RFP Question & Answer BTCS EMR RFP September 2015 1) Which version of Avaya Scopia does BTCS use? MCU version 8.3.1.8.5, Management Console Version 8.3.0.0.132, Scopia Desktop Version 8.3.000.073 a. How many of the 25,000 tele-health appointments are audio and video? All of them b. How long is an average video appointment? 30 60 minutes c. Do you store this information currently? The session is not stored as part of the record 2) Does BTCS use any software in routing of emergency/crisis intervention services currently? If yes, which software is it? No 3) Is a cloud-based EHR solution acceptable to BTCS? 4) How long has BTCS been using Cerner? a. How much data is currently stored in Cerner? 357GB b. Does BTCS have access to data in Cerner? c. How far back does the data go? What is the oldest record in the system? planning. 5) What types of medications are maintained in the facility s inventory? planning 6) The proposer s solution MUST facilitate in a flexible manner its roles, services, and billing items associated with specific services lines. The proposed solution must facilitate the creation of new services lines, including templates, billing, units/subunits and internal codes. a. What type of billing does BTCS conduct currently? See p. 8 of RFP Addendum III b. What types of claims are submitted? See p. 8 of the RFP Addendum III c. Is this done in-house?, billing is performed in-house d. How many billers? e. Is all current billing electronic See p. 8 of the RFP Addendum III f. How many service lines does BTCS have? See p.4 of RFP Addendum IV g. What are the most common billing codes?
7) How much data is stored in the current EHR, which will have to be migrated to the new solution? That level of detail will be made available to the selected vendor during implementation planning. 8) What is the format of data archived in the current system? Laserfische. 9) Bluebonnet has a wide range of community partners; will each of these require access to the solution? Currently, community partners do not have access to the EHR but in the future, options will be considered. 10) What are the number of patients and users at each of the facilities requiring access to the solution? See p.4 of the RFP Addendum IV for the number of anticipated users; patients do not currently access the EHR. 11) What tablets or PDA s are currently in use? None 12) What system does Bluebonnet currently utilize to receive physician orders/prescriptions? BTCS transmits electronic prescriptions through Cerner Community Behavioral Health System (formerly Anasazi). Lab orders are performed through commercial lab vendors systems or manually. 13) What systems does Bluebonnet currently interface with, and are you looking to interface with others in the future? Please explain. See p.2 and 5 of RFP Addendum IV 14) The BTCS Environment includes state government and community of partners (and also Patients/families and contractor support). What levels of access and functionality will be required by the community of partners and state government? No external access to community partners is currently anticipated. 15) Can you provide an estimate of the number of users who will require access from the State government? State government does not require access to the EHR. 16) What operating system is Bluebonnet currently using? See p.3 of the RFP Addendum IV 17) What browsers are currently in use, and are there any restrictions to utilizing others? Internet Explorer v 10 & 11, Chrome v.45.0.2454.85m 18) Will BTCS require Live, Test and Train systems in the cloud?
19) Which HR solution is BTCS using? When will the new HR solution be implemented? See p.4 of RFP Addendum IV 20) What IT infrastructure does BTCS have currently? Is IT in-house or outsourced? How many staff? See RFP Addendum IV 21) What does BTCS mean by bounded functionality? Will a methodology to store web URLS suffice? Ensuring that web services provide only the functionality that is expected and required. 22) What does IMO stand for? IMO stands for Intelligent Medical Objects. 23) The proposer s solution MUST support integration with popular email and calendaring applications, such as Microsoft Outlook. Is ICS acceptable? 24) The proposer s solution SHOULD integrate with popular intranet solutions such as SharePoint. How would SharePoint be used with the EHR? 25) Are there any tools currently in use for bulk scanning? Laserfische 26) The proposer s solution MUST facilitate the scheduling of mobile/field-based staff, including transportation theory & GPS location services (either natively or through third-party partnerships). Is Google driving directions ok? Google driving directions would not be considered a robust solution for managing field-based staff. 27) What types of beds are in use? See p.5 of the RFP Addendum III 28) How is Bed Allocation done currently? Manually 29) The Proposer MUST complete and submit the Reference form (3 relevant references within the past 3 years). Two references from healthcare and/or governmental entities preferred. Is BCTS going to provide the Reference Form? Since a form was not provided, please use whatever form and format you find convenient. 30) Would BTCS be open to Train the Trainers? Will BTCS incur over-time costs if staff training has to be scheduled for after-hours? ; that level of detail regarding overtime costs will be provided to the selected vendor during implementation.
