DALLAS INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT

Transcription

1 DALLAS INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT Addendum No. 3 REQUEST FOR PROPOSAL RFP NO. JB Health Services Electronic Health Records Questions and Answers # 2 to RFP JB Health Services Electronic Health Records. The information in this Addendum is hereby incorporated and made part of any contract awarded pursuant to this solicitation. ALL OTHER PROVISIONS, AND OTHER TERMS AND CONDITIONS REMAIN UNCHANGED. PROPOSERS ARE REQUIRED TO ACKNOWLEDGE AND RETURN/SUBMIT A COPY OF THIS ADDENDUM WITH THEIR PROPOSAL. Proposer s Signature Date THIS PAGE MUST BE RETURNED WITH THE RFP

2 Additional Questions for JB Health Services Electronic Health Records 1. How many locations are there and how many providers are located at each school site? 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 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. related to the number and type of provide 2. Is the Dallas ISD migrating data from a legacy EMR? If so, who is the vendor and is data migration needed? A. Our current product is Healthmaster s HealthOffice Enterprise Data migration will be needed please refer to previously answered questions. 3. If data migration is needed, will the data be migrated to a single database for the entire organization, multiple databases, or one for each location? A. There are multiple systems that interface but the migration would be for the entire district not individual locations. 4. Do you want a single database solution or a database for each school/facility (whether data migration is needed or not)? A. Single 5. What system is Dallas ISD using to send data feeds (student rosters, schedules, etc.) to the EMR system? A. We have ETL process that get the data from many sources Chancery for Student rosters, schedules, schools, Oracle (Teachers, Employees) The ETL tool used is SQL Server Integration Services (SSIS). 6. Is the Dallas ISD interested in the Enterprise Directory, i.e., a way of partitioning a single database that provides certain levels of access to records based on the facility and user/role-based permissions? A. Yes 7. What are your interoperability requirements, i.e., labs, hospitals, information systems, etc? for current interfaces. 8. Are you looking for a population health management solution in addition to the electronic medical record system? A. Yes 9. Is the Dallas ISD interested in hosting the application locally or do you prefer a vendor hosted A. Either

3 10. Please Note: "21.2 PROPOSAL/BID FORM This form is needed to complete pricing offered for this project and must be submitted with signature of person authorized to commit your company to this project at the price(s) offered." PROPOSAL/BID FORM is missing from RFP. Please supply. A. There is no formal PROPOSAL/BID form provide with this RFP. The pricing sheet you provide with your submission will suffice. 11. Based on the complexity of the solicitation and the short time remaining in which to provide answers to the questions, we respectfully request an extension to the due date of October 8. Are you able to accommodate an extension of one week, to Wednesday, October 15, 2014? A. The RFP was extended to October 15, 2: How many medical providers at employed by Dallas ISD (MD s, NP s, PA s)? 13. Are they full or part time employees? If part-time, what is the FTE count? A. Full time 14. How many total users will need simultaneous access to the electronic medical record? 15. How many locations will the electronic medical record need to be installed? 16. Is the district using a COTS health services EHR system currently or the SIS or another system? A. We are using an HER system but we have dual interfaces from SIS to EHR and vice versa. This way, the information for Immunization, Medical Alerts are displayed in both system, but entered only in the HER system. 17. For meeting the requirement of the MAC random moment time study, what is your expectation of services that shall be provided by the vendor? Regarding Medicaid eligibility, are you currently using 270/271 EDI transactions? Do you anticipate that the vendor will implement the 270/271 EDI transactions for the District? A. These questions would be better answered by Medicaid Dept. 18. Is the District currently using SMART to support Medicaid billing? A. These questions would be better answered by Medicaid Dept. 19. Can you clarify if SHARS is a billing service? Is the District currently using SHARS or a billing service? Does the District prefer to bring this in-house using the vendor's electronic billing system 20. Is DISD billing Medicaid for nursing services? If so, which third party billing is currently being used. A. Yes. I don t know the name of the 3 rd party- that is with DISD Medicaid Services 21. Please clarify question #19 in the RFP section System Requirements- Process Management. Please outline or define what the Health Service s needs are. A. Please refer to reports and to the question answered previously in work flow and to the section on Health requirements 22. How many school nurses (RNs, LPNs & Health Aids) are employed by the District and how many will need concurrent access to the Electronic Health Records software program and its applications?

4 23. Are Mental & Behavioral Health Services documentation required with the Electronic Health Records program? If so, how many Mental and Behavioral Health providers are employed by the District and how many will need concurrent access to the Electronic Health Records software program and its applications? A. NO- they are currently using a separate system 24. For meeting the requirement of the MAC random moment time study, what is your expectation of services that shall be provided by the vendor? A. Please see previously answered questions 25. Regarding Medicaid eligibility, are you currently using 270/271 EDI transactions? Do you anticipate that the vendor will implement the 270/271 EDI transactions for the District? 26. Is the District currently using SMART to support Medicaid billing? 27. Can you clarify if SHARS is a billing service? Is the District currently using SHARS or a billing service? Does the District prefer to bring this in-house using the vendor's electronic billing system? A. Please refer to a previously answered question. 28. Paragraph reads, Successful offeror must maintain workers compensation coverage for employees as required by all applicable Federal State, Maritime and local laws including Employer s Liability with a limit of at least $500,000. Our question is this: Texas law does not require us to carry Workers Compensation coverage, nor does Federal nor local law, and Maritime law does not apply to Children s. Is the DISD requiring us to have workers comp insurance or be ineligible for this contract; or may we choose not to have workers comp coverage as is permitted under Texas law? A. This would be determined by our Risk Management Department when a contract is created. 29. We will have requirements to comply with HIPAA and privacy / security monitoring for employees and subcontractors. We assume the district will sign our required partnership agreements. Please confirm. A. HIPAA and FERPA regulations apply. 30. What is the % of visits/encounters they actually bill for? A. Medicaid Dept.bills for prescription and special needs administrations electronically. Can not give an exact percentage of the encounters. Billing is only done for Medicaid and special ed eligible students and that is a small percentage of our total encounters. 31. Specification #117- Adhere to Dallas ISD Change Management Process. What is their process? A. Changes/upgrades to the software are completed on a known schedule that will not impact the end users during normal business hours. All changes/upgrades are tested and approved by DISD before releasing in to production. 32. Specification #126- Ability to archive previous versions of software. Are you asking about the data or truly the versions of software code? A. The ability to remove an unstable release and go back to an earlier version, and address and minimize impacts to data.

5 33. Specification #128- Ability to have user defined levels of approval for custom code. Are you looking for a process, automated? Please provide more details. A. A document or a system that documents fixes and issues. Example: 60 open ticket for change or upgrade. 10 approved by development, 15 in a Dallas test environment, 10 approved by Dallas to be released to Dallas production. Related to number 31 above. 34. Specification #100- Ability to load in staff, school calendar, superintendent s name and schools on a nightly basis. Please provide more info about staff and school calendar. A. We require the ability to schedule events such as medications to be given, screenings to be done etc. School calendar has to be built in so that scheduled events only appear on the schedule on days when students are in school. school.staff members are imported from our student system and are accessed for numerous purposes in our current system.