Industry-wide Health Benefits & Health Record Mobile Solution Request for Quotation Overview Request for Quotation (RFQ) Currently, patients present themselves at healthcare settings with a paper or plastic card that typically does not have machine-readability and contains only minimal information. As a result, considerable resources are expended to accurately identify the patient, capture the demographic and insurance-related information, launch administrative transactions with the health plan, and resubmit claims as a result of manual keystroke errors. In addition, patients are required to fill out demographic and health-related information manually most typically leveraging a clipboard. Very often, patients cannot remember or do not have the required information at the time of service. This results in incomplete and inaccurate information that often becomes part of the patient s medical record. The technology is now available that facilitate the streamlining of these important administrative tasks. Unlike traditional patient health identification cards, a Health ID mobile app can provide real-time health information, create administrative efficiencies, future proof access technology, and reduce record errors, all while more effectively protecting patient privacy. WEDI is seeking a highly experienced technical engineer and skilled facilitator to help develop an implementation blueprint and key data elements that will serve as the basis for a pilot that will be run in 2015. The blueprint, to the extent possible, will incorporate existing work of the WEDI Health ID card implementation guide, Blue Button plus, and private industry innovation will be used in a mobile app to improve healthcare efficiency, improve quality of care, and empower consumers with the information they need to make appropriate healthcare decisions. About WEDI The Workgroup for Electronic Data Interchange (WEDI) is the leading authority on the use of Health IT to improve healthcare information exchange in order to enhance the quality of care, improve efficiency and to reduce costs of the American healthcare system. Formed in 1991 by the Secretary of Health and Human Services (HHS), WEDI was named in the 1996 HIPAA legislation as an advisor to HHS and continues to fulfill that role today. Serving as a private and public industry solution to critical healthcare problems, WEDI is a coalition comprised of a cross-section of the healthcare industry: physicians, hospitals, health plans, laboratories, pharmacies, clearinghouses, dentists, vendors, government regulators, and other industry stakeholders. Project Description Purpose of Research Project 1
In 2013, the 2013 WEDI Report was published that provided a vision for the future of healthcare information exchange. That report, led by industry executives under the leadership of Former Secretary of HHS, The Honorable Louis W. Sullivan and with the support of then Secretary of HHS, Kathleen Sebelius provided a series of recommendations regarding patient engagement, data harmonization & exchange, innovative encounters and new payment models. One of the recommendations in the 2013 WEDI report was to identify and promote effective and actionable electronic approaches to patient information capture, maintenance and dissemination that leverage mobile devices and "smart" technologies and applications. Building off of that recommendation, WEDI is seeking to build a framework for an integrated benefit and personal health record mobile solution that can provide real-time health information, create administrative efficiencies, future proof access technology, and reduce record errors, all while more effectively protecting patient privacy. Specifically, the blueprint will address the following: What are the key data elements that will be utilized in the application What interfaces would be required to be developed by payers, physicians and practice management system vendors What are the key functional requirements needed to ensure success of the program What existing systems can be utilized to ease integration effort? How can the existing mobile infrastructure be utilized (e.g. Healthkit, existing payer PHR mobile applications, etc ) How can the system scale across multiple payer applications be leveraged Technical diagrams that can be used by developers to derive more specific technical development requirements Define specifically how privacy and security can be maintained with the implementation of this solution Key Project Objectives Develop a functional specification and documentation that can be used by the healthcare industry stakeholders to implement a pilot program in 2015. Conduct detail research into payer systems, practice management vendors and physician workflow to ensure feasibility of the final solution. Key Vendor Responsibilities In responding to this RFQ, WEDI expects that the vendor will assume the following work elements: Project Management Direct and manage project development from beginning to end. Define and track milestones that support business goals in collaboration with management and stakeholders. 2
