Electronic Health Record Management System

The Vendor is required to provide consolidate electronic medical record, billing, and integrated consumer information management systems.
- The system shall be a proprietary, cloud-based application with a web-delivered interface.
- The system shall have secure web service functionalities compliant with current versions of health information technology for economic and clinical health (HITECH) and act.
- The system shall be compliant with all applicable regulatory laws and quality standards, to include, but not limited to those designated by the commission on accreditation of rehabilitation facilities (CARF), drug enforcement administration (DEA), commonwealth of state board of pharmacy, state substance abuse mental health services association (SAMHSA) and state department of behavioral health and developmental services (DBHDS).
- The system shall adhere to all applicable federal and state laws and regulations, to include laws and regulations for the prevention of waste, fraud, and abuse.
- The system shall have the flexibility and capability to adapt to federal and state mandated reporting changes.
- The contractor shall update the system to respond to policy changes such as those from and third-party payors, and policy changes on a local, state, or federal level by the required timelines set out by local, state, and federal regulatory bodies.
- The agency will own and have access to any data collected by the system.
- The Contractor shall fully develop, install, configure, and implement the System, which shall be fully operational at the go-live date.
- During implementation, the legacy operating system shall be in effect until the new System is fully operational and accepted by the City.
- During implementation, the Contractor shall provide qualified staff that shall assist, consult, install, train, and oversee the System implementation.
- During implementation, Contractor shall provide a weekly written status report to include project status, tasks completed since previous report, upcoming key tasks, potential risks, encountered issues and resolution of issues through acceptance.
- The Contractor shall provide an on-site support staff member on the day of go-live of the new System to provide training assistance and address any issues that may arise. - Core Project Team (CPT):
- The CPT will meet weekly during the build, implementation, and acceptance of the System, to manage day to day project components, troubleshoot issues, and run User Acceptance Testing (UAT).
- Upon final acceptance, and throughout the term of the contract, the CPT will meet biweekly, unless otherwise specified by the City, to troubleshoot any issues with software, discuss any upcoming upgrades, or needed trainings.
- The Contractor’s team shall, at a minimum, include:
• Project Manager
• Training Manager
• Customer Success Manager
• Developer/Data Administrator
• Technical Support Representative
• Developers
• Data Conversion Specialist
- Roles and/or individuals may change or be added as necessary, and meeting frequency may be adjusted, as determined by the City. - Disaster Recovery Plan
• The System documentation received from the Contractor shall include a disaster recovery plan in case of System failure. The plan shall provide comprehensive step by-step procedures the Contractor will follow for disaster recovery for each point of failure.
• The first steps of the plan shall be diagnostics. The remaining steps shall provide a procedure for issue resolution to bring the System back to full operational status.
• Should disaster occur immediately following, or because of, a patch or software update, the disaster recovery plan shall return the System to the software version in effect prior to the patch or update being applied.
• Points of failure shall include each component and sub‐component in complex units, such as servers.  • Assessment and Evaluation: Diagnostic clinical assessments, clinical recommendations, and triaging appropriate services.
• Case Management: Assistance to vulnerable residents needing treatment and support services in the following capacities:
• Behavioral, emotional, and psychiatric care,
• Substance use disorders,
• Intellectual development disabilities,
• Housing and homelessness support services.
• Medical Services: Primary care, Office Based Opioid Treatment (OBOT), and Opioid
Methadone Replacement Treatment Program and psychiatric evaluation and medication management.
• Crisis Services: Assessment of individuals experiencing mental health and substance abuse crisis and those with developmental disabilities who are at risk of crisis, and the triage of appropriate services within the Crisis Continuum. Services include pre-admission screenings for involuntary psychiatric hospitalization and Mobile Crisis Response.
• Outpatient Services: Psychological testing and individual, family, and intensive outpatient therapy utilizing evidence-based models for youth and adults with mental health, substance use and/or Intellectual Disabilities (ID) and/or Developmental Disabilities (DD) diagnoses.
• Homeless Services: Outreach and engagement, connection to housing resources and treatment, and permanent supportive housing for eligible households.
• Specialized Services: Assertive Community Treatment (ACT), peer support, substance abuse prevention, early intervention.

- Contract Period/Term: 1 year