ADDENDUM TO RFQ DOCUMENTS

Transcription

1 ADDENDUM TO RFQ DOCUMENTS REQUEST FOR QUOTE: ADDENDUM No. 1 Personal Services/Developmental Disabilities Division/Electronic Medical Records and Case Management System DATE: 12/5/14 To All Potential Bidders: This addendum is issued to modify the previously issued bid documents and/or given for informational purposes, and is hereby made a part of the bid documents. Please attach this addendum to the documents in your possession. This addendum consists of 13 pages. Below please find Lane County s answers to questions submitted by prospective bidders during the open Q&A period. Note: Some of the questions received were related to medical services, such as labs, medication management, medical device monitoring, and so on. Lane County would like to remind Vendors to carefully review Part II of the RFQ, specifically the Program Description and Program Definitions. It may also be helpful to Vendors to review Lane County Developmental Disability Services web page, also listed in the RFQ. Process Questions/RFP Wording Clarifications 1. Would it be possible to extend the RFP to the 19 th of December? A: No. 2. Please clarify 4.7 "The system stores the individual's assigned case manager in only location." A: This should have read The system stores the individual's assigned case manager in only ONE location. Developmental Disability Services wants to ensure that the case manager name is entered and updated in the system in only one field. 3. Please clarify 4.12 "The system allows for generating referral packets, including attaching documents from within the system." Please explain what types of referrals? What/Who are the patients being referred to? A: Referrals are for placement to community residential facilities and vocational providers that are sent on behalf of the individuals we serve. 1

2 4. Which system is Lane County interested in? EMR/PM or EMR only? A: Developmental Disability Services is interested in a system that best meets the functional needs as described in the RFQ. The terms EMR and PM appear to have a wide range of meaning and could vary from vendor to vendor. Provider, Named User and Location Scope Questions 5. What is the head count (Named User) for the project? A: 47, with the ability to increase the number of users as needed. 6. In regards to the pricing request (Section D, p. 30), please define provider : Is this solely Dr. s? Care providers? Named users? County Staff? A: Section D is the cost schedule. Developmental Disability Services recognizes that vendors can price and bundle their software in various ways. Some vendors may price the software by the type of user, by a flat fee, by the number of PCs or by another unit. In completing the cost schedule, please indicate how the application, software, and/or licenses are being priced and the total cost. 7. Under the Section D: Costs, I would like to find out how many providers that you will need licenses for, what the specialty of those providers are and whether they bill. A: There are two groups of users in the current Developmental Disability Services (DDS) Program case management system. We have administrative staff and program staff. DDS currently has 47 total staff members. Program staff consists of Developmental Disabilities Specialists and Developmental Disabilities Abuse Investigators providing a range of services from Intake & Eligibility, Case Management and Licensing & Certifying Foster Care Homes. Unlike a traditional medical clinic model, Developmental Disability Services does not submit insurance billing for services provided. DDS does, however, use the State of Oregon Express Payment & Reporting System (exprs), to bill for qualifying case management contacts, and will need reports from the vendor s system that will allow us to complete the data entry into exprs. 2

3 For additional information related to the exprs system, please see 8. How many clinical providers are in the DD organization and will be using this system? Please identify them by level of MD, Psych, MA, PA, NP. A: There are no clinical providers in the Developmental Disability Services (DDS) Program. Staff of DDS includes administrative staff (office support, system support and management) and program staff (Developmental Disabilities Specialists and Developmental Disabilities Abuse Investigators.) Program staff consists of Developmental Disabilities Specialists and Developmental Disabilities Abuse Investigators who provide a range of services from Intake & Eligibility, Case Management and Licensing & Certifying Foster Care Homes. DDS currently has 24 program staff members. 9. How many non-county users (Provider Agencies) are expected to utilize the EMR/Case Management System? A: This appears to be in reference to requirement 4.33, The system allows for our community based partners to have limited access to portions of the system, with the ability to upload documents and to submit forms for review to the case manager. If this feature was available and we were to implement it, we would anticipate allowing all of our provider agencies the ability to utilize this feature. The current count of community based partners is approximately How many County employees will utilize the system? A: Currently we have 47 staff members. 11. Total number of clinical system users concurrent? A: There are no clinical providers in the Developmental Disability Services (DDS) Program. 3

