County of San Mateo Health System

Transcription

1 County of San Mateo Health System Request for Information Unified Patient Portal for the Health System Issue Date: Thursday, April 25, 2013 Submit Information Packets to: County of San Mateo San Mateo County Health System Rand Miyashiro 222 West 39 th Avenue San Mateo, CA Phone: Respond by 4:00 PM, Monday, June 3, 2013 INFORMATION PACKETS WILL NOT BE ACCEPTED AFTER THIS DATE AND TIME 1

2 I. INTRODUCTION A. About Us The San Mateo County Health System is the largest department in San Mateo County with a $530 million annual budget and 2,000 employees. There are eight divisions in the Health System, each with unique responsibilities, programs, and services. Aging and Adult Services (AAS) helps San Mateo County's older adults and people with disabilities live as safely and independently as possible. Behavioral Health and Recovery Services assists children, youth, families, adults and older adults with the prevention, early intervention, and treatment of complex mental illness and/or substance use conditions. Correctional Health Services provides medical, dental, mental health, chemical dependency treatment and food services to San Mateo County s incarcerated adults and children. Emergency Medical Services (EMS) organizes and then regulates the public and private emergency medical response services in San Mateo County, and provides trainings and disaster planning. Environmental Health ensures a safe and healthy environment in San Mateo County through enforcement of regulations relating to food, water, housing and other basic needs, as well as through prevention measures to improve the quality of our environment. 2

3 Family Health Services focuses on the health and well-being of infants, children, teens, young adults and parents. Services include well-child check-ups, developmental screenings, support for children with special health needs, parenting classes, home visits, vaccine clinics, lead/asthma assessments, health education and tobacco cessation and prevention. Health Policy and Planning works to improve the health and well-being of all people who live and work in San Mateo County by identifying and working to prevent the root causes of ill health and disease. Public Health investigates and analyzes communicable diseases and other health problems, using the results to work with community partners to develop policies and programs and to ensure that control, treatment, and prevention measures are taken to prevent the spread of disease and protect our health. San Mateo Medical Center is a public hospital and clinic system. The Medical Center comprises an acute care hospital and several community-based outpatient clinics throughout San Mateo County. These facilities serve the healthcare needs of San Mateo County residents, serving as the healthcare home for uninsured residents and those with government insurance coverage. The mission of the Health System and San Mateo Medical Center is to improve the quality of people's lives by: Preventing health issues before they occur Protecting the public's health Providing services for vulnerable populations Partnering to build healthy communities Delivering holistic care body, mind and spirit 3

4 Fostering a culture of service, innovation, satisfaction and safety This is a Request for Information (RFI) only and is not a commitment or contract of any kind. Costs for developing the information packets are entirely the responsibility of the applicants and shall not be reimbursed. Government Code Sections 6550 et. seq., the Public Record Act defines public record as any writing containing information relating to the conduct of the public business. The Public Record Act provides that public records shall be disclosed upon written request, and that any citizen has a right to inspect any public record, unless the document is exempted from disclosure. The County of San Mateo cannot represent or guarantee that any information submitted in response to this Request for Information will be confidential. If the County receives a request for any document submitted in response to this request, it will not assert any privileges that may exist on behalf of the person or business entity submitting the proposal. It is the responsibility of the person or business entity submitting the informational packet to assert any applicable privileges or reasons why the document should not be produced. B. Purpose San Mateo County Health System s (County) vision is to implement a Patient Portal that provides a single for our patients to access their health information that is currently stored in multiple systems. The County is looking understand what kind of patient portal/personal health record products are available and what features and functionalities can be utilized that could provide maximum benefit for our patients and the clinical staff. The County is looking understand what kind of patient portal/personal health record products are available and what features and functionalities can be utilized that could provide maximum benefit for our patients and the clinical staff. The purpose of the RFI is to collect information about various patient portal products and explore innovative options to make patient information accessible and available in the most efficient way. The County is forward-looking, looking toward systems that will be standard based, flexible and scalable. The County will use the information generated by this RFI in conjunction with other resources to determine the optimal solution that best serves the County and its clients. Upon completion of the RFI, the County intends to conduct a formal Request for Proposal (RFP). 4

