Inmate Medical Services

The Vendor is required to provide all personnel, administration, supervision, supplies, equipment and subcontracted services required for reasonable healthcare to inmates and individuals located at the city.
- Electronic medical records system (EMR)
• The EMR will not rely on scanning documents as its primary means of creating an electronic record.
• All activities should be recorded in the EMR at or near real time.
• The only documents that should be scanned are those provided by other medical providers such as EMT’s, paramedics, clinics, and local hospitals.
• The data from the EMR will be used to generate both standard and ad hoc reports to meet all reporting requirements of the contract.
• It will be the responsibility of the company to have the ability to produce all required reporting.
• The city shall provide access to electrical and network wiring behind the walls and ceilings.
• Responsible for any damage to walls, ceilings, and floors resulting in the maintenance of systems.
• The administrator and their designee(s) will have access to create and print standard reports provided by and from the EMR.
- The records shall include all findings and notations, including but not limited to:
• Any pre-existing conditions
• In-patient, out-patient, or observation status
• Ambulatory care
• Chronic illness clinic visits
• Mental health care
• Dental care
• Hospital care
• Consultant-specialist services
- Each record entry shall include, but not be limited to:
• Author and professional title, to include legible signatures and an identifier unique to each provider.
• Date and time of patient encounter.
• Administration of care.
- Inmate, the health record should further include, where applicable:
• A problem list per care requirement.
• Information regarding prescriptions and administration of medications.
• All completed screening forms.
• Completed health assessment forms within fourteen (14) days of custody.
• Annual health assessments.
• Diagnostic reports.
• Progress notes.
• Consents and refusal forms.
• Record of medical observation unit care per care requirement.
• Consultant-specialist reports.
• Doctor’s orders.
• Diagnosis and treatment for mental health conditions.
• HIV and other communicable diseases.
• Allergies or other treatment restrictions or alerts.
• Special needs treatment plan.
• Other health care records as needed.
• Hospitalization information to include a discharge summary sheet.
• All other pertinent information that complies with requirements of care.
• Electronic Medicare/Medicaid pre-application and discharge plan, pursuant to state and federal mandates.
- Documentation will include, but not be limited to:
• Evidence of formal completion of proper orientation program.
• A compilation of current policies and procedures.
• Manuals and operational guides.
• Nursing protocols.
• Copies of credentials including:
o Special licenses and certifications.
o Job descriptions.
o Records of professional staff continuing education credits.
o In-service orientation and continuing education course attendance for the professional health services staff.
• Health and grievance records.
• Administrative meetings that deal with administrative, staff education, infectious disease and quality improvement matters.
• Record of program sessions.
• Record of therapy sessions.
• Record of physician chart reviews.
• Sick call logs.
• Dental logs and records of treatment.
• Inventories and counts of medications including controlled drugs, needles and sharps.
• Logs of segregation visits and first aid kit inspections.
• Health service disaster plan and critiques of drills that have been held.
• Special diet orders.
• Recordings or other documentation of communications and actions concerning matters important to the proper management of a health care delivery system.