OAHU REGION HAWAII HEALTH SYSTEMS CORPORATION REQUEST FOR INFORMATION Long-Term Care Electronic Medical Records for Maluhia and Leahi Hospital AN AGENCY OF THE STATE OF HAWAII Issued: August 5, 2014 LEAHI HOSPITAL 3675 KILAUEA AVENUE HONOLULU, HAWAII 96816 PHONE: (808) 733-8000 FAX: (808) 733-7914 MALUHIA 1027 HALA DRIVE HONOLULU, HAWAII 96817 PHONE: (808) 832-3000 FAX: (808) 832-3402
REQUEST FOR INFORMATION (RFI) Long-Term Care Electronic Medical Records Hawaii Health Systems Corporation (HHSC) Oahu Region Maluhia and Leahi Hospital The Hawaii Health Systems Corporation (HHSC) Oahu Region is requesting for information for a long-term care electronic medical record (EMR) system for Maluhia and Leahi Hospital. Interested Vendors shall have a current long term care system in operation, meet the minimum requirements of the RFI and provide a response as it relates to long-term care (Skilled Nursing Facility (SNF) and Intermediate Care Facility (ICF)) beds and other disciplines as defined. I. Oahu Region Facility Information The HHSC is organized into five operational regions and provides a broad range of healthcare services including acute, long term, rural and ambulatory health care services. This RFI is only for one region which is known as the Oahu Region. The Oahu Region is comprised of two long-term care facilities called Maluhia and Leahi Hospital. Maluhia Maluhia, a Long Term Care Center first opened as Minaoka Home in 1923. Maluhia is dedicated to the promotion of health and the advancement of growth for residents admitted to this institution, the personnel on our staff, and for all the people in our community directly or indirectly. Maluhia has 158 nursing home beds, dually certified as SNF and ICF beds. Individuals requiring long term care or short term restorative care are admitted to the facility. Treatment and general care are provided by the individuals physician and an interdisciplinary team of healthcare professionals. Maluhia also includes an Adult Day Health Center for the elderly. The program designed to enable participants to enrich their lives and to maintain their independence, dignity, and self-esteem while providing respite and support for caregivers. The goals for the program are 1) to keep our participants as healthy, happy, and independent as possible by providing a safe, supportive, and stimulating environment and 2) to provide support for caregivers. The Center stresses partnerships with the client, the family, and the physician in the effort to maintain the individual in the community. Bathing and meal services for MADHC participants are available for an additional fee. 1 of 5
A third component of Maluhia is it s Maluhia Geriatric Physician Services (MGPS) that provides physician services to the community. The goal of MGPS is to keep seniors healthy, independent and a part of the community by meeting their medical needs. Leahi Hospital Leahi Hospital has been providing quality care since 1901. Leahi Hospital has 164 beds: 155 nursing home beds, dually certified as SNF and ICF, 9 Acute/Tuberculosis beds. Individuals requiring long term care or short term restorative care are admitted to our nursing facility beds. Treatment and general care are provided by the individuals physician and an interdisciplinary team of healthcare professionals. Individuals with or suspected of having Tuberculosis are admitted to our Tuberculosis unit. Leahi Hospital also includes an Adult Day Health Center for the elderly. This program is designed to provide a variety of health, therapeutic, and social services to individuals who are ICF level of care and needs help with care during the day hours. The primary objectives of the program are: 1) to restore or maintain the optimal capacity for self care, and 2) to foster or support family and community relationships. The Center stresses partnerships with the client, the family, and the physician in the effort to maintain the individual in the community. Bathing and meal services for Adult Day Health participants are available for an additional fee. II. Minimum Requirements Interested vendors shall meet the following minimum requirements: Admissions/level of care changes MDS 3.0 capability ASP client MDS error checking, CAA Bar coding Orders management Care plans Patient trust fund Clinical record Report capability (CMI calculation, RUGS) CMS survey capability SaaS Coding or interface capability Security audits Document management Task & alert management tool Electronic claims User defined assessments Electronic order administration, CPOE WAN Electronic point of care Work with Windows 7 Signature Financial and billing program General ledger ICD 9/10 HL7 Capability LAN 2 of 5
III. REQUESTED INFORMATION: Interested vendors are requested to reply in writing to the following sections as it relates to long-term care electronic medical records. Section 1: Background Provide the background of your company. Include the company s organization structure and number of employees. Include a list of longterm care facilities using your software and contact information. Please also indicate if any facilities in Hawaii are using your software. Section 2: Clinical Provide an explanation of the clinical software as it relates to long-term care (ICF and SNF beds). At a minimum describe how your software is resident-centered focused; streamlines the charting and assessment process, improves care planning, reduces administrative work, and improves information quality and access. Describe your software features, such as, electronic charting, care planning, user defined assessments, physician orders, progress notes, Minimum Data Set (MDS), Admission / Discharge / Transfer module, and Decision Support System (e.g., analytics, graphical dashboards for key performance metrics, and customizable reports). Section 3: Financial Provide an explanation of the financial software (e.g. Purchasing/AP, General Ledger, Fixed Assets, Payroll) and program integrations. Section 4: Billing Provide an explanation of the in-patient long-term care, out-patient adult day health, physician billing and any integration to the MDS module. Section 5: Operating System/Applications Provide an explanation of the operating system/applications and system upgrades. Section 6: Support and Training Provide an explanation of the support, training and hours of operation (onsite or web base) which includes, but is not limited to clinical, financial, IT, go-live and post go-live. Section 7: Implementation Provide a description of the implementation process and provide an estimated schedule of events from contract award to post go-live. 3 of 5
