REQUEST FOR PROPOSAL NO. AHS16-1. ADDENDUM No. 1 ANSWERS TO WRITTEN QUESTIONS RECEIVED FROM INTERESTED VENDORS FOR

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1 REQUEST FOR PROPOSAL NO. AHS16-1 ADDENDUM No. 1 ANSWERS TO WRITTEN QUESTIONS RECEIVED FROM INTERESTED VENDORS FOR PROVIDER INFORMATION MANAGEMENT DATABASE OPEN - March 11 th, 2016 RESPONSE TO QUESTIONS DUE March 23, 2016 PROPOSALS ARE DUE BY MARCH 25 TH, 2016 AT ALAMEDA HEALTH SYSTEM Attention: Sara Mendoza Contract Administrator 7677 Oakport Street, 12 th Floor Oakland, CA Smendoza@alamedahealthsystem.org

2 ADDENDUM NO. 1 TO REQUEST FOR PROPOSAL (RFP) FOR PROVIDER INFORMATION MANAGEMENT DATABASE ALAMEDA HEALTH SYSTEM (AHS) ANSWERS TO WRITTEN QUESTIONS 1. Question: How many providers are to be credentials? Answer: AHS currently has 1,377 Providers. They are distributed as follows: Highland Hospital (AHS Core ) Current medical staff and allied health San Leandro Hospital (SLH) medical staff and allied health Alameda Hospital (AH)- 292 medical staff and allied health AHS expects the number to increase by 20% in the future. 2. Question: How many location will be doing this credentialing? Answer: Three (3) Medical Staff Offices Support the Credentialing and Privileging Process: One (1) Provider Enrollment Department for AHS for physicians who assign billing to AHS or Alameda Health Partners (AHP). Provider Enrollment will manage the enrollment process for physicians who assign billing and require enrollment with a health plan. 3. Question: How many end users will need create/edit rights for reports? Answer: Provider Enrollment 3 to 5 end users. AHS would need the vendors to provide licensing options available; do they license their software: 1) Per user: 1 System Administrator 2) Concurrent: users with individual logins and concurrent access 3) Enterprise: Zero RFP QUESTIONS - FINANCIAL AUDIT SERVICES 1

3 4. Question: For ETL of data, how many databases and/or spreadsheets are you looking to convert? Do you also have images that will need to be converted? Answer: 3 Databases. Multiple spreadsheets/rtf documents to upload or distribute to enrollment vendors (ProView) or directly to health plans. Yes, Hospital Branding Logos and photos. The data dictionary in our most robust database (AHS Echo) must respond to over 200 frequently used fields. This requires the dictionary to house hundreds of variables to fill those fields. These fields include application entry (education, affiliations, addresses/contact information, employee health information, licenses, work history, malpractice insurance, etc.), reappointment information, and continuous query. With this information MSS generates and stores between reports in multiple formats, including: excel spreadsheets, letters, s, and listings. MSS would like to take this estimate and increase it by 10% to ensure accurate storage capacity. 5. Question: In addition to how many practitioners Alameda credentials, is this the same number of how many practitioners that you run OPPE reports on? If the number is less than the number of credentialed practitioners, please provide that number as well. Answer: Yes, the numbers of providers that OPPE / FPPE (Proctoring) would be the same as those credentialed. 262 practitioners for Alameda Hospital 6. Question: To the greatest extent possible, the System should be designed to directly support or interface with other AHS systems Since our system is a web based, SAAS only provider, we cannot interface or support other external systems. Does this refer to single sign on, HL7 and/or active directory etc? Can you elaborate on the need for this? We do provide a Provider Provisioning Web Service that allows you to pull fields of data from our server nightly. Would that suffice? Answer: AHS would like the ability to perform user security through Active Directory; as well as an HL7 interface to our HIS system for updates to their provider dictionary. However if an HL7 is not possible, we would need a nightly file upload. This would also be needed for our Quality system. 7. Question: In addition to workflows, the System should be designed with alerts and flexible reporting capability. Also, are the alerts a must? Vendor X provides reports that can be run on expirations, etc. and a notice ed out from the system. What types of alerts are required? 2

4 Answer: Expirables How many days a verification has been pending How long an application has been in process Short term reappointments that need to be addressed Suspension Days Affiliation agreements that required a hard stop or special attention New providers Terminations/resignations Open cases Suspensions Change of AHS location, license/dea/certification expirations Professional liability claims 8. Question: What are the numbers of providers (physicians and allied health professionals) that are needing to be tracked at each facility? Answer: Please See Response to Question #1 above. 9. Question: Are you looking for a solution that can track the provider information separately but shared between the different facilities? Answer: No, we are looking for an integrated database. 10. Question: Do you have the RFP in a word format for editing purposes? Answer: Attached is the RFP in Word format per your request. 11. Question: Is Alameda Health System currently using a provider credentialing system? Which System? Answer: Yes. We are currently using ECHO Healthline Systems Inc. 12. Question: Would a separate entity be needed to track the contracts and or plans for the providers? Answer: Yes, a separate entity would be needed to track the contracts and /or plans for the providers. There are two entities that require practitioner provider enrollment: Alameda Health System and Alameda Health Partners. 3

5 13. Question: Can we get the AHS Letter Provider Information Management Database RFP FINAL pdf in a MS Word format? Answer: Please find it attached. 14. Question: Please confirm that an ed RFP response is acceptable. Answer: Per the RFP please submit the proposal in both hard copy and searchable by in PDF OR Word format. ADDITIONAL REQUIREMENT: Please send six (6) hard copies of the proposal Postmarked no later than 3/25/ Question: Please provide the anticipated number of users of the core database system. Answer: Question: Please provide the anticipated number of providers to be tracked in the system. Count providers only once, even if they are on staff at two or more AHS medical staffs/provider enrollment entities. Answer: 1211 (when counting providers with privileges at multiple facilities only once). 17. Question: Will the primary source verification credentialing be done centrally at a Corporate AHS level or will each facility be responsible to do their own primary source verification? Answer: Currently we are performing Primary Source Verification (PSV) at each facility Sharing Agreements are being discussed with the Medical Staff Leadership at this time Currently, AHS performs PSV in house but the option of a Centralized Verification Office (CVO) to assist with PSV has been considered 18. Question: Will provider enrollment be done centrally for all of AHS or will it done separately at each hospital facility? Answer: Yes, provider enrollment will be done centrally for all AHS. 4

6 19. Question: Please describe the desired software requirements for Full Time Equivalency Answer: We have core users, but all providers (approx. 400) will need to access (read/write) the system to upload documents and enter required information the needed to start the credentialing process. 20. Question: Item 41 - Converting data from legacy system. Please provide more information on these systems like number of databases, what is the database (i.e.: name of vendor system, home grown Access, Excel, etc.). Answer: AHS would be converting data from a sequel data base (SQL 2008 R2). 21. Question: On the noted interface with Council for Affordable Quality Healthcare, is the desire to export data to CAQH? Answer: Yes, AHS would like to export data to CAQH (ProView). However, AHS currently enters the information manually seeing that each provider has an account (username/password). Please provide additional information/clarification on the potential interface or upload mechanism between your software and CAQH. 22. Question: What is the total active provider count, including allied health professionals, across all facilities? Answer: Please See Response to Question #1 above. 23. Question: Regarding your requirements for interfacing with internal systems: Do you have an Integration Server that we may send a single Interface channel to? Or will we need to create separate interface channels for each system? Answer: AHS would need to create separate interface channels for each system 5