4 Staff of DDS includes administrative staff (office support, system support and management) and program staff (Developmental Disabilities Specialists and Developmental Disabilities Abuse Investigators.) Program staff consists of Developmental Disabilities Specialists and Developmental Disabilities Abuse Investigators who provide a range of services from Intake & Eligibility, Case Management and Licensing & Certifying Foster Care Homes. DDS currently has 24 program staff members. 12. Total number of registration users, actual and concurrent? A: There are no registration users per se, but there are staff members that are assigned to opening up a case in our current system. Currently staff from our administration team, consisting of 10 members, completes this step. Developmental Disability Services has not tracked the number of concurrent users in the system, and therefore cannot provide this information. 13. What is your peak concurrent user count today (on the inpatient side)? A: Developmental Disability Services (DDS) Program does not provide inpatient care. We are not a medical facility. 14. Peak concurrent user count today (on the outpatient side)? A: Developmental Disability Services (DDS) Program does not provide outpatient care. We are not a medical facility. 15. How many physical locations does this RFP cover and how many providers are located at each site, including full-time and part-time? (We will be using the EMR as per the definition of provider below: Providers mean those Physicians, Nurse Practitioners, Physician Assistants, Audiologists, Optometrists, Therapists, Occupational Therapists, Physical Therapists, Music Therapist, Speech Therapists, Massage Therapists, Chiropractors, Anesthesiologists, Psychologists, Dentists, Hygienists, Licensed Social Workers, Midwife, Nutritionists, Dietitians, Counselors, Mental Health Practitioners, Neurophysiologists, Nurses that provide patient care, and Podiatrists employed by or under contract with Customer to provide services 4

5 within the medical field. The term Provider shall not include Customer personnel employed by or under contract with Customer as office managers, secretaries, or other administrative staff, and (hereinafter referred to as Customer Personnel ). For any category of Customer staff not identified above, Vendor and Customer shall agree in writing as to who is a Provider. Full Time Provider means any provider that works more than 2 days a week is equal to 1.0 Full Time Equivalent Provider (FTE) Part Time Provider means any provider that works 2 days or less per week is equal to 0.5 Full Time Equivalent Providers (FTE). Practice must have a minimum of 1.0 FTE in a practice.) A: We have a single office location. Using the definition provided, Developmental Disability Services does not have any providers, however we anticipate that the Vendor would identify the Developmental Disabilities Specialists and Developmental Disabilities Abuse Investigators as providers, and currently DDS has 24 FTE Providers. 16. How many clinics do you have for outpatient treatment? A: Developmental Disability Services (DDS) Program does not provide outpatient treatment. We are not a medical facility. 17. Please confirm the facilities and the number of beds? A: Developmental Disability Services (DDS) Program does not provide inpatient care. We are not a medical facility. 18. Total number of licensed beds for all facilities? A: Developmental Disability Services (DDS) Program does not provide inpatient care. We are not a medical facility. 19. Is this an Inpatient/Residential Setting or an outpatient services setting? A: Neither. 20. If you have multiple facilities, would Lane County require multiple licenses or can we run a single license? A: We have a single office location. 21. Annual inpatient discharges? 5

