verification MatrixID Section Service Requirement Notes Require

d/Desired

Acknowledgement

Comments

661 n/a 4.1 PROJECT INITIATION AND PLANNING

n/a

662 Project Initiation and Planning

The Contractor shall provide an initial Startup Schedule.

Required


The Contractor shall provide a Project Implementation Plan.

Required


The Contractor shall provide a Detailed Project Schedule.

Required


The Contractor shall provide a Weekly Status Report Format.

Required

Attachment 23 - 60



ID Section Service Requirement Notes Required/

Desired

Acknowledgement

Comments


The Contractor shall provide a Project Management Plan, including the following:

Detailed Microsoft Project Plan and Schedule

Communication Plan Risk Management Plan Issue Management Plan Action Item Management Plan Requirements Management Plan Requirement Traceability Matrix

(RTM) Change Management Plan Quality Management Plan Staffing Plan

Required


The Contractor shall provide security-related documentation and artifacts as requested.

Required


The Contractor shall obtain approval from OASAS on the Project Management Plan prior to the consultant starting any work.

Required

669 n/a 4.2 ANALYSIS n/a

670 Analysis The Contractor shall provide a gap analysis of the desired EHR functionality to the existing COTS capabilities.

Required

671 n/a 4.3 SOLUTION DESIGN AND DEVELOPMENT

n/a

Attachment 23 - 61




Desired

Acknowledgement

Comments

672 Solution Design and Development

The Contractor shall provide a Design Specification Document that includes the following:

Specifications on the implementation of each requirement

Screen changes/mockups User stories or use cases Functional and non-functional

requirements changes Data dictionary changes Security impacts/changes Analysis of any effects that changes

could have on other areas of the EHR or other related systems, including how the change may affect staff workload, resources, or efficiency

Required


The Contractor shall obtain approval from OASAS on the Design Specification Document prior to the consultant starting any work.

Required


The Contractor shall provide a Technical Specification Document that includes the following:

End user devices and requirements Connectivity requirements Data flow diagram End-to-end interface configurations Transport mechanisms and protocols Network system configuration

(including recommended bandwidth requirements)

System performance capacities

Required


The Contractor shall provide a Site and System Security Plan.

Required

Attachment 23 - 62




Desired

Acknowledgement

Comments


The Contractor shall provide an Information Security Plan that follows the NYS Secure Systems Development Lifecycle (SSDLC). The SSDLC defines security requirements and tasks that must be considered and addressed within every system, project, or application that is created or updated to address a business need. The SSDLC is used to ensure that security is adequately considered and built into each phase of every system development lifecycle (SDLC).

https://its.ny.gov/secure-system-development-life-cycle-standard

Required

678 n/a 4.4 DATA CONVERSION n/a

679 Data Conversion The Contractor shall provide a Data Migration Plan that defines and maps the data to be migrated.

Required

680 Data Conversion The Contractor shall obtain OASAS and ITS sign-off on the Data Migration Plan prior to the consultant starting any data migration efforts.

Required

849 Data Conversion The Contractor shall perform data migration testing prior to the final migration of patient data.

Required

681 Data Conversion The Contractor shall migrate OASAS data as defined in the Data Migration Plan.

Required

682 Data Conversion The Contractor shall provide Data Migration Reports (Test Results and Exception Reports).

Required

683 Data Conversion The Contractor shall provide a Data Mapping of the source data locations and the destination data locations.

Required

684 Data Conversion The Contractor shall provide a Data Dictionary. Required

844 Data Conversion The Contractor shall perform data gap analysis, data cleansing, and provide recommendations for resolution of the data gaps, where applicable.

Required

685 n/a 4.5 TEST AND IMPLEMENTATION

n/a

Attachment 23 - 63







Desired

Acknowledgement

Comments

686 Test and Implementation

OASAS and ITS sign-off on the Implementation Plan shall be obtained prior to the Contractor starting any implementation efforts.

Required


The Contractor shall maintain multiple simultaneous separate application instances (i.e. development, test, quality assurance, production, and training).

Required


The Contractor shall successfully demonstrate that full system testing has been performed before changes are moved to production.

Required


The Contractor shall provide a Test Strategy. Required


The Contractor shall provide a Test Plan. Required


The Contractor shall provide Test Cases. Required


The Contractor shall provide Test Scripts. Required


The Contractor shall provide Test Results. Required


The Contractor shall provide a Bug Fix/Remediation plan.

Required


The Contractor shall provide updated Test Cases for Pilot Testing.

