California Telehealth Network Request for Proposal Telemedicine Scheduling Tool August 2012

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1 California Telehealth Network Request for Proposal Telemedicine Scheduling Tool August 2012 California Telehealth Network (CTN) is a not-for-profit 501c3 organization which began as part of an effort by the Federal Communications Commission (FCC) to improve the rural health care infrastructure throughout California and the nation. CTN is the digital highway that will fundamentally change how health care is delivered in California by connecting rural and medically underserved urban communities to major medical centers throughout the state. CTN is governed by up to a 21 member Board of Directors. The CTN project will leverage and build upon California's historic and recent investments in telehealth, connecting over 800 California health care providers in rural and underserved areas of the state to a nationwide broadband network dedicated to health care. For the purposes of this RFP, respondents should assume CTN will serve 300 to 400 endpoint locations over the first 12 to 18 months of deployment. Additional location growth is possible as CTN is currently in discussions with a number of multi-site health care providers in California that have indicated interest in enrolling in CTN. The $30 million project was initially funded by a $22.1 million subsidy from the Federal Communications Commission with $3.6 million in matching funds from the California Emerging Technology Fund (CETF). In addition, nearly $10 million in funding has thus far been pledged by the California HealthCare Foundation, UnitedHealthcare, the National Coalition for Healthcare Integration, and the California Public Utilities Commission to secure the FCC award and support operations of the CTN. For more information on CTN, it s funding and stakeholder partners, please feel free to visit the CTN web site: Purpose The purpose of this Request for Proposal (RFP) is to invite responses from qualified submitters to provide California Telehealth Network (CTN) with a web based tool to enable scheduling of clinical health care providers/consultations by CTN member sites. CTN is seeking a Scheduling Tool solution to achieve seamless integrated referrals for patients across the continuum of care and across service domains. The aim of this initiative is to improve access and reduce wait times to provide clinical specialty care for CTN member and non member sites. This will be accomplished by sending electronic information from the Scheduling Tool, integrating the flow of information, monitoring the scheduling/referral progress, and enabling secure and private communication among providers. CTN seeks a scheduling tool that is interoperable with multiple Electronic Health Record (EHR), practice management and other advanced Health IT application platforms. Respondents should address the existing and planned interoperable capabilities of their solutions. CTN is also interested in using the Scheduling Tool platform as the primary tool to track CTN network utilization for Telehealth activities. Respondents should clearly address the reporting capabilities of their solutions. 1 P age

2 While CTN is interested in improving Primary Care Physician access to Clinical Specialists, flexibility must be built in so that this same system may be expanded to support a variety of service requests (i.e. referrals, transfers, orders) across the continuum of care in the future including: Lab and diagnostic imaging requisitions Ophthalmology Patient transfers (acute to long term care, long term care to acute care, home care to long term or acute care, etc.). Allied health services (counselling, physical therapy, social work, etc.) Store and Forward Telehealth Medical Interpreting Services The successful respondent will be contracted to provide: A Scheduling Tool Solution and Implementation/Integration Services to 300+ CTN member sites. The successful finalist(s) will be invited to deliver a Proof of Concept pilot at selected CTN sites over a 60 to 90 day period. Partner with CTN to create the business case (sustainability & implementation plan, benefits, pricing) for CTN rollout of the Scheduling Tool. Full project management of the rollout and implementation of the pilot and subsequent full scale roll out. Reporting to President and CEO, and CTN Board of Directors on a monthly basis during the pilot phase and subsequent roll out. The option for CTN to contract with selected respondent for deployment of the Scheduling Tool and Implementation/Integration Services statewide in California. Responses to this RFP are due by 5:00 PM PDT on Wednesday, September 26, Please see below requirements and instructions on preparation and submission of proposals. Qualifications Respondents must provide evidence that they meet the following qualifications: Minimum three years or more experience providing scheduling tool solution(s) in multisite health care provider environments No conflict of interest with CTN or any member of the CTN Board of Directors. Insured for professional errors and omissions by a nationally-recognized firm. Ability to provide services throughout the State of California. Ability to provide customer support during expanded West Coast business hours, including holidays. Requirements The Scheduling Tool will address the identified need to improve access to specialty care. Current processes are manual and paper intensive, require duplicate data entry of patient information and only allow a fragmented view of referrals and scheduling. Several non-it projects have undertaken to improve the scheduling process resulting in improved patient access and more effective use of resources. However, the ability to electronically create, manage and coordinate scheduling of multiple hub and multiple specialty clinical specialists time has not been addressed at an enterprise level; even clinical areas that have mature end-to-end business processes have not been technically enabled by appropriate information systems. This gap has resulted in less than optimal access for patients, duplication of work and time consuming efforts to communicate with providers and patients. This RFP outlines the requirements to automate the scheduling process as designed for CTN member and non member sites. It is expected that the Solution will be adaptable to enable implementation for 2 P age

