1. Request for Proposal for Electronic Medical Record Software for the City of Birmingham Group 3 Members LaTanja Batain, Melanie Hallman, Donna Maxwell, D’Ann Somerall and LaTonya Williams

2. Goal To develop a request for proposal for a Electronic Medical Record software system for the City of Birmingham Occupational Health Clinic located in Birmingham, AL. To develop a request for proposal for a Electronic Medical Record software system for the City of Birmingham Occupational Health Clinic located in Birmingham, AL.

3. Who do we provide care? Stand alone clinic established in 1998 to serve the work related health needs of employees of the City of Birmingham Stand alone clinic established in 1998 to serve the work related health needs of employees of the City of Birmingham Located on the University of Alabama at Birmingham (UAB) campus Located on the University of Alabama at Birmingham (UAB) campus

4. City of Birmingham Employs 4500 year round employees with 500 additional employees during the spring and summer months Employs 4500 year round employees with 500 additional employees during the spring and summer months Clinic serves a total of 32 individual municipal departments including police, fire and public works Clinic serves a total of 32 individual municipal departments including police, fire and public works

5. Services Rendered Approximately 6000 pt visits per year Approximately 6000 pt visits per year 700 pre-placement exams, 800 individual immunizations, 1200 TB skin tests, random drug screening program, fitness for duty exams 700 pre-placement exams, 800 individual immunizations, 1200 TB skin tests, random drug screening program, fitness for duty exams Occupational injuries are the most common patient population seen Occupational injuries are the most common patient population seen Approximately 300 referrals to medical specialist per year Approximately 300 referrals to medical specialist per year

6. Clinic Staff Seven Full-time employees with three part-time employees Seven Full-time employees with three part-time employees Office Assistant Office Assistant Office Services Specialist Office Services Specialist Program manager Program manager Medical Assistant Medical Assistant RN Case Manager RN Case Manager Two Full Time Nurse Practitioners – sees 2/3 of pts Two Full Time Nurse Practitioners – sees 2/3 of pts

7. What’s in use now? Dell 4600 Server Dell 4600 Server Software package utilizes Occupational Health Manager Software package utilizes Occupational Health Manager Present system purchased 7 years ago and THERE HAVE BEEN NO UPDATES Present system purchased 7 years ago and THERE HAVE BEEN NO UPDATES Connected to Lab Corp for lab results Connected to Lab Corp for lab results Utilizes Windows XP with older and some new PC’s with connected printer capabilities Utilizes Windows XP with older and some new PC’s with connected printer capabilities

8. Why a new software system? Present system is antiquated Present system is antiquated A need to be able to grow with expanded employee population A need to be able to grow with expanded employee population A need to be able to interface with other providers A need to be able to interface with other providers

9. What are the needs of the new software system? Need flexibility in meeting changing needs and volumes of data Need flexibility in meeting changing needs and volumes of data Must be able to have Open Database Connectivity Must be able to have Open Database Connectivity Must have user customizable report writing ability Must have user customizable report writing ability Must have user security and have the ability to have the system monitored by administrator Must have user security and have the ability to have the system monitored by administrator

10. Continued needs…. Component must be table driven to minimize multiple methods of entry and for ease of reporting Component must be table driven to minimize multiple methods of entry and for ease of reporting Applications must utilize drop down function for documentation for ease of use Applications must utilize drop down function for documentation for ease of use Must have the capability to provide validation of data at the time of entry as well as editing and correction Must have the capability to provide validation of data at the time of entry as well as editing and correction Must interface with Microsoft Office 2007 Must interface with Microsoft Office 2007

11. ….and finally! System must have ability to scale up numbers of patient data input due to seasonal illnesses. System must have ability to scale up numbers of patient data input due to seasonal illnesses. Must have capability to grow to projected number of employee visits over the next five years to 8000 patient visits Must have capability to grow to projected number of employee visits over the next five years to 8000 patient visits Must have capability to serve as a backup site as part of the disaster recovery planning efforts. Must have capability to serve as a backup site as part of the disaster recovery planning efforts.

12. The Specifics of the System System must function to provide direct data entry by the clinicians and staff as follows: System must function to provide direct data entry by the clinicians and staff as follows: –Must have ability to produce progress notes, treatment orders and treatment plans –Must have ability to input periodic review of medical progress, write SOAP notes, access physical and occupational therapy orders, treatment and medication orders, D/C summary, laboratory data, RN case manager initial assessment, group notes –NP Director of Nursing must be able to input QI reports –System must have the ability to scan documents for 3-5 previous years while maintaining and observing compliance with HIPPA, federal and state rules and regulations.