Required


The Contractor shall provide updated Test Scripts for Pilot Testing.

Required


The Contractor shall provide updated Test Results for Pilot Testing.

Required


The Contractor shall provide a Release Management Plan for Pilot Testing that follows the Information Technology Infrastructure Library (ITIL) Release Management processes.

Required

Attachment 23 - 64




Desired

Acknowledgement

Comments


The Contractor shall provide a Release Management Plan for Full Rollout for Statewide Implementation that follows the Information Technology Infrastructure Library (ITIL) Release Management processes.

Required


The Contractor shall perform solution upgrades through an established version control process.

Required


The Contractor shall provide staff onsite at OASAS throughout the User Acceptance Test (UAT).

Required

706 n/a 4.6 TRAINING n/a

707 Training The Contractor shall provide a Training Plan. Required

708 Training The Contractor shall provide a Training Schedule. Required

709 Training The Contractor shall provide Training Materials for class-room based training.

Required

710 Training The Training Plan shall address Pilot Testing. Required

711 Training The Training Plan shall address Full Rollout for Statewide Implementation.

Required

712 Training The Contractor shall provide online self-service tutorials for all training types.

Required

713 Training The online training modules shall be customized to address system customizations made to the solution for OASAS.

Required

714 Training The Contractor shall provide class-room based end-user training using a 'train the trainer' approach for up to thirty-six (36) OASAS staff trainers.

Required

804 Training The OASAS staff trainers shall be trained at three locations across the state (Rochester, Albany and New York City).

Required

805 Training The Contractor shall provide class-room based on-site administrator training for approximately six (6) OASAS staff.

Required

Attachment 23 - 65




Desired

Acknowledgement

Comments

806 Training The administrator training shall be conducted in Albany, New York.

Required

807 Training The Contractor shall provide annual class-room based “train the trainer” refresher training for approximately three (3) OASAS staff.

Required

808 Training The Contractor shall provide annual class-room based administrator refresher training shall be conducted for approximately one (1) OASAS staff.

Required

828 Training The refresher trainings shall typically be conducted in Albany, New York but the potential exists for these trainings to be conducted remotely.

Required

837 Training The Contractor shall provide web conference training for makeup sessions, refresher sessions, added functionality, solution updates, and new employee training, when necessary.

Required

720 Training The Contractor shall update training materials for any solution upgrades implemented through the version control process.

Required

721 n/a 4.7 CHANGE MANAGEMENT n/a

722 Change Management

The Contractor shall provide Change Requests for any changes.

Required

723 n/a 4.8 ONGOING SERVICES n/a

Attachment 23 - 66




Desired

Acknowledgement

Comments

724 Ongoing Services The Contractor shall provide Monthly Operational Status Reports detailing the operation of the EHR solution, including:

Detailed audit trails Lists of problems Results and actions taken to rectify

any errors or problems detected Contractor’s staff activities and time

expended Future action steps and potential

problems or issues and steps necessary to overcome and resolve any potential problems or issues

Maintenance/enhancement projects report

Required

741 Ongoing Services The Contractor shall update the solution annually to incorporate any applicable CARF changes.

Required

725 Ongoing Services The Contractor shall export all data from the EHR to an OASAS-selected format upon the end of the contract.

Required

726 Ongoing Services The Contractor shall destroy all data in the EHR solution only when directed by OASAS.

Required

700 Ongoing Services The Contractor-provided 2nd and 3rd Level Help Desk shall respond to calls within 15 minutes.

Refer to RFP Section 3.4.8.1 Technical Support and Help Desk Services

Required

701 Ongoing Services The Contractor-provided 2nd and 3rd Level Help Desk shall respond to calls 24x7x365.


Required

717 Ongoing Services The Contractor shall provide 24-hour 2nd and 3rd Level Help Desk support for technical problems.


Required

Attachment 23 - 67




Desired

Acknowledgement

Comments

718 Ongoing Services The Contractor shall provide 24-hour 2nd and 3rd Level technical support via the web.


Required

719 Ongoing Services The Contractor shall provide 2nd and 3rd Level e-mail technical support.


Required

727 n/a 4.9 SECURITY SERVICES n/a

728 Security Services The Contractor shall fully cooperate with OASAS, ITS and OASAS-contracted vendors to complete a vulnerability assessment.

Required

729 Security Services The Contractor shall be expected to subcontract with an industry-recognized security firm (agreeable to OASAS/ITS) to subject the solution (and the environment in which it is maintained and operated) to an independent third-party assessment to verify that it achieves either FISMA Moderate level or SOC II.