Assist in logistics planning for face-to-face venues, including workgroup meetings and report announcement events. Serve as the key facilitator for all meetings Be available for questions and clarifications Ensure the project is on time and on budget Writing & Research Conduct detail research into payer systems, practice management vendors and physician workflow to ensure feasibility of the final solution. Produce technical diagrams to illustrate effective system flows Development of a findings document that provides details for the 2015 pilot Outreach & Communications Serve as liason to those organizations that are involved in the project Prepare and conduct formal presentations for large groups for key decision makers as needed Effectively communicate project expectations to team members and stakeholders in a timely and clear fashion. Liaise with project stakeholders, workgroup leaders and staff on an ongoing basis. Budget Information Project Duration The project will commence November 24 and will conclude no later than January 15, 2014. Funding Budget As part of the RFQ, please provide a fixed cost estimate preliminary budget proposal and justification. Please note that travel costs to other cities will be reimbursed at cost, and travel time is not billable time. RFQ Timeline The selected applicant must be able to meet deadlines set by WEDI for the project: Key Dates & Milestones RFQ Release Date: November 10, 2014 RFP Response Date: November 21, 2014 RFQ Review Date: November 24, 2014 Anticipated Award Date: November 25, 2014 Anticipated Start Date: December 1, 2014 Industry Blueprint Session: December 9, 2014 Expected Draft Report Due: December 23, 2014 Expected Final Report Due: January 15, 2015 3
Eligibility Respondents are limited to institutions within the United States and U.S. possessions. Applicants must be United States citizens. Eligible Contractors: For-profit organizations, non-profit organizations, and public or private institutions, such as universities, colleges, or hospitals are eligible to respond to this RFP. Vendor Credentials: One individual must be the primary project manager on the project. This individual must have the skills, knowledge, and resources necessary to carry out the proposed project. In the application, the project management consultant should address the following criteria, which will be carefully assessed during the review process: Credentials in the area of the project Experience with similar research/projects Writing sample that conveys complex systems engineering Ability to meet specific deadlines outlined in the RFQ General Information Vendors should address the following information and questions: 1. Provide a brief history of your organization, including the number of years in business and experience in outcomes research. 2. Describe your organization's mission. 3. Provide a brief summary of your organization's operations, including your organizational structure. 4. How many employees work for your organization and how many would be dedicated to this project? 5. Provide a partial list of your organization's customers and the type of services you provide them. 6. Are you a current WEDI member? Experience 1. Describe your organization's experience with similar projects. 2. Describe your experience in project management related to Health IT Projects. Please note that direct and extensive Health IT knowledge is required (more than 8 years). 3. Do you currently service any other companies or organizations that could be conceived as a competitor to WEDI? 4. What distinguishes your organization from your other competitors? 5. Please describe your past experience in technical writing and systems engineering? 6. Please describe the depth of experience that your team has in payer-based eligibility and PHR systems, practice management vendor systems, and physician workflow. Resources Provided by WEDI: 4
As a way to lower costs of the vendor, the following cooperation and resources will be made available through WEDI: 1) A survey monkey account that can be used to create surveys 2) A mailing list and CRM system is currently in place to assist in email outreach 3) The 2013 WEDI report provided as additional background (see Appendix A for link to the 2013 WEDI report). 4) Teleconference software and webinar software (Go to Webinar). This service can also be used for real-time polling. 5) Contacts to key stakeholders Payment Payment of Funds WEDI will make a 25% payment at the inception of the award, an additional 15% after the first draft of the blueprint. 40% after the final WEDI report has been received and accepted by WEDI. General Instructions Preparing the application While no specific format is required for RFQ responses, all elements of the RFQ must be included in your proposal. Specifically, please address WEDI s specific goals (see Project Description) in detail. The response is to include the following components: Cover page with key personnel Proposed project plan Proposed milestones Detailed budget and justification Biographical sketch of lead project manager and other staff (as necessary) Three professional references Submission Submit one electronic copy in Microsoft Word or Adobe PDF. Send all applications and correspondence via email to djopp@wedi.org: Revised Proposals 5
WEDI reserves the right to modify its RFQ at its sole discretion and also maintains the right to negotiate specific proposals with respondents. Final Reports & Materials At the conclusion of the project, all findings will be compiled into a professionally written and typeset PDF report that is presented in a concise, easy-to-read format (containing charts and appropriate narrative). Supporting statistics and materials shall be included in appendices, as necessary. Publications Data may not be discussed or published in any manner without the express permission of WEDI. Copyright, WEDI Use of Data All copyright interests in materials produced as a result of the award are solely owned by WEDI. Important Notices: After written proposals are reviewed, WEDI may contact qualifying institutions or companies for further information. Nevertheless, WEDI reserves the right to award a contract to a responder to this RFP without further communication. All proposals submitted, therefore, should be based upon the most appropriate and favorable terms that responders have to offer. WEDI has no obligation to accept or consider unsolicited proposals or proposal modifications. WEDI is not responsible for any expenses incurred by responders to this RFP in responding and/or representing themselves to WEDI or its agents. QUESTIONS Questions MUST be submitted in email: Contact: Dr. Devin Jopp WEDI President & CEO djopp@wedi.org 6
Appendix A: Link to the 2013 WEDI Report http://www.wedi.org/topics/2013-wedi-report 7