6 A: Developmental Disability Services (DDS) Program does not provide inpatient care. We are not a medical facility. 22. Annual ED visits? A: Developmental Disability Services (DDS) Program does not provide Emergency Department services. We are not a medical facility. 23. Annual inpatient days? A: Developmental Disability Services (DDS) Program does not provide inpatient care. We are not a medical facility. 24. # of critical care beds? A: Developmental Disability Services (DDS) Program does not provide inpatient care. We are not a medical facility. 25. Total number of annual outpatient visits? A: Developmental Disability Services (DDS) Program does not provide outpatient care. We are not a medical facility. 26. Total number of annual ambulatory visits across all clinics? A: Developmental Disability Services (DDS) Program does not provide outpatient care. We are not a medical facility. Client-related questions 27. Approximately how many patients are going to be managed? A: We currently serve approximately 2,000 people with developmental disabilities. Individuals that receive our services are either referred to as people or clients but never as patients. Our population continues to rise, so the vendor should anticipate this number will go up over time. 28. What is your patient population? 6

7 A: People who have a developmental disability that also qualify for case management services as defined in OAR What is the mix of Inpatient and outpatient covered under the scope of this RFP? A: Neither. 30. Do you require clients/individuals you serve access to the system? A: No. Billing Related Questions 31. We assume that the scope of this RFP is limited to electronic health record and care management and that no billing application is required. Please confirm. A: Unlike a traditional medical clinic model, Developmental Disability Services does not submit insurance billing for services provided. DDS does, however, use the State of Oregon Express Payment & Reporting System (exprs), to bill for qualifying case management contacts, and will need reports from the vendor s system that will allow us to complete the data entry into exprs. For additional information related to the exprs system, please see Does Lane County have the need to use a claims clearinghouse service for claim submissions and remittances? A: No, unlike a traditional medical clinic model, Developmental Disability Services does not submit insurance billing for services provided. 33. What systems are you currently using to facilitate billing? A: We manually enter billing information in the State of Oregon Express Payment & Reporting System (exprs). 34. Can you provide us with a breakdown of payors, (by % if possible)? (ex: medicaid, private) A: Our only payor is the State of Oregon. 7

8 Meaningful Use 35. Is the EHR system required to adhere to all meaningful use criteria? If so, which stage of meaningful use must the application be compliant? Is the County requiring a Meaningful Use Stage 2 certified system? HITECH Compliance A: No, per the Centers for Medicaid/Medicare definition, we do not have any Eligible Providers and therefore do not qualify for the Meaningful Use incentive payments. 36. Will the application need to be HITECH compliant? A: Yes, it will need to be compliant with HITECH. Pharmacy/Laboratory Functionality 37. Is the county requiring any EMAR/ePrescribing/Pharmacy functionality A: No, we do not provide any medical services, including medication prescribing or medication dispensing. 38. Please confirm if Lane County has a Laboratory system in place or do we need to bid a Laboratory? A: No, we do not provide any medical services, including lab ordering and results management. 39. Are you currently prescribing and administering meds? If so, do you use an internal pharmacy or external pharmacy? How many physicians write prescriptions? A: No, we do not provide any medical services, including medication prescribing or medication dispensing. Systems Interface Questions 40. Will the only interface be with State of Oregon, exprs system? If not, can Lane County identify all expected interfaces? A: At this time, exprs is the only anticipated interface. 8

9 41. Please identify the registration system we need to interface to or do we need to provide these capabilities. A few questions address registration and scheduling but we need more information. A: We do not have a registration system outside of our own internal tracking process for intake and eligibility. 42. Will device interfacing be required at any beds at DD? A: No, we do not provide any medical services, including medical device monitoring. 43. Please list the number of interfaces from other providers and the type of data that is interfaced(documents, data, format of data incoming, outbound interfaces and document types) A: None, other than the State of Oregon Express Payment & Reporting System (exprs). For additional information related to the exprs system, please see Will interfaces be uni-directional or bi-directional? A: For any interface development both Developmental Disability Services and the vendor would need to consider the viability of uni-directional or bi-directional during the planning process. However, the default position would be to explore bidirectional functionality first. 45. What are your interoperability requirements, i.e., labs, hospital, information systems, etc.? A: Developmental Disability Services is interested in knowing if the vendor s system has interoperability capacity. The only currently identified interface is with the State of Oregon Express Payment & Reporting System (exprs). For additional information related to the exprs system, please see Do you need connectivity to HIE (Health Information Exchange)? A: No. 47. Do you need connectivity to referral sources? 9