Section 8: Standard and Customization options Provide a description of components that is standard to the software. In addition, provide a list of components that may be customized. Section 9: Reports Provide a list of reports that can be generated with the software. Examples are shown below: Admissions / Discharges Admissions Registry Behavior, Psychotropic Meds Birth Dates Bowel / Bladder Incontinence Discharge Potential Discharges Falls Report Feeding Tubes / Parenteral Info HIPPS Billing Code IDT care plan review Infections Influenza / PPV Vaccines Informed Consent Language MDS CMI Averages MDS CMI List MDS Resident List MDS with Errors Mood, Delirium Needs Change Pain Info PASRR Psychoactive/anticoagulant/diuretic Medication list Readmission tracker Restraints RUGS IV Categories List Skin information Visual Function Weight Diet and Dental Form CMS 20045 Form CMS 672 Form CMS 802 Financial Statements Budget and Actual by Departments Aging for AP/AR Trial Balance Budget actual variance report Patient Trust Fund ability to summarize by patient Depreciation Schedule Work list billing denials/claim errors Section 10: Ancillary/Other Provide a list and summary of software support for auxiliary and other long-term care facility operations such as: PT, OT, Speech Therapy, Recreational Therapy, Social Work, Day Health, Physician Services, Long-Term Acute Care, Pharmacy, Dietary, Laboratory, X-Ray, Wound Management, Inventory Management and Health Information Exchange Capability. Section 11: Cost Provide the cost of the long-term software from implementation to go-live which includes, training and support. Cost for maintenance, upgrades, interfaces and additional support shall also be provided as a separate line item. IV. RFI Deadline The deadline to submit a response is September 8, 2014 up to 3:00 p.m. Hawaii Standard Time (HST). All responses shall be e-mailed to Michelle Kato, Contract Manager at mkato@hhsc.org. The maximum file is 5 mb. 4 of 5
A. Cover Letter Interested vendors shall submit a cover letter. The transmittal cover letter must be on an official business letterhead; signed by an authorized individual and at a minimum shall include information as written in the sample letter attached hereto as Exhibit A. B. Minimum Requirements Checklist The minimum requirement checklist is designed to be used as a tool to ensure that the vendor meets the minimum requirements. The checklist is required to be completed by the vendor and included in the RFI submittal. Additional comments may be provided if vendor uses a sub-contractor to meet the minimum requirement. The name of the sub-contractor is recommended. The minimum requirement checklist attached hereto as Exhibit B. V. RFI Questions All questions of the RFI shall be submitted in writing by August 12, 2014. Questions shall be submitted to Michelle Kato, Contract Manager at mkato@hhsc.org. Questions received by the deadline will receive a written response by an Addendum. All Addendums will be posted on the Leahi Hospital procurement website at: http://www.leahi.hhsc.org/procurement/opensolicitations/default.aspx and the Maluhia procurement website at: http://maluhia.hhsc.org/procurement/open-solicitations/default.aspx. VI. Review and Demonstration All responses will be reviewed by a committee comprised of HHSC personnel. Vendors may be asked to demonstrate their product to a live audience. Demonstrations will be at no-cost to HHSC Oahu Region and may be presented on-site or via on-line web conference site. All demonstrations will be conducted during business hours, Hawaii Standard Time. Vendors shall prepare a summary of each section of the RFI and be available to answer questions from HHSC Oahu Region. All demonstrations must show active screens in real-time. The HHSC Oahu Region reserves the right to incorporate in its RFP(s), when issued, any recommendations or comments presented in response to this RFI. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Section 11Cost is for budget purposes only. Responses to this notice are not offers and cannot be accepted by the HHSC Oahu Region to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this RFI. Please note that participation in this request for information process is optional, and is not required in order to respond to any subsequent procurement by the HHSC Oahu Region. Neither the HHSC Oahu Region nor any interested party has any obligation under this request for information. 5 of 5
EXHIBIT A SAMPLE COVER LETTER Ms. Kato: (Name of Business) has read the Request for Information for a long-term care electronic medical record system (RFI No. 14-021). Name of Business understands that this RFI is solely for information and planning purposes and does not constitute a solicitation. In addition, Section 11 in the RFI (Cost) is for budget purposes only. By signing this RFI, Name of Business guarantees and certifies that the minimum requirements are met as identified in Exhibit B. The following individual(s) may be contacted regarding this RFI: Name: Business Phone: E-mail: Thank you. Sincerely,
II. Minimum Requirements Place an "x" on the appropriate column as it relates to your software capability. Exhibit B Description Yes No Comments Admissions/level of care changes ASP client Bar coding Care plans Clinical record CMS survey capability Coding or interface capability Document management Electronic claims Electronic order administration, CPOE Electronic point of care esignature Financial and billing program General ledger ICD 9/10 HL7 Capability LAN MDS 3.0 capability MDS error checking, CAA Orders management Patient trust fund Report capability (CMI calculation, RUGS) SaaS Security audits Task & alert management tool User defined assessments WAN Work with Windows 7