Request for Proposal Request for Proposal forfor

Electronic Medical Record Electronic Medical Record Software Software for the for the

City of BirminghamCity of Birmingham

Group 3 MembersGroup 3 MembersLaTanja Batain, Melanie Hallman, Donna Maxwell, LaTanja Batain, Melanie Hallman, Donna Maxwell,

D’Ann Somerall and LaTonya WilliamsD’Ann Somerall and LaTonya Williams

GoalGoal

To develop a request for proposal To develop a request for proposal for a Electronic Medical Record for a Electronic Medical Record software system for the City of software system for the City of Birmingham Occupational Health Birmingham Occupational Health Clinic located in Birmingham, AL.Clinic located in Birmingham, AL.

Who do we provide care? Who do we provide care?

Stand alone clinic established in Stand alone clinic established in 1998 to serve the work related 1998 to serve the work related health needs of employees of the health needs of employees of the City of BirminghamCity of Birmingham

Located on the University of Located on the University of Alabama at Birmingham (UAB) Alabama at Birmingham (UAB) campuscampus

City of BirminghamCity of Birmingham

Employs 4500 year round Employs 4500 year round employees with 500 additional employees with 500 additional employees during the spring and employees during the spring and summer monthssummer months

Clinic serves a total of 32 Clinic serves a total of 32 individual municipal departments individual municipal departments including police, fire and public including police, fire and public worksworks

Services RenderedServices Rendered

Approximately 6000 pt visits per yearApproximately 6000 pt visits per year 700 pre-placement exams, 800 700 pre-placement exams, 800

individual immunizations, 1200 TB skin individual immunizations, 1200 TB skin tests, random drug screening program, tests, random drug screening program, fitness for duty examsfitness for duty exams

Occupational injuries are the most Occupational injuries are the most common patient population seencommon patient population seen

Approximately 300 referrals to medical Approximately 300 referrals to medical specialist per yearspecialist per year

Clinic StaffClinic Staff

Seven Full-time employees with three part-Seven Full-time employees with three part-time employeestime employees

Office AssistantOffice Assistant Office Services SpecialistOffice Services Specialist Program managerProgram manager Medical AssistantMedical Assistant RN Case ManagerRN Case Manager Two Full Time Nurse Practitioners – sees 2/3 Two Full Time Nurse Practitioners – sees 2/3

of ptsof pts

What’s in use now?What’s in use now?

Dell 4600 ServerDell 4600 Server Software package utilizes Occupational Software package utilizes Occupational

Health ManagerHealth Manager Present system purchased 7 years ago Present system purchased 7 years ago

and THERE HAVE BEEN NO UPDATESand THERE HAVE BEEN NO UPDATES Connected to Lab Corp for lab resultsConnected to Lab Corp for lab results Utilizes Windows XP with older and Utilizes Windows XP with older and

some new PC’s with connected printer some new PC’s with connected printer capabilitiescapabilities

Why a new software Why a new software system?system?

Present system is antiquatedPresent system is antiquated A need to be able to grow with A need to be able to grow with

expanded employee populationexpanded employee population A need to be able to interface A need to be able to interface

with other providerswith other providers

What are the needs of the What are the needs of the new software system?new software system?

Need flexibility in meeting changing Need flexibility in meeting changing needs and volumes of dataneeds and volumes of data

Must be able to have Open Database Must be able to have Open Database ConnectivityConnectivity

Must have user customizable report Must have user customizable report writing abilitywriting ability

Must have user security and have the Must have user security and have the ability to have the system monitored ability to have the system monitored by administratorby administrator

Continued needs….Continued needs….

Component must be table driven to Component must be table driven to minimize multiple methods of entry and minimize multiple methods of entry and for ease of reportingfor ease of reporting

Applications must utilize drop down Applications must utilize drop down function for documentation for ease of function for documentation for ease of useuse

Must have the capability to provide Must have the capability to provide validation of data at the time of entry as validation of data at the time of entry as well as editing and correctionwell as editing and correction

Must interface with Microsoft Office 2007Must interface with Microsoft Office 2007

…….and finally!.and finally!

System must have ability to scale up System must have ability to scale up numbers of patient data input due to numbers of patient data input due to seasonal illnesses.seasonal illnesses.

Must have capability to grow to projected Must have capability to grow to projected number of employee visits over the next number of employee visits over the next five years to 8000 patient visitsfive years to 8000 patient visits

Must have capability to serve as a Must have capability to serve as a backup site as part of the disaster backup site as part of the disaster recovery planning efforts.recovery planning efforts.

The Specifics of the SystemThe Specifics of the System

System must function to provide direct data System must function to provide direct data entry by the clinicians and staff as follows:entry by the clinicians and staff as follows:– Must have ability to produce progress notes, Must have ability to produce progress notes,

treatment orders and treatment planstreatment orders and treatment plans– Must have ability to input periodic review of medical Must have ability to input periodic review of medical

progress, write SOAP notes, access physical and progress, write SOAP notes, access physical and occupational therapy orders, treatment and occupational therapy orders, treatment and medication orders, D/C summary, laboratory data, medication orders, D/C summary, laboratory data, RN case manager initial assessment, group notes RN case manager initial assessment, group notes

– NP Director of Nursing must be able to input QI NP Director of Nursing must be able to input QI reports reports

– System must have the ability to scan documents for System must have the ability to scan documents for 3-5 previous years while maintaining and observing 3-5 previous years while maintaining and observing compliance with HIPPA, federal and state rules and compliance with HIPPA, federal and state rules and regulations.regulations.