10 A: No. Hosting-related questions 48. Does the County prefer a Vendor Hosted or County Hosted solution? A: Developmental Disability Services is open to receiving and evaluating any proposal that meets the functional requirements as defined by the RFQ, and is not limiting the responses based on the type of platform the vendor is proposing. There is no limit on the number of platforms the vendor can present or propose in a single response. If a single proposal offers different platforms, please clearly identify the functionality and cost differences, if any. 49. Our solution provides the flexibility for both a self-host deployment and a SaaS deployment where we host in a secure data center. These pricing models are different, would you like a price quote on both? A: Developmental Disability Services is open to receiving and evaluating any proposal that meets the functional requirements as defined by the RFQ, and is not limiting the responses based on the type of platform the vendor is proposing. There is no limit on the number of pricing models the vendor can present or propose in a single response. If a single proposal offers different platforms, please clearly identify the functionality and cost differences, if any. Current System and Conversion/Migration Questions 50. Do you have an existing electronic health record system or registration/billing system now? Who is the manufacturer? A: Yes, Pro-Filer by CoCENTRIXccp. 51. What system is Lane County currently using? A: Pro-Filer by CoCENTRIXccp. 52. Do you have single-sign on? A: Yes, with our current system, Pro-Filer by CoCENTRIXccp. 10

11 53. Is Lane County interested in migrating data to a single database for the entire organization, multiple databases, or one for each location? A: Developmental Disability Services data lives in one database and migration or conversion of data will need to be evaluated once the new system has been identified. 54. How many years of registration data will be converted, if any? A: Data conversation of any data will need to be evaluated once the new system has been identified. However, it can be noted that the current system began in December of 2008, so at most there is six years of historical data. 55. Database Conversion: will you be able to provide the data following our staging table format? Timeframe and Rollout A: Most likely, yes. However, we will need to evaluate the conversion efforts and requirements during the planning process for implementation. 56. What kind of internal resources will be working on this project? (for training purposes) A: The project team has not been defined and will be determined during the project planning stage for implementation and will depend greatly on the vendor s best practice recommendations. 57. You provide an overview of your programs on page 6, will you be implementing all programs together or will there be a phased roll out? A: Most likely all programs will go live at once. Final determination of this will happen during the project planning stage and will depend greatly on the vendor s best practice recommendations. 58. You mention starting the implementation in April 2015, what is your timeframe for going live? A: Determining the actual go live date will occur during the project planning stage for implementation and will depend greatly on the vendor s best practice recommendations and the available resources of the project team. 11

12 Hardware Questions 59. # of desktop devices all locations? A: Each staff member has their own workstation. Currently we have 47 staff members. 60. Total number of medication dispensing workstations? A: None, we do not operate a medical clinic. 61. Total number of scanning workstations in the facility? A: We have several all purpose copiers that have scanning and printing capacity. Dedicated scanning workstations will have to be assessed based on the vendor s system requirements and best practice recommendations. 62. Total number of workstations that will have access to clinical systems? A: Each staff member has their own workstation. Currently we have 47 staff members. 63. What is your preferred Hardware Platform? Miscellaneous A: HP Proliant servers. 64. Is Lane County interested in Population Health Management and Data Analytics? A: Unless there are requirements listed in the RFQ that can be interpreted as Population Health Management and Data Analytics, the answer would be no. 65. Do we need to provide a scheduling solution for IP or OP based services? A: Neither, as we don t provide inpatient or outpatient services. 66. Looks like you ll need strong references from community based mental health providers as well, is that correct? These will be your ideal references, is that correct? A: Vendors can choose any three current customers they wish to provide a reference. 12

13 67. How do you currently track training for your staff? A: We do not have any system that tracks scheduling and attendance for new system end user training. 68. Do you have the need for mobile applications for your staff? A: We would like this. 13