5 C. Background Patient s health information is currently dispersed and stored on multiple systems, but the immediate need is for a unified patient portal that displays data from the following systems: Behavioral Health and Recovery Services (BHRS) San Mateo Medical Center (SMMC) SMMC Data Warehouse Houses patient structured patient data from Ancillary Services Lab results Invision Demographics, Financials [Siemens] Soarian Inpatient Electronic Medical Record [Siemens] Houses patient unstructured data from Ancillary Services Imaging results [Siemens] PulseCheck Emergency Department Information System chart abstract [Optum] eclinicalworks Ambulatory Electronic Medical Record chart abstract Since the information is stored on multiple systems, accessing patient information is a long and cumbersome process. The County seeks an integrated solution, one that can search, collate and present patient information from these multiple systems into a unified patient portal. The integrated patient portal will initially provide patient with an aggregated view of their information presented in a way that appears unified despite coming from multiple systems. The County understands that a Master Person Index (MPI) must be used by all information systems that feed any patient portal in order to identify and verify all appropriate information for individual patients. The clinical information systems proposed for inclusion in this patient portal project are currently served by an MPI. The remaining Divisions in the County are not yet subscribers to the MPI. A project has been approved to implement the use of an MPI across all County Divisions. We expect this enterprise MPI to be implemented in Q3 of II. SCOPE OF WORK AND SPECIFICATIONS This project consists of designing, architecting, planning, organizing and implementing the hardware, software (including interfaces) and services required for the successful delivery and adoption of the Patient Portal. Contractor is responsible for ensuring the system works with County supplied equipment, training County users and technical support staff in the use and operation of the system and providing technical support and maintenance upgrades. 5

6 The solution is not required to synchronize the data from the multiple source systems, but it is required to display information from our various systems to our patients in an aggregated fashion that groups data from the same categories together but maintains and displays provenance. The following represent the minimum acceptable requirements for the Patient Portal. In no way is this comprehensive nor is it in order of prioritization. System should have a scalable and comprehensive design, implement across multiple operating platforms, including: standard web browser, mobile web browser, mobile app (Apple, Android, Windows) System should be compliant with Section 508 of the Rehabilitation Act and have accessibility features for people with disabilities System should support encryption, for both data at rest and data in flight System should incorporate disaster recovery capabilities and a recovery point objective of zero (no data loss) Provide patients a choice of communication modality: text, call, , web-based secure messaging Provide patients access to lab results Provide patients access to treatment plans Provide patients with the ability to request/renew and refill prescriptions Provide self-assessments (questionnaires) to patients to help with treatment Provide patients the ability to request, schedule, modify and cancel appointments with any County provider Provide patients a way to securely pay first party bills online Provide patients a way to securely communicate with their provider(s) Provide patients a way to update eligibility and demographic information Provide an easily navigable single view of all County electronic health record information 6

7 Provide a way for patients to view specialty referrals Provide access to patient education materials Provide summaries of patient-clinical encounters Provide discharge instructions Provide a way for patients to view physicians notes Multi-language support (English, Spanish etc.) System capability on go-live day one should support integrated display and aforementioned functionality from the following County systems: i. San Mateo County Medical Center System - eclinicalworks, ii. Behavioral Health and Recovery Services Netsmart Avatar System should be able to accept data from contributing systems in either real-time or batch processing with other systems III. DELIVERABLES (NOT LIMITED TO) The deliverables for this engagement will undergo a review process with the Patient portal project team, who will review and comment on the documents for completeness, appropriateness, and accuracy. - Product Demos: The product evaluation phase should include actual product demos to provide better understanding of the product, product features, user interface, ease of use and detailed discussions of any other functionalities and modules needed to make a well informed decision. - Technical design document: The technical design document should include general architecture solution, database designs and data models, necessary data cleansing/mapping, server specifications and configurations, backup and recovery solutions, desktop requirements, plans to implement solutions, etc. - Functional design document: 7

8 The functional design document should include functional objectives, solution configurations, functional descriptions of solution design, report specifications, process and data flow diagrams, user interface designs, plans to implement solutions, etc. - Solution Road Map If the technical solution being proposed has multiple phases or modules to it, please document a proposed timeline that includes when the various phases, modules or functions will be available. IV. QUALIFICATIONS AND INFORMATION A. Describe your experience in patient portal projects; interoperability with various Electronic Health/Medical Record Systems and capability to pull patient information from various EMR systems into one portal; knowledge and expertise in integration of information between various standalone systems. B. Please specify clinical applications and systems you have worked on and experience in System Development Life Cycle (SDLC) C. Describe ownership and strategic partnerships of your company D. Describe in detail any additional services that you believe would assist the County with its project. E. Vendors may submit written questions about this RFI. Questions are to be received by 4:00 P.M., PST by Monday, June 3, Questions shall be submitted in writing via to: Rand Miyashiro 222 West 39 th Avenue San Mateo, CA Phone: [email protected] 8

9 V. VENDOR INFORMATION The following information is required and will be used to evaluate vendor qualifications: a. Name of vendor b. Form of business entity (e.g. corporation, partnership, etc.) c. State of incorporation (if a corporation) d. Home office address and telephone number e. List of branch locations f. A description of your background, organizational history, size and years in business g. Specialized services, if any, and years of experience in each area h. Minimum of three (3) business references and examples from government agencies that use services within the scope of this Request for Information VI. COST INFORMATION Include at least the following in your cost proposal: A. Provide a price range of the system (base system vs. full feature system), this information can be provided as a range of dollars or by order of magnitude. B. Provide cost of individual items as listed below: a. Initial (one-time) costs for this product, including but not limited to requirements validation, project management, training, interface development, testing, documentation b. Ongoing maintenance costs c. Annual licensing costs 9