REQUEST FOR PROPOSALS ELECTRONIC MEDICAL RECORDS SYSTEM
ROWAN COUNTY 130 West Innes Street Salisbury, NC 28144 704-216-8174
[email protected] Date Issued: Monday, November 24, 2014
Date Due: Tuesday, December 16, 2014 at 2:00 pm EST Administered by: David Sifford, Purchasing Agent
Electronic Medical Records System
Rowan County
Request for Proposal Background and Scope A.
General Information: This is a Request for Proposal (RFP) for the implementation of a new electronic medical health records system at the Rowan County Health Department. The process will entail delivery, installation, configuration and training in the use of electronic medical records and practice management software. In addition, converting existing medical records, data sharing with the State of North Carolina, public health disease management, and billing methods are required.
B.
General Conditions: This RFP is not an offer to contract. Acceptance of a proposal neither commits the County to award a contract to any contractor, even if all requirements stated in this RFP are satisfied, nor limits our right to negotiate in our best interest. We reserve the right to contract with a vendor for reasons other than lowest price. Please note: Price will not be the only factor considered when selecting a vendor. Rowan County is seeking the proposal with the best overall value to the County.
C.
Reservations: Rowan County reserves the right, at any time and for any reason, to cancel this RFP or any portion thereof, to reject all proposals or accept an alternate proposal. The County also reserves the right to waive any immaterial defect in the proposal. The proposal shall be good for a period of sixty (60) days from the opening of the proposal. The County may seek clarification of the proposal at any time and any delayed response could be a cause for proposal rejection. The County may require submission of the best and final proposals.
D.
Incurred Costs: Rowan County will not be liable for any costs incurred by respondents in replying to this RFP.
E.
Award: Award shall be made by Rowan County to the proposal that is determined to be the most advantageous to Rowan County.
G.
Assignment: The proposal respondent may not reassign any award made, as a result of this RFP, without prior written consent of Rowan County. Electronic Medical Records System 2
Electronic Medical Records System
H.
Evaluation Criteria: Proposals will be reviewed and a contractor will be selected based on the following criteria (listed in no particular order):
I.
Proposed Cost Proposed Solution Qualifications Customer Service Compliance With Requirements
Proposal instructions and time frames: Respondents are to submit sealed proposals, which will be evaluated by Rowan County to determine the completeness of the proposal. The sealed proposal must be clearly labeled on the outside of the envelope or package “Electronic Medical Record Proposal” in order to be considered. Submit one marked original and two (2) complete copies of the proposal.
Submission Location:
Rowan County Finance Department Attn: David Sifford, Purchasing Agent 130 West Innes Street, Suite 110-120 Salisbury, NC 28144
Submission Deadline:
Tuesday, December 16, 2014 at 2:00pm EST
Contact/Questions:
David Sifford, Purchasing Agent Rowan County Finance Department 130 W. Innes St., Salisbury, NC 28144 704-216-8174
[email protected]
*Note: Bidders must contact David Sifford to indicate that they will be offering a proposal in order to receive addendum and/or changes to the RFP. No contact with any Rowan County employee is allowed during this process without first submitting the written question/inquiry to David Sifford. J.
Scope: Rowan County is seeking proposals from qualified vendors to implement a new electronic medical health records system at the Rowan County Health Department. The process will entail delivery, installation, configuration and training in the use of electronic medical records and practice management software. In addition, converting existing medical records, data sharing with the State of North Carolina, public health disease management, and billing methods are required. Electronic Medical Records System 3
Electronic Medical Records System
Vendors should present detailed proposals in response to this RFP, including any alternatives believed to enhance the functionality of the system. Prices of all software and hardware being proposed shall be included. Vendors are encouraged to provide separate pricing for any optional components. The selected vendor will be expected to provide all software, hardware, labor and training to implement the electronic medical records and practice management software. K.
Project Timetable Request for Proposal Proposals Due Anticipated Award of Bid
L.
11/24/2014 12/16/2014 2:00pm 1/5/2015
Proposal Contents / Format: The following sections/information will be considered integral to this solicitation. As such, please address each accordingly: • • •
M.
Company Profile / Background / Experience Proposed Solution Overview Proposed pricing (include detailed pricing schedule with proposal)
Detailed Scope of Services: The following are integral parts of the electronic medical health records system: 1. Electronic health records for: A. B. C. D. E. F. G. H. I.
Child Health & Pediatric Primary Care Maternal Health Family Planning Tuberculosis STD Treatment Immunizations Pharmacy Laboratory Adult Health
2. Meaningful Use: Maintain current Meaningful Use product certification and provide the functionality to support all current Meaningful Use required activities and reporting. 3. Pharmacy: Ability to track inventory, to dispense medications from small in-house pharmacy and have the dispensation appear in the patient record and be removed from inventory. 4. Laboratory: Our current EHR lab module is used as the definitive record. Our lab performs a limited number of tests in-house, and they process labs that we ship to Quest Diagnostics and the NC state lab. The system should be able to send lab requisitions electronically to these reference
Electronic Medical Records System 4
Electronic Medical Records System
labs and receive lab results from them. Providers should have the ability to review and sign-off on all lab results with the EMR. 5. Electronically Signed Documents: The ability for patients and/or staff to electronically sign documents. For example: clinical consent forms. 6. Patient Check-In/Clinic Flow: The ability to track where a patient is from check-in, to clinical stations, to check-out and report on cycle times. 7. Billing: A. The ability to bill through patient statements, multiple insurance companies, Medicaid, and Medicare. B. The ability to post payments electronically from the above mentioned payers and interface with NC TRACKS. C. The ability to scrub and send claims through clearinghouse. D. The ability to have an electronic superbill. 8. Interfaces: A. All state or federally required reporting B. Document imaging C. In-house reporting 9. Data Conversion: A. B. C. D.
Patient demographics Financial/billing information Clinical Information Patient history
10. Reporting: A. Release of information reports B. Maternal Health reports
Electronic Medical Records System 5