31) Will training have to be scheduled during business hours? Those decisions will be made in implementation planning. 32) Will BTCS assign a Project Manager? 33) What staff will BTCS allocate for project implementation? 34) Does BTCS have training facilities? 35) For hands-on training, will vendor need to provide equipment such as laptops, network access, and other equipment? 36) Understanding we have not yet pursued any partnerships in the state of Texas, will this be a significant negative in the scoring process? No 37) In regards to the 2 FQHCs that you are partnered with, do you want to include the additional costs for interfaces knowing you are contemplating these in the future? 38) It is also mentioned under your program descriptions that you provide both Primary Medical Care and Dental Care. That being said, is there an expectation that these programs and services will be handled in the new EHR? Not necessarily, but the proposed EMR needs to interface and exchange clinical data electronically with these systems 39) In regards to usage, have you discussed/identified a concurrent user count? Plus/minus 300 40) What is your understanding of Tele-health (versus Telemedicine), and what EHR functionality does this requirement refer to? Remote tele-health service delivery for on-site clients refers to the facilitation of sessions with a provider who is remote to the facility where the patient is being treated. The telehealth session is accomplished via a private room, a screen and camera equipment for the patient (and family) conducting a secure video conference with the provider who is presumably using mobile technology (phone or tablet, or built-in or peripheral camera equipment and a PC). The proposer s solution should support the scheduling, charting and recordation of telehealth encounters, associated ability to correctly bill for the service in a manner consistent with Federal and Texas law regarding such services. The proposer s solution could also facilitate secure telehealth technology on mobile devices, allowing the patient to request and participate in live telehealth sessions with their provider. 41) How is the inventory of medication being handled in your current environment? Medications are ordered, stored and dispensed from locations in each of the facilities and managed by designated staff in those facilities. A workflow diagram for medication management is provided in Addendum 3 of the RFP.
42) How do you define routing for emergency/crisis information? The proposed solution should facilitate scheduling 24 X 7 responses to referral calls by the crisis intervention team. What is your current method? This is currently performed manually (phone, email, and paper) 43) What is the business case for the stored phrases? To streamline documentation and improve efficiency when recording or creating, Patient Plans, Provider Plans, Diagnosis Impressions, and/or Telephone Calls. 44) What types of stored phrases does this requirement refer to? Statements typically made in documentation, such as Recommend weight reduction, or patient has an increased cancer risk or if your symptoms worsen over the next few days give our office a call 45) What is meant by IMO for UI integration? Integration of Intelligent Medical Objects (IMO) online medical terminology products within the EMR. IMO facilitates this capability (integration in the User Interface) with all vendors 46) Please clarify Sand Tray documentation. Documentation for the Sandtray Imaging solution used by BHSCT. 47) Do they want a lab interface? No. 48) Is it a requirement of the contract that the Vendor MUST utilize HUB participants? No 49) Has BTCS determined whether they prefer a Cloud Based or Client / Server Solution? No 50) What is the Current Solution that BTCS uses? Cerner-Anasazi 51) What will be the number of users Clinical / Admin / Financial? 300 +/- 52) How many locations? 14 53) 1. Can you share why you are not staying with your current vendor? Dissatisfaction 54) 2. What is the budget allocated for this project? There is not a budgeted amount 55) 3. Can you provide the requirements for your local HIE integration? Answered in the RFP. 56) 4. Are questions labeled "MUST" the basis for elimination? If you do not have a feature or function we label as MUST, then yes. 57) What is the number of named prescribers needed? Plus/minus 25 58) If a Vendor is a certified small business but not HUB certified, how will that impact chance of award? Minimal impact.
59) If Vendor is willing to subcontract for services normally provided by Vendor to HUBcertified subcontractor(s), will that be taken into consideration? If that vendor is qualified, yes, but will have minimal impact on scoring or selection. 60) Do you only want pricing for EHR and Practice Management modules? No