3 any and all referral types, transfers from any facility to other facility, requests for service in the home as well as laboratory and diagnostic imaging requests. General Requirements Bidder s Scheduling Tool solution must meet the following general requirements: 1. Web based Scheduling Tool enabling online scheduling of clinical specialty care services. Explain ability to capture and support referrals. Describe current or future planned capability to schedule multiple specialties, multiple facilities and endpoint equipment. 2. Explanation of software application(s) and ability to support interoperability across clinical platforms. Explain capabilities to interface with other third party advanced Health IT platforms such as Electronic Health Records, PACS systems, Computerized Physician Order Entry (CPOE), etc. 3. List specific EHR interoperability in effect today. 4. Describe required installation and implementation assistance to be provided to CTN or CTN member sites, including project management and reporting to stakeholders. 5. Explanation of reporting capabilities including ability to report utilization by clinical specialty, by location and/or region or by other categories as appropriate. 6. Explain capability to customize the clinical provider lists to accommodate local or regional health care providers interested in limiting the list of clinicians within a specific organization or geographical area. 7. Explanation of ability to upload patient medical record data for specialty review and consultation. 8. Explanation of ability to publish referral guidelines for each specialty clinician. 9. Explanation of ability to allow specialty provider sites to accept or deny patient appointments based on a number of factors, such as inappropriate referral, incomplete referral, and the need for additional information prior to referral. 10. Ability to customize scheduling so that each specialty provider can identify eligible referring sites (all non-eligible referring sites will therefore not have access to the specialist s calendar) 11. Medium and long term planned expansion of services that would positively impact CTN telemedicine scheduling capabilities. 12. An explanation as to where the data will reside, for how long, and how it will be protected, backed up and in compliance with HIPAA. Selection Process CTN will evaluate Bidders utilizing a point system. A CTN evaluation committee will choose the selected Bidder. Committee participants will review, evaluate, and score each response in accordance with predetermined scoring criteria. The selection process will be conducted in two phases: Phase I To be considered responsive and to continue in the scoring process the Bidder must: Provide all documentation as requested by the RFP due date Provide a proposal that is complete and complies with the RFP instructions and requirements Establish satisfactory financial solvency Overall Bidder qualifications including years in business, financial status and background information Documentation of adequate insurance for relevant business risks Document relevant experience providing services in a multi-site health care provider environment List of current customers 3 P age

4 Phase II Upon compliance with the requirements of Phase I, the Bidder s response will undergo evaluation. The following criteria will be utilized to select the finalist. Finalists may be required to conduct an on-site demonstration for CTN staff and the review committee. Site visits, if required and reference checks will take place after the demonstrations. CTN retains the right to visit any Bidder s client sites without assistance from the Bidder. Phase II criteria are as follows: Qualifications and requirements Response Cost proposal Responsiveness Bidder s demonstrated understanding of CTN s requirements, overall approach and thoroughness of the proposal in submitting all information designated and requested within the RFP Pricing CTN will evaluate Bidders based on the total project cost to CTN (including internal costs). To determine the total project cost, CTN will include the Bidder pricing for program software, hardware, installation, implementation, interface customization, maintenance and support or upgrade costs, training and operational costs as well as internal CTN costs associated with that Bidder. The total cost for each proposal will be divided by the proposal s total number of points to determine the cost per point ratio. The cost per point ratio for each Bidder will then be ranked in order of size. Proposal Content Please submit the following information in your proposal (please note that proposals must be specific, but need not be lengthy): Name, address and contact information for your firm and the chief executive. Name and qualifications for representatives who will provide the required services. Summary overview of the firm. Proposed fee and payment structure for required services. Any other information material to the nature of your proposed engagement or that will assist in the evaluation of your submission. Bidders Questions Questions from prospective bidders must be submitted in writing through by 5:00 PM PDT on Friday, September 7, 2012 to information@caltelehealth.org. The submitted questions will be addressed and answers will be posted on the CTN website ( Appendix A Included in this proposal request is a draft contract for illustrative purposes. Interviews for Finalists The CTN Review Committee may choose to interview finalist firms during the month of October 2012 to reach a decision on engagement by October Interviews may be conducted in person or by phone, depending on the availability of Committee members and other logistical considerations. Respondents should be aware the CTN anticipates implementation of the Scheduling Tool on or before November 30, Submission Deadline and Instructions Please submit an electronic copy of your proposal by 5:00 PM PDT on Wednesday, September 26, 2012 to information@caltelehealth.org along with 2 hard copies to: 4 P age

5 Sandra Simpson California Telehealth Network 2001 P Street, Suite 100 Sacramento, CA (916) ssimpson@caltelehealth.org 5 P age

6 Appendix A - RFP Scheduling Tool October 15, 2012 Winning Bidder Dear XXXXXX: The letter shall serve as an agreement between the California Telehealth Network (CTN) and to provide a Scheduling Tool. (Detailed descriptions of the product, scope of work and pricing model will be copied from the winning proposal submission). You shall not use any CTN funds to: (a) carry on propaganda or otherwise attempt to influence legislation within the meaning of the Internal Revenue Code (Code) Section 4945(d)(1), subject to the exceptions in Treasury Regulations Section (a)(6); (b) influence the outcome of any specific public election, or carry on, directly or indirectly, any voter registration drive within the meaning of Section 4945(d)(2) of the Code; (c) make any grant which does not comply with Section 4945(d)(3) or (4) of the Code; or (d) undertake any activity for any purpose other than one specified in Section 170(c)(2)(B) of the Code. As a contractor, you shall not be covered by any CTN employer benefits, workers compensation or other insurance policies. You shall indemnify and hold harmless CTN, its present and future officers, directors, trustees, employees and agents to the fullest extent by law for any and all claims, liabilities, losses and expenses (including reasonable attorneys fees) directly, indirectly, wholly, or partially arising from or in connection with any negligent act or omission. All deliverables and work products developed as a result of this agreement shall become the intellectual property of CTN. All deliverables and work products shall be provided in electronic and hard copy consistent with the CTN writing style guidelines. This agreement may be terminated by either party with five working days written notice. Written notice by or facsimile shall constitute sufficient written notice of termination, and notice of termination shall be as of the date of the or facsimile. You shall not perform additional services nor incur additional expenses as of the date of the or written notice of termination. Page 1

7 If this agreement is acceptable to you, please sign, date and return one original copy to CTN. We look forward to working with you. Sincerely, Eric P. Brown President and CEO Accepted by: XXXX Date TIN Page 2