13. Vendor’s Insurance Requirements Workers Compensation Insurance Workers Compensation Insurance General liability, professional liability and property damage insurance; covering vendor and any subcontractor General liability, professional liability and property damage insurance; covering vendor and any subcontractor Vendor must furnish Certificate of Insurance prior to any work commencing. Vendor must furnish Certificate of Insurance prior to any work commencing.

14. Costs and Financing COBOHC has approved $35,000 for the basic system. COBOHC has approved $35,000 for the basic system. COB contract department will apply to the Department of Health and Human Services for funds to purchase software COB contract department will apply to the Department of Health and Human Services for funds to purchase software A low interest rate loan of 3% will be provided by the COB for upfront monies if DHHS funds are not available at time of purchase A low interest rate loan of 3% will be provided by the COB for upfront monies if DHHS funds are not available at time of purchase At time of signing of contract 50% of full contract will be paid to the vendor with 25% paid at time of pilot testing and final 25% will be paid when installation, pilot testing and system is functionally at 100%. At time of signing of contract 50% of full contract will be paid to the vendor with 25% paid at time of pilot testing and final 25% will be paid when installation, pilot testing and system is functionally at 100%.

15. Vendor Responses These responses tell about the heart of the vendor Vendor must describe overview of company including, but not limited to, years in business, number of employee’s, nature of business and description of clients. Vendor must describe overview of company including, but not limited to, years in business, number of employee’s, nature of business and description of clients. Provide a brief description of the evolution of the EMR system software. Provide a brief description of the evolution of the EMR system software. Detail any industry awards or recognition. Detail any industry awards or recognition. Indicate the total number of installations in the past three years. Indicate the total number of installations in the past three years. Summary of the company’s short term and long term goals and strategic vision. Summary of the company’s short term and long term goals and strategic vision. Vendor must indicate proposed schedule for installing and implementing the system Vendor must indicate proposed schedule for installing and implementing the system

16. So how will COBOHC choose the vendor? Submission of completed proposal by April 29, 2011 Submission of completed proposal by April 29, 2011 Contractor may request vendor fair to experience more comprehensive system evaluation and functionality of the system Contractor may request vendor fair to experience more comprehensive system evaluation and functionality of the system Contractor may request an official site visit with one or more of the vendor’s customers to evaluate the system during active use Contractor may request an official site visit with one or more of the vendor’s customers to evaluate the system during active use Process of determining the vendor is estimated to take three to six months Process of determining the vendor is estimated to take three to six months Once contract signed by chosen vendor start date will be proposed. Once contract signed by chosen vendor start date will be proposed.

17. Criteria for Evaluation Eval Criteria and Weighting FactorsPointsPercent Introduction 5 5% System Requirement1515% Management Plan1515% Implementation, support and security1010% Cost Proposal5555% Total100100%

18. Vendor Support for Training Vendor will train two designated Superuser’s from the COBOHC staff prior to remainder of staff Vendor will train two designated Superuser’s from the COBOHC staff prior to remainder of staff Training materials must be developed with the end user in mind; copies must be provided for each employee Training materials must be developed with the end user in mind; copies must be provided for each employee Vendor will provide user manual, desktop guide, on- line/phone/in-person assistance. Vendor will provide user manual, desktop guide, on- line/phone/in-person assistance. Vendor must be present on-site for the first seven days of the “live” implementation Vendor must be present on-site for the first seven days of the “live” implementation Vendor will be conducted in a team manner based on employee self assessment Vendor will be conducted in a team manner based on employee self assessment Each employee will receive a certificate of completion at the end of training. Each employee will receive a certificate of completion at the end of training.

19. Testing Installation – 10-12 weeks prior to full roll-out Installation – 10-12 weeks prior to full roll-out –System will be installed and onsite support available; errors found in the system will be fixed and software updated as needed Pilot Test – six weeks prior to roll-out Pilot Test – six weeks prior to roll-out –Pilot test for 10 working days –Pilot user training, support, define performance and guidelines for problem resolution, monitor performance and ID problems and evaluate performance and reliability of system Implementation Implementation –Implementation manager (IM) will deploy new EMR fully –IM must be onsite for first two weeks of EMR implementation

20. Customer Support Vendor must indicate 24 hours prior to downtime for upgrading and maintenance services Vendor must indicate 24 hours prior to downtime for upgrading and maintenance services Vendor must provide immediate support for by phone, internet or in person 24 hours per day Vendor must provide immediate support for by phone, internet or in person 24 hours per day

21. Thank you If you have questions please feel free to email D’Ann Somerall in class email. If you have questions please feel free to email D’Ann Somerall in class email. She will respond promptly. She will respond promptly.