Required

730 Security Services The Contractor shall provide notification to NYS within two hours of any suspected breach of security involving an individual’s personal or health information.

https://its.ny.gov/eiso/breach-notification

Required

731 Security Services The Contractor shall fully comply with all current and future updates of the security procedures of OASAS, as well as with all applicable State and Federal requirements, in performance of this contract.

Required

733 Security Services The Contractor shall comply with Federal HIPAA security standards.

Required

734 Security Services The Contractor shall comply with Federal HIPAA privacy standards.

Required

Attachment 23 - 68






Desired

Acknowledgement

Comments

735 Security Services The Contractor shall comply with the NYS Enterprise Information Security Office, ITS Information Security Policies and Standards.


Required

737 Security Services The Contractor shall comply with the Health Information Technology for Economic and Clinical Health (HITECH) Act.


Required

739 Security Services The Contractor shall schedule annual third-party security assessments that address the EHR security solution and consultant services according to the following:

NYS ITS Security Policies and Standards

HIPAA HITECH FedRAMP

Required

703 Security Services The Contractor shall provide backup and recovery routines for both programs and data.

Required

705 Security Services The Contractor shall provide an off-site disaster-recovery location.

Required

Attachment 23 - 69








5. OPTIONAL REQUIREMENT TRACEABILITY MATRIX Column 1, ID. Indicates a unique requirement identifier assigned by a Requirements Management tool. Column 2, Section. Indicates the requirement Section. The Section shall not be modified in a proposal. Column 3, Optional Requirement. The Optional Requirement shall not be modified in a proposal. Column 4, Notes. The Notes column shall not be modified in a proposal. Column 5, Required/Desired. Contains an indication of whether the requirement is Required or Desired. This column shall not be








Bidders are expected to provide an updated version of Attachment 23 containing the response code for each of the requirements in Table 4,Optional Requirement Traceability Matrix, as part of their proposal.

Table 4, Optional Requirement Traceability MatrixID Section Optional Requirement Notes Require

d/Desired

Response Code

Comments

435 n/a 5.1 TELEMEDICINE n/a

436 Telemedicine The solution’s telemedicine capability shall meet the standards set forth under HIPAA and HITECH policies.

Desired

437 Telemedicine The solution’s telemedicine capability shall meet OASAS guidelines on the practice of telemedicine.

OASAS Telemedicine guidelines are being

Desired

Attachment 23 - 70



ID Section Optional Requirement Notes Required/

Desired

Response Code

Comments

developed and will be provided to the selected Bidder.

438 Telemedicine The solution’s telemedicine capability shall meet the requirements defined by the American Telemedicine Association (ATA).

http://hub.americantelemed.org/home

Desired

439 Telemedicine The solution’s telemedicine capability shall enable practitioners to connect with individuals via a secure audio and video session.

Desired

440 Telemedicine The solution’s telemedicine capability shall enable practitioners to document any services, including service codes, provided to an individual in the EHR.

Desired

441 Telemedicine The solution’s telemedicine capability shall record the following data for each session:

Start time End time Date Location where the individual (spoke

site) attended the session Location where the practitioner (hub

site) attended the session How the session was ended (hub site,

spoke site, connection loss, other)

Desired

442 Telemedicine The solution’s telemedicine capability shall restrict users from sharing session information via any form of social media.

Desired

443 Telemedicine The solution’s telemedicine capability shall enable providers to bill for services provided.

Desired

444 Telemedicine The solution’s telemedicine capability shall enable users to choose to record or not record sessions.

Desired

445 Telemedicine The solution’s telemedicine capability shall enable users to manage sessions.

Desired

Attachment 23 - 71






ID Section Optional Requirement Notes Required/

Desired

Response Code

Comments

446 Telemedicine The solution’s telemedicine capability shall enable users to monitor sessions.

Desired

838 n/a 5.2 1ST LEVEL HELP DESK SUPPORT

n/a

839 1st Level Help Desk Support

The Contractor -provided 1st Level Help Desk shall respond to calls within 15 minutes.


Desired


The Contractor-provided 1st Level Help Desk shall respond to calls 24x7x365.


Desired


The Contractor shall provide 24-hour 1st Level Help Desk support for technical problems.


Desired


The Contractor shall provide 24-hour 1st Level technical support via the web.


Desired


The Contractor shall provide 1st Level e-mail technical support.


Desired

Attachment 23 - 72