The vendor required to provide electronic health record (EHR) system software and implementation of behavioral health services for non-prescribing providers.
- Technical information and infrastructure requirements:
• Hardware, network, and communication infrastructure requirements to support the proposed application.
• Helpdesk and support provided, including training for staff.
• Security strategy, controls, and protocols that will be used to protect the system’s data from direct and indirect cyber threats, including the use of multifactor authentication, role-based access controls, multi-tenancy, geofencing, etc.
• Include strategies your company and software solution will employ to minimize the risk of data breaches and data exfiltration, user account compromise, ransomware, and other common cyber threats.
• Data considerations, including backup of data, ownership of data, where data will be stored, and data migration processes from county and lea’s current systems.
• Ability to interface and securely exchange data with other systems and applications using API's, web services, secure file transfers, or similar technologies. Data exchange processes must utilize encryption technology and utilize a secure protocol such as https, SSL, TLS, VPN, etc.
• Ability to support one-way file transfers from student information systems used throughout the county such as PowerSchool, practical, seis, infinite campus, and aeries.
• Provide a cost proposal for the service level agreement (SLA) you are recommending for this project.
• Any other technical information you deem necessary to understand how to fully deploy and support your application.
• Patient portal capabilities, including any option for online client registration, completion of client consent forms, completion of client release of information forms, appointment scheduling, and reminders.
• Patient portal capabilities will be available in multiple languages, available in all threshold languages within the identified county
- Public health electronic health record and electronic record functionality:
1. User count:
• This software solution shall include initial access for up to 200 users with the ability to scale with growth up to 1000 users.
• Users include nurses, psychologists, therapists, billing personnel, and school counselors with the potential of additional non-prescribing service providers.
• Effort to improve cross-departmental and cross-system care coordination to promote health equity, the awarded bidder will be expected to securely interface with and provide patient data in real-time to the county social health information exchange health connect via standard file formats, including but not limited to agency.
2. Cloud based access:
• The proposed solution should include adequate backup and disaster recovery systems that ensure data is protected and can be made available within 8 hours in the event of a natural disaster or cyber incident.
• The system must meet or exceed all act regulations in regard to cyber protection of confidential data and must be certified as act compliant by an independent, third-party agency.
3. Referral tracking and admission notes:
• The software will support tracking referral sources and the related workflow for managing service provision.
4. Client electronic signature:
• The software shall support the ability to import and document client and responsible party signatures from signature pad devices and mobile devices (e.g., for consents for treatment, release of information forms etc.)
5. Staff electronic health record signature standard compliance:
• The software shall support national standards for signing electronic health records.
6. Support for multiple signature requirements and progress note roll up:
• The system shall support instances when multiple staff members write and sign the same health record note (e.g., clinical supervisors and associate clinicians).
7. Electronic record pre-population:
• The system shall assist users by prepopulating commonly used forms with information already in the database or from previous versions of clinical forms when appropriate.
8. Scanned document storage:
• The system shall have the ability to store scanned documents as a pdf both associated with a patient as well as not associated with a patient to maintain records, such as temperature logs.
• A key-phrase and date search should be available for documents not associated with a patient to find desired documents and purge documents after the storage requirement has been met.
• Any proposal should also include a process for the migration of documents in the currently used scanning system, on-base.
- Nursing services functionality:
• Medical conditions and metrics: bidder’s software will allow staff to track other medical conditions and have appropriate alerts as needed (e.g., for medication allergies, hospitalizations, etc.) As well as medical metrics such as weight, blood pressure, BMI (body mass index), height, weight, etc.
- Outpatient functionality:
• Resource-based appointment scheduler capabilities: the system should support centralized scheduling functions.
• Scheduler interface with a tele-health application: the system should link telehealth visits with video conferencing software.
• Front desk client financial summary information access: the software should provide front desk staff easy access to summary client financial information such as, but not limited to: health insurance information, identification of health plan, co-payments required, self-pay balances, authorization statuses, required form updates, requests or notes from billing staff, etc.
• Automatic service generation from scheduler: the software should allow users to indicate that a scheduled service has occurred so that it is available for billing without the need to re-enter service data.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 27, 2026