Vendor’s Insurance Vendor’s Insurance RequirementsRequirements

Workers Compensation InsuranceWorkers Compensation Insurance General liability, professional General liability, professional

liability and property damage liability and property damage insurance; covering vendor and insurance; covering vendor and any subcontractorany subcontractor

Vendor must furnish Certificate of Vendor must furnish Certificate of Insurance prior to any work Insurance prior to any work commencing.commencing.

Costs and FinancingCosts and Financing

COBOHC has approved $35,000 for the basic system.COBOHC has approved $35,000 for the basic system. COB contract department will apply to the COB contract department will apply to the

Department of Health and Human Services for funds Department of Health and Human Services for funds to purchase softwareto purchase software

A low interest rate loan of 3% will be provided by the A low interest rate loan of 3% will be provided by the COB for upfront monies if DHHS funds are not COB for upfront monies if DHHS funds are not available at time of purchaseavailable at time of purchase

At time of signing of contract 50% of full contract will At time of signing of contract 50% of full contract will be paid to the vendor with 25% paid at time of pilot be paid to the vendor with 25% paid at time of pilot testing and final 25% will be paid when installation, testing and final 25% will be paid when installation, pilot testing and system is functionally at 100%.pilot testing and system is functionally at 100%.

Vendor ResponsesVendor ResponsesThese responses tell about the heart of the vendorThese responses tell about the heart of the vendor

Vendor must describe overview of company including, Vendor must describe overview of company including, but not limited to, years in business, number of but not limited to, years in business, number of employee’s, nature of business and description of employee’s, nature of business and description of clients.clients.

Provide a brief description of the evolution of the EMR Provide a brief description of the evolution of the EMR system software. system software.

Detail any industry awards or recognition.Detail any industry awards or recognition. Indicate the total number of installations in the past Indicate the total number of installations in the past

three years.three years. Summary of the company’s short term and long term Summary of the company’s short term and long term

goals and strategic vision.goals and strategic vision. Vendor must indicate proposed schedule for installing Vendor must indicate proposed schedule for installing

and implementing the systemand implementing the system

So how will COBOHC So how will COBOHC choose the vendor?choose the vendor?

Submission of completed proposal by April 29, Submission of completed proposal by April 29, 20112011

Contractor may request vendor fair to experience Contractor may request vendor fair to experience more comprehensive system evaluation and more comprehensive system evaluation and functionality of the systemfunctionality of the system

Contractor may request an official site visit with Contractor may request an official site visit with one or more of the vendor’s customers to one or more of the vendor’s customers to evaluate the system during active useevaluate the system during active use

Process of determining the vendor is estimated to Process of determining the vendor is estimated to take three to six monthstake three to six months

Once contract signed by chosen vendor start date Once contract signed by chosen vendor start date will be proposed.will be proposed.

Criteria for EvaluationCriteria for Evaluation

Eval Criteria and Weighting Factors Points Percent

Introduction 5 5%

System Requirement 15 15%

Management Plan 15 15%

Implementation, support and security 10 10%

Cost Proposal 55 55%

Total 100 100%

Vendor Support for Training Vendor Support for Training

Vendor will train two designated Superuser’s from the Vendor will train two designated Superuser’s from the COBOHC staff prior to remainder of staffCOBOHC staff prior to remainder of staff

Training materials must be developed with the end Training materials must be developed with the end user in mind; copies must be provided for each user in mind; copies must be provided for each employeeemployee

Vendor will provide user manual, desktop guide, on-Vendor will provide user manual, desktop guide, on-line/phone/in-person assistance.line/phone/in-person assistance.

Vendor must be present on-site for the first seven Vendor must be present on-site for the first seven days of the “live” implementationdays of the “live” implementation

Vendor will be conducted in a team manner based on Vendor will be conducted in a team manner based on employee self assessmentemployee self assessment

Each employee will receive a certificate of completion Each employee will receive a certificate of completion at the end of training.at the end of training.

TestingTesting

Installation – 10-12 weeks prior to full roll-outInstallation – 10-12 weeks prior to full roll-out– System will be installed and onsite support available; System will be installed and onsite support available;

errors found in the system will be fixed and software errors found in the system will be fixed and software updated as neededupdated as needed

Pilot Test – six weeks prior to roll-outPilot Test – six weeks prior to roll-out– Pilot test for 10 working daysPilot test for 10 working days– Pilot user training, support, define performance and Pilot user training, support, define performance and

guidelines for problem resolution, monitor performance guidelines for problem resolution, monitor performance and ID problems and evaluate performance and reliability and ID problems and evaluate performance and reliability of systemof system

ImplementationImplementation– Implementation manager (IM) will deploy new EMR fullyImplementation manager (IM) will deploy new EMR fully– IM must be onsite for first two weeks of EMR implementationIM must be onsite for first two weeks of EMR implementation

Customer SupportCustomer Support

Vendor must indicate 24 hours prior to Vendor must indicate 24 hours prior to downtime for upgrading and downtime for upgrading and maintenance servicesmaintenance services

Vendor must provide immediate Vendor must provide immediate support for by phone, internet or in support for by phone, internet or in person 24 hours per dayperson 24 hours per day

Thank youThank you

If you have questions please feel If you have questions please feel free to email D’Ann Somerall in free to email D’Ann Somerall in class email. class email.

She will respond promptly. She will